Privacy Policy

Last updated: January 1, 2026

WorkoTime ("we", "our", or "us") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, share, and protect data when you use our platform, website, and mobile applications.

By using WorkoTime, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our services.

1. Information We Collect

Account & Company Information

When you register, we collect:

  • Company name, address, and registration details
  • Administrator name, email address, and phone number
  • Billing and payment information (processed securely via payment gateways)

Employee Data

For attendance and payroll processing, we collect employee information provided by your organisation, including:

  • Name, employee ID, date of birth, and contact details
  • Government IDs (Aadhaar number, PAN) for statutory compliance
  • Bank account details for salary disbursement
  • Face biometric data for AI face recognition attendance (stored as encrypted mathematical templates, not photos)
  • GPS location data when geofencing or live tracking features are used
  • Attendance records, timestamps, and work hours

Usage & Technical Data

  • IP address, browser type, and device information
  • Pages visited and features used within the platform
  • Error logs and performance data for service improvement

2. How We Use Your Information

We use the data we collect to:

  • Provide, maintain, and improve the WorkoTime platform
  • Process attendance records and calculate payroll accurately
  • Generate statutory compliance reports (PF, ESI, TDS, Form 16)
  • Send salary slips, leave notifications, and alerts via email or WhatsApp
  • Respond to your support requests and enquiries
  • Send product updates and important service communications
  • Comply with legal and regulatory obligations under Indian law

3. Biometric & Location Data

We take extra care with sensitive data:

  • Face data is converted to an encrypted mathematical template at the point of enrolment. Original photos are not stored permanently. Templates are used solely for identity verification.
  • GPS location is collected only when the employee initiates a mobile punch or when the geofencing feature is active. Background location is only used if the live tracking (ATFF) feature is explicitly enabled by the employer.
  • Employees are informed about biometric and location data collection through the WorkoTime mobile app before enrolment.

4. Data Sharing

We do not sell your data. We share it only in the following circumstances:

  • Service providers: Trusted third-party vendors (cloud hosting, payment processing, SMS/WhatsApp delivery) who process data on our behalf under strict confidentiality agreements.
  • Legal requirements: If required by Indian law, court order, or government authority.
  • Business transfers: In the event of a merger or acquisition, data may be transferred with advance notice to users.

5. Data Security

We implement industry-standard security measures including:

  • AES-256 encryption for data at rest
  • TLS 1.2+ encryption for all data in transit
  • Role-based access controls within the platform
  • Regular security audits and vulnerability assessments
  • Isolated, multi-tenant data architecture ensuring your data is never accessible to other organisations

6. Data Retention

We retain your data for as long as your account is active and as required by Indian labour and tax laws. Upon account termination:

  • Active data is deactivated immediately
  • You may request full data export within 30 days of cancellation
  • Data is permanently deleted after 90 days, except where retention is legally mandated

7. Your Rights

As an account administrator, you have the right to:

  • Access and export all company and employee data held by WorkoTime
  • Correct inaccurate personal data
  • Request deletion of data (subject to legal retention requirements)
  • Withdraw consent for specific data uses
  • Lodge a complaint with a supervisory authority

Employee rights regarding their personal data should be directed through their employer (the WorkoTime account holder).

8. Cookies

Our website uses cookies to:

  • Maintain your login session
  • Remember your preferences
  • Analyse website traffic (via anonymised analytics)

You can disable cookies in your browser settings, but some features of the platform may not function correctly without them.

9. Children's Privacy

WorkoTime is a B2B platform intended for use by businesses and their employees. We do not knowingly collect data from individuals under the age of 18. If you believe we have inadvertently collected such data, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy periodically. When we do, we will revise the "Last updated" date at the top of the page and notify registered administrators via email for material changes. Continued use of WorkoTime after changes constitutes acceptance of the updated policy.

11. Contact Us

For any privacy-related questions, data requests, or concerns, please contact our Data Protection team:

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