Privacy Policy for SolAttend

1. Who is responsible for the data

SolAttend is the employee app of an attendance system that your employer (the “Company”) has chosen. Your Company decides what information about you is kept, which attendance rules apply, and whether face verification is used. The Company is responsible for informing you and for getting any permission the law requires. Sollabs Tech provides the software and processes your information on the Company’s behalf.

For your sign-in to the app, Sollabs Tech is responsible.

2. Information the app handles

Sign-in: you sign in with your Google account (Gmail). We use your email address to find the record your employer created for you, and Firebase creates a user ID for your login. Only Gmail addresses added by an employer can sign in.

Your profile, entered by your employer and shown in the app:

• Name, Gmail address, employee ID, department, job title, shift and assigned office
• Your profile photo, if your employer added one, and your company name

Your phone:

• The phone model and the Android device identifier. They are used only for the “one phone per account” security lock: the first phone you sign in on is linked to your account until your employer resets it.
• The time of your last login

Your attendance:

• Check-in and check-out time, how it was recorded, worked time and status (present, late, half day, absent, leave)
• Late, early-leave, overtime and short minutes, and a copy of the working-hours rules used that day
• Your location at check-in and check-out (section 3), whether you were inside or outside the office, and whether a fake location was detected
• Whether face verification passed (a yes or no result, never a picture), and whether the check-in was saved while offline

Your leave requests: leave type, dates, the reason you write, the status, and who decided and when.

If your Company uses an office kiosk, it now runs as the separate SolAttend Kiosk app, which SolAttend Admin pairs and manages; the kiosk device list and kiosk PIN settings are stored in the Company’s data and described in the SolAttend Kiosk policy.

Stored on your phone: a local copy of your own records and of check-ins that were not sent yet (so the app works offline), your company and employee IDs, and your light or dark theme choice.

3. Your location

• On the Home screen, the app follows your phone’s position to show “Inside office” or “Outside office” and your distance from the office.
• When you check in or out, the app reads your precise GPS position, checks that it is not a fake location, compares it with your office area, and saves the latitude, longitude, inside or outside result and the fake-location flag with that check-in or check-out.
• If your employer set you to “office only”, a check-in outside the office area is blocked.
• If you turn location off, you cannot check in from the mobile app.

4. Face verification (biometric information)

• Only if your employer saved your face, check-in and check-out open the front camera and ask you to blink once, so a photo cannot be used.
• The app compares your live face with the face templates (lists of numbers, not photos) that your employer saved. This happens on your phone, using Google ML Kit and a TensorFlow Lite model.
• Camera images are not saved and are not uploaded. The app keeps only the yes or no result.
• You get 3 tries. If it fails, check-in is not saved.
• Your saved face templates are kept by your Company and are deleted when the Company removes your face data or your employee record.

5. Who can see your information

Your Company’s owner and managers can see your profile, attendance, check-in locations, face-verified result, phone model and leave requests, and they decide on your leave. Other companies cannot see your information. We do not sell it. We share it only with the service providers in section 7, who process it for us, or when the law requires it.

6. Permissions the app asks for

• Camera: for face verification, only if your employer turned it on for you.
• Location: for check-in and check-out and the inside or outside office display, only while the app is open.
• Internet: the app sends and receives your records. Without internet, check-ins are saved on your phone and sent later.

The app does not access your contacts, SMS, microphone or photo gallery. You can change permissions in Android Settings, under Apps, then SolAttend, then Permissions.

7. Services we use

These services help the app work. They have their own privacy policies:

• Google Firebase (Authentication, Cloud Firestore) and Google Sign-In: https://firebase.google.com/support/privacy
• Google ML Kit, face detection that runs on your phone: https://developers.google.com/ml-kit/android-data-disclosure
• Google Fonts, which provides the app’s font. It receives your IP address: https://developers.google.com/fonts/faq/privacy

Google Firebase may also process technical data such as your IP address to run its services.

8. No advertising, no selling

The app contains no advertising, no analytics tools, no crash-reporting tools and no tracking across other apps.

9. Storage and security

Data is stored on Google Firebase servers, which may be outside India, including in the United States. It is encrypted while it travels (HTTPS) and while it is stored. Security rules let you read and write only your own records. No system is completely secure, but we take reasonable steps to protect your information.

10. How long we keep data

Your records are kept while your Company uses SolAttend and you are listed as an employee. Your Company controls them and can delete them. After a verified deletion request we remove the data within 30 days. Copies in Google’s backup systems disappear on Google’s normal schedule.

11. Your rights and choices

Under India’s Digital Personal Data Protection Act, 2023, and similar laws where they apply, you may ask for a copy of your information, ask for corrections, ask for deletion, withdraw your consent, and raise a complaint. Please ask your employer first, because your employer controls attendance records. You can also write to us at the email below and we will pass the request to your Company or act on it.

12. Delete your data

SolAttend does not let people create their own accounts: your employer adds you. To have your data removed, ask your employer to delete your employee record in the SolAttend Admin app, which also deletes your saved face data, or email us and we will handle it.

To stop the app using your account on your phone, use Log out on the Profile screen. To erase everything stored on the phone, clear the app’s storage in Android Settings or uninstall the app.

• How to delete your data (SolAttend): https://www.sollabstech.com/solattend/delete-account

13. Children

SolAttend is for employees at work. It is not meant for children, and we do not knowingly collect information from children.

14. Changes to this policy

We may update this policy from time to time. The newest version is always on this page, and the effective date above changes when it does.

Contact us

Sollabs Tech, Madurai, Tamil Nadu, India
Email: sollabstech@gmail.com
Phone / WhatsApp: +91 90038 50743