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Privacy Policy for VixHR

Developed by: Microweb Global (Pvt) Ltd
Last Updated: November 4, 2025

 

1. Introduction

Welcome to VixHR (“we,” “our,” or “us”). VixHR is developed and operated by Microweb Global (Pvt) Ltd. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our VixHR mobile application (the “App”). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the App.

 

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information

  • Account Information: Username, email address, password (encrypted), employee ID, job role, department
  • Profile Information: Full name, contact details, emergency contact information, employment details, and any custom employee fields configured by your organization
  • Biometric Data: Fingerprint or facial recognition data for authentication purposes (stored locally on your device)

2.2 Location Information

  • GPS Coordinates: Real-time location data when clocking in/out or when attendance tracking features are active
  • Geofencing Data: Location data to verify you are within designated work areas
  • Address Information: Derived address from GPS coordinates for attendance records

2.3 Attendance and Time Tracking Data

  • Clock-in and clock-out timestamps
  • Work hours and overtime records
  • Shift schedules
  • Leave applications and balances
  • Attendance history and patterns

2.4 Device Information

  • Device type, model, and operating system version
  • Unique device identifiers
  • Mobile network information
  • App version and usage statistics

2.5 Usage Data

  • Features accessed within the App
  • Time spent on different sections
  • Interaction patterns and preferences
  • Error logs and diagnostic information

2.6 Notification Data

  • Push notification tokens
  • Email addresses for notifications
  • SMS/phone numbers (if SMS notifications are enabled)
  • Notification preferences

 

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Core Functionality

  • Attendance Management: Track clock-in/out times, verify work location, manage shifts and overtime
  • Leave Management: Process leave applications, track leave balances, manage approval workflows
  • Employee Management: Maintain employee profiles, organizational structure, and job roles
  • Payroll Processing: Calculate work hours, overtime, and attendance data for payroll

3.2 Authentication and Security

  • Verify your identity using biometric authentication
  • Secure access to your account and employee data
  • Prevent unauthorized access and fraud
  • Maintain audit logs for security purposes

3.3 Communication

  • Send notifications about attendance, leave status, and important updates
  • Deliver system alerts and announcements
  • Respond to your inquiries and support requests

3.4 Analytics and Improvement

  • Analyze usage patterns to improve App functionality
  • Generate reports and dashboards for management
  • Optimize performance and user experience
  • Debug and fix technical issues

 

4. Location Data Usage

4.1 When We Collect Location Data

Location data is collected when:

  • You clock in or clock out
  • Geofencing verification is required
  • GPS tracking is enabled for attendance monitoring

4.2 Location Permissions

  • The App requires location permissions to function properly
  • You can enable or disable location services in your device settings
  • Disabling location services may limit certain features like GPS-based attendance

4.3 Location Data Storage

  • Location data is associated with attendance records
  • Historical location data is retained as part of attendance history
  • You can request deletion of location data subject to legal and business requirements

 

5. Biometric Data

5.1 Biometric Authentication

  • Biometric data (fingerprint/facial recognition) is used solely for authentication
  • Biometric data is stored securely on your device using encrypted storage
  • We do not transmit or store biometric data on our servers

5.2 Your Control

  • Biometric authentication is optional (alternative login methods available)
  • You can disable biometric authentication at any time in App settings
  • Biometric data can be removed by disabling the feature

 

6. Data Sharing and Disclosure

6.1 Within Your Organization

  • Your employer/organization administrators can access your employee data
  • Supervisors may view attendance, leave records, and work schedules
  • HR department has access to payroll and personnel information

6.2 Third-Party Service Providers

We may share information with:

  • Cloud Hosting Services: For secure data storage and processing
  • Notification Services: To deliver push notifications, emails, and SMS
  • Analytics Providers: To analyze App usage and improve services
  • Payment Processors: For payroll integrations (if applicable)

These third parties are contractually obligated to protect your information and use it only for specified purposes.

6.3 Legal Requirements

We may disclose information when required by:

  • Law enforcement or government authorities
  • Court orders or legal processes
  • Protection of our rights, privacy, safety, or property
  • Investigation of potential violations of our Terms of Service

6.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

 

7. Data Security

We implement robust security measures including:

  • Encryption: Data is encrypted in transit (TLS/SSL) and at rest
  • Secure Authentication: Password hashing and secure token management
  • Keychain Storage: Sensitive credentials stored in device’s secure keychain
  • Access Controls: Role-based access and authentication requirements
  • Audit Logs: Security event logging and monitoring
  • Multi-Factor Authentication: Optional MFA for enhanced security

Despite our efforts, no security system is impenetrable. We cannot guarantee absolute security of your information.

 

8. Data Retention

8.1 Active Data

  • Employee data is retained while you remain an active employee
  • Attendance and leave records are maintained for organizational records
  • Usage data is retained for analytics and improvement purposes

8.2 Archival and Deletion

  • Data may be archived when employment ends (subject to organization policy)
  • Legal and compliance requirements may mandate retention periods
  • You can request data deletion subject to applicable laws and business needs
  • Backup copies may persist for limited periods

 

9. Your Privacy Rights

Depending on your location, you may have the following rights:

9.1 Access and Portability

  • Request access to your personal information
  • Obtain a copy of your data in a structured format

9.2 Correction and Updates

  • Update inaccurate or incomplete information
  • Request corrections to your employee profile

9.3 Deletion

  • Request deletion of your personal information
  • Subject to legal and contractual obligations

9.4 Objection and Restriction

  • Object to certain data processing activities
  • Request restriction of processing in specific circumstances

9.5 Withdrawal of Consent

  • Withdraw consent for optional features (e.g., push notifications)
  • Disable biometric authentication

To exercise these rights, please contact your organization’s administrator or reach out to us directly using the contact information below.

 

10. Children’s Privacy

VixHR is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a minor, please contact us immediately.

 

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your information in compliance with applicable laws.

 

12. Third-Party Links and Services

The App may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these external parties. Please review their privacy policies before sharing information.

 

13. Push Notifications

  • The App sends push notifications for attendance reminders, leave updates, and announcements
  • You can manage notification preferences in the App settings or device settings
  • We collect device tokens to deliver push notifications

 

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be effective when posted in the App. We will notify you of significant changes through:

  • In-app notifications
  • Email notifications
  • App update notes

Your continued use of the App after changes constitutes acceptance of the updated policy.

 

15. Your Organization’s Role

Please note that VixHR is typically provided to you through your employer or organization. Your organization acts as the data controller and is responsible for:

  • Configuring features and permissions
  • Determining data retention policies
  • Managing user access and roles
  • Compliance with local employment and data protection laws

We act as a data processor, processing data on behalf of your organization. Please refer to your organization’s privacy policies for additional information.

 

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Microweb Global (Pvt) Ltd
 VixHR Support
 Email: [email protected]
 Website: www.microweb.global

For data protection inquiries specifically, you may contact:
 Data Protection Officer
 Email: [email protected]

 

17. Supervisory Authority

If you are in the European Economic Area, you have the right to lodge a complaint with your local data protection supervisory authority if you believe we have violated your privacy rights.

 

18. Additional Disclosures (by Region)

18.1 For California Residents (CCPA)

California residents have specific rights under the California Consumer Privacy Act:

  • Right to know what personal information is collected
  • Right to request deletion of personal information
  • Right to opt-out of sale of personal information (we do not sell personal information)
  • Right to non-discrimination for exercising privacy rights

18.2 For European Users (GDPR)

We process personal data under the following legal bases:

  • Contractual Necessity: To provide services under employment contract
  • Legal Obligation: To comply with legal and regulatory requirements
  • Legitimate Interest: For business operations, security, and improvement
  • Consent: For optional features like push notifications

18.3 For Other Jurisdictions

We comply with applicable data protection laws in your region. Additional rights or obligations may apply based on local regulations.

By using VixHR, you acknowledge that you have read, understood, and agree to this Privacy Policy.

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