Privacy Policy

1. Introduction

ZAINOVA ("we", "our", or "us") is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our workforce management platform, including our web application, mobile applications, and related services (collectively, the "Service").

By accessing or using the Service, you consent to the data practices described in this policy. If you do not agree with the terms of this policy, please do not access the Service.

2. Information We Collect

2.1 Personal Information

We collect information that you provide directly to us, including:

• Full name, email address, and phone number
• Employee identification number and job title
• Department and organizational information
• Profile photographs
• Login credentials (passwords are encrypted and never stored in plain text)

2.2 Attendance & Location Data

When you use attendance features, we may collect:

• GPS coordinates at the time of check-in and check-out
• Timestamps of attendance actions
• Device information used for check-in

Location data is only collected at the moment of attendance actions and is not continuously tracked. You can control location permissions through your device settings.

2.3 Usage Data

We automatically collect certain information when you use the Service:

• Browser type and version
• Operating system
• Date and time of access
• IP address

2.4 Biometric Data

If you enable biometric authentication (Face ID, fingerprint), biometric data is processed entirely on your device. We do not receive, store, or have access to your biometric data. Only an authentication success/failure result is communicated to the Service.

3. How We Use Your Information

We use the collected information to:

• Provide, operate, and maintain the Service
• Process attendance records and verify check-in locations
• Manage and route HR requests and approvals
• Send notifications about request status changes and approvals
• Generate reports and analytics for authorized personnel
• Authenticate your identity and maintain account security
• Respond to support requests and communications
• Improve and develop new features
• Comply with legal obligations

4. Data Sharing & Disclosure

We do not sell your personal information. We may share your data with:

• Your Organization: Your employer/tenant administrator has access to your employment data, attendance records, and requests as part of their HR management functions.
• Service Providers: Third-party vendors who assist with hosting, email delivery, and push notifications, bound by confidentiality agreements.
• Legal Requirements: When required by law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with prior notice.

5. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Attendance records are retained according to your organization's configured retention policy. When an employee account is deactivated, personal data is anonymized or deleted within 90 days, unless retention is required by law.

6. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure password hashing using bcrypt
• Role-based access controls to limit data visibility
• Multi-tenant data isolation at the database level
• Regular security audits and vulnerability assessments
• Automated backups with geographic redundancy

7. Your Rights

Depending on your jurisdiction, you have the right to:

• Access your personal data
• Correct inaccurate or incomplete data
• Delete your personal data (right to be forgotten)
• Port your data to another service
• Restrict processing of your data
• Object to processing based on legitimate interests
• Withdraw consent where processing is based on consent

To exercise any of these rights, contact your organization's administrator or reach out to us at privacy@zainova.org.

8. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If we learn that we have collected data from a child under 18, we will delete that information promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: