VIS - HRMS

 

Privacy Policy

VIS HRMS
Effective date: July 16, 2026
Last updated: July 16, 2026

This Privacy Policy describes how VIS PVT LTD (“Company”, “we”, “us”, or “our”) collects, uses, stores, and shares information when you use the VIS HRMS mobile application (Android package: com.equinovate.vis.hrms) and related services (the “App”).

The App is an employee Human Resource Management System used for attendance, leave, expenses, payroll-related information, and other workplace processes. By using the App, you agree to the practices described in this policy.

1. Who this policy applies to

This policy applies to employees, managers, HR staff, and administrators who are authorized by their employer to use VIS HRMS. Access is provided through employer-issued credentials (employee code or email and password).

2. Information we collect

Depending on your role and how you use the App, we may collect and process the following categories of information.

2.1 Account and authentication data

• Employee code or email address
• Password (transmitted securely; stored in hashed form by our servers)
• Authentication tokens used to keep you signed in
• Device registration and approval status for workplace device binding

2.2 Personal and employment information

• Name, employee number, email, mobile number
• Date of birth, gender, marital status, anniversary, blood group
• Residential address (city, state, pincode)
• Emergency contact details
• Company, plant, department, designation, and role information
• Profile photograph

2.3 Government identifiers and KYC documents

• Aadhaar number and related document images (where provided by HR processes)
• PAN number and related document images
• UAN (where applicable)

These are sensitive personal data used only for employment, compliance, and payroll/KYC purposes authorized by your employer.

2.4 Financial and payroll information

• Bank account name, account number, IFSC, and branch
• Salary / CTC components and salary slips
• Paid days and related payroll calculations
• Expense claims, advances, loans, and supporting bill/receipt images

2.5 Attendance, location, and camera data

• Precise location (GPS) when you punch in or punch out, to record attendance location
• Camera / selfie photos taken during punch-in and punch-out for attendance verification
• Facial image comparison against your profile photo for attendance verification (face-match similarity), where enabled by your employer
• Photos and files you upload (documents, expense bills, policy files, etc.)

2.6 Device and technical information

• Hashed device identifier derived from device attributes
• Device name, platform (Android/iOS), OS version
• App version and build number
• Push notification token (Firebase Cloud Messaging)
• Network connectivity status as needed for App operation

2.7 Workplace activity data

• Attendance records, leave requests, on-duty and shift-change requests
• Approvals and workflow actions
• Visitor, vehicle, event, and related operational records (role-based)
• In-app notifications and related content

3. Permissions the App may request

On Android, the App may request the following permissions:

• Camera — attendance selfies and document capture
• Location (precise) — punch-in / punch-out location
• Photos / media / storage — select or save images and documents
• Internet / network — communicate with our servers
• Notifications — workplace alerts and updates

You can deny or revoke permissions in your device settings. Some features (such as GPS-based punching or selfie attendance) will not work without the related permission.

4. How we use your information

We use the information described above to:

• Authenticate users and manage authorized devices
• Record and verify attendance (including location and selfie verification)
• Process leave, on-duty, shift, expense, advance, and loan workflows
• Support payroll, salary slips, and employment records
• Maintain employee master data and KYC documents as required by HR
• Send push notifications about workplace updates and requests
• Provide HR, manager, and admin tools (org structure, reports, policies)
• Secure the App, prevent misuse, and troubleshoot technical issues
• Comply with legal and employer policy obligations

We do not use your personal information for advertising, and the App does not display third-party ads.

5. How we share information

We may share information only as needed for App operation:

• Your employer / authorized HR users — within role-based access for HRMS functions
• Service providers — such as cloud hosting and Google Firebase Cloud Messaging for push notifications
• Legal / compliance — when required by law, regulation, or valid legal process

We do not sell your personal information. We do not share data with advertising networks.

6. Data storage and security

• Data is transmitted to our backend servers over encrypted connections (HTTPS) where supported.
• Session tokens and limited cached data may be stored locally on your device to keep you signed in and improve App performance.
• We apply reasonable technical and organizational measures to protect personal data. No method of transmission or storage is 100% secure.

7. Data retention

We retain personal and employment-related data for as long as needed to provide HRMS services to your employer, meet statutory retention requirements (for example payroll and employment records), resolve disputes, and enforce our agreements. When you leave employment or your account is deactivated, retention and deletion follow your employer’s HR and legal policies.

8. Children’s privacy

The App is intended for authorized adult employees and workplace users. It is not directed to children under 13 (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children.

9. Your rights and choices

Depending on applicable law and your employer’s policies, you may:

• Access or update certain profile information through the App or via HR
• Request correction of inaccurate personal data
• Request deletion or restriction, subject to legal and employment obligations
• Control device permissions (camera, location, notifications, storage)
• Sign out and request device deregistration through your administrator

For employment-related data requests, contact your HR department or the contact details below. We may need to coordinate with your employer as the data controller for workplace records.

10. Third-party services

The App uses the following third-party services that may process limited technical data:

• Google Firebase Cloud Messaging — to deliver push notifications. See Firebase Privacy and Google Privacy Policy.

The App does not use third-party advertising SDKs or analytics advertising identifiers for marketing purposes.

11. International processing

Your information may be processed on servers operated by or on behalf of VIS PVT LTD and its service providers. Where data is transferred, we take steps consistent with applicable law to protect it.

12. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the App after an update means you acknowledge the revised policy. Material changes may also be communicated through the App or your employer.

13. Contact us

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

VIS PVT LTD
App: VIS HRMS
Email: privacy@vis.com

Google Play requires a working contact email and a publicly accessible Privacy Policy URL. Replace the email above with your official address before submitting the store listing.

14. Google Play Data Safety summary

For transparency with Google Play users, the App may collect:

• Personal info (name, email, phone, address)
• Photos (profile, attendance selfies, document uploads)
• Location (precise, for attendance punch)
• Financial info (bank details, salary/expense-related data)
• Government IDs / KYC documents (Aadhaar, PAN, UAN where applicable)
• Device or other IDs (hashed device ID, FCM token)
• App activity related to HRMS workflows

Data is collected to provide App functionality, is shared with your employer and necessary service providers, is not sold, and is not used for advertising. Face images used for attendance verification are processed for that workplace purpose only.