Privacy Policy — HRDeeds

Who We Are

HRDeeds ("we", "us", or "our") is an HR management platform operated by WildGenesis. We provide enterprise software for managing attendance, leave, payroll, reimbursements, and employee records. Our services are accessible via our website at hrdeeds.com and our mobile application ("HRDeeds App") available on the Google Play Store.

For questions about this policy, contact us at support@hrdeeds.com.

Data We Collect

We collect only the data required to provide HR management services. The data falls into three categories:

👤

Account & Identity Data

–Name, employee ID, email address, and phone number
–Department, designation, and reporting structure
–Profile photo (uploaded voluntarily by the employee or administrator)

📍

Location Data (Mobile App)

–Your precise GPS location — collected only at the moment you mark attendance check-in
–Location is compared against your assigned work site coordinates to verify attendance
–We do not track your location continuously or in the background

📷

Camera / Photo Data (Mobile App)

–Photos taken to update your profile picture
–Photos of receipts or documents for reimbursement claims
–We do not access your device's photo gallery; only photos you actively take are used

🔒

Biometric Data (Mobile App)

–Fingerprint or Face ID — used solely for secure app login on your personal device
–We do not store raw biometric data on our servers; authentication is handled by your device's secure enclave via Android BiometricPrompt

💼

HR & Payroll Data

–Attendance records, leave requests and approvals, payroll details
–Reimbursement claims and uploaded supporting documents
–Notifications settings and app preferences

How We Use Your Data

We use collected data strictly for the purpose of delivering HR management services:

✓Verifying employee identity and authenticating access to the platform
✓Recording and managing attendance, including location-based check-in verification
✓Processing leave requests, payroll, and reimbursement claims
✓Sending push notifications for approvals, payslips, and policy updates
✓Generating reports and analytics for your organisation's HR administrators
✓Maintaining audit logs required for compliance and dispute resolution

Data Storage & Security

All data is stored on our own servers hosted at hrdeeds.com. We do not use third-party cloud storage providers to store your personal HR data. Data in transit is encrypted using HTTPS/TLS. Access to your organisation's data is restricted to authenticated users within your organisation and authorised HRDeeds administrators.

Authentication tokens are stored securely on your device using platform-provided secure storage (Android Keystore / iOS Keychain). We regularly update our software to address security vulnerabilities.

Data Sharing

🚫 We do not sell your personal data. We do not share your data with advertisers, data brokers, or any third party for commercial purposes.

Data is shared only in the following limited circumstances:

•Within your organisation: HR administrators and authorised managers can view the data of employees within their reporting structure.
•Email delivery: We use SMTP to send payslips and notifications. Email content may transit through your configured email provider.
•Legal requirements: If required by law or valid legal process, we may disclose data to competent authorities.

Permissions Used by the Mobile App

Permission	Why We Need It
Camera	Taking profile photos and capturing receipt images for reimbursements
Location (When in Use)	Verifying your GPS location at the moment of attendance check-in
Biometrics / Fingerprint	Authenticating you securely when opening the app (optional, user-controlled)
Notifications	Sending alerts for leave approvals, payslips, and HR announcements
Vibrate	Providing haptic feedback for notifications

Data Retention

We retain employee HR records for the duration of their employment plus a period required for compliance with applicable labour laws. Upon termination of your organisation's subscription, we will delete or anonymise personal data within 90 days, unless a longer retention period is required by law.

Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

•Access: Request a copy of the personal data we hold about you
•Correction: Request correction of inaccurate personal data
•Deletion: Request deletion of your personal data, subject to legal retention requirements
•Portability: Request your data in a machine-readable format
•Objection: Object to certain processing activities

To exercise any of these rights, contact your HR administrator or email us at support@hrdeeds.com.

Account Deletion

Because HRDeeds is an enterprise application, your account and associated personal data are managed by your employer.

To request account deletion or the removal of your personal data:

Contact your organisation's HR Administrator directly.
Your HR Administrator has the tools to deactivate your account, revoke your access, and delete or anonymise your personal information in accordance with your organisation's data policies and local labour laws.

If you are unable to reach your HR Administrator, you may contact us at support@hrdeeds.com, and we will route your request to the appropriate personnel within your organisation.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page and notify administrators via the platform. Continued use of HRDeeds after changes are posted constitutes acceptance of the revised policy.

Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us:

HRDeeds — WildGenesis

support@hrdeeds.com

https://hrdeeds.com