Privacy Policy

Smart-In ("we", "us", or "our") provides a workforce attendance solution consisting of a mobile application used by staff and a web administration portal used by employers. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and the choices you have. By using the Smart-In app, you agree to the practices described in this policy.

We collect GPS location data only when the user marks attendance, to verify their presence at the site. Your device's location is captured at the moment you clock in or clock out and is compared against your assigned site's geofence to confirm you are physically present.

We do not track your location in the background or at any other time. Location is not collected when the app is closed or when you are not actively marking attendance.

We collect camera / selfie images for the sole purpose of identity verification via AI face-matching. When you mark attendance, the app captures a selfie that is compared against your enrolled reference photo to confirm your identity and prevent buddy-punching.

These images are used only for verification. We do not use your images for advertising, profiling, or any purpose unrelated to attendance identity verification.

This section describes how Smart-In collects, uses, protects, retains, and deletes biometric information (facial data) in connection with attendance authentication. It supplements the sections above and, to the extent of any conflict regarding facial data, controls.

Collection. To verify user identity for attendance, the Smart-In application collects a "Master Photo" (a selfie enrolled by the user) together with the live selfie images captured at each clock-in and clock-out. The Master Photo serves as the enrolled reference used by our AI face-matching engine to confirm that the person marking attendance is the authorized employee.

Usage. Facial data is used exclusively for workforce authentication — that is, to verify a user's identity when recording attendance. This data is never used for marketing, advertising, behavioral profiling, or tracking of any kind.

Third Parties. Your facial data is never shared, sold, rented, or otherwise disclosed to any third parties. It is processed solely to provide the authentication feature and is accessible only to your authorized employer administrators through the Smart-In portal, except where disclosure is strictly required by applicable law.

Storage. All facial data is stored in secure, encrypted cloud environments. Structured records are held in MongoDB and image assets are held in Tigris object storage, with encryption in transit and at rest and strict role-based access controls.

Retention & Deletion. Facial data is retained only for as long as the user's account remains active. Users may delete their facial data at any time using the "Delete Account" button in the application. Upon a deletion request, all associated facial data will be permanently purged within 30 days of the request.

• Verify your presence at the assigned work site when marking attendance.
• Confirm your identity through AI face-matching against your reference photo.
• Record attendance events (clock-in/out, status, time) for your employer's records.
• Send you notifications about your own attendance activity (e.g., clock-in confirmations, late alerts).

We do not sell your data to third parties. Your attendance data, location and images are accessible only to your authorized employer administrators through the Smart-In portal. We may share data with service providers strictly to operate the service (for example, secure cloud hosting and the AI face-matching engine), and only to the extent necessary to provide the service. We may also disclose information where required by law.

Data is stored securely on our encrypted servers. We apply administrative, technical, and organizational safeguards — including encryption in transit and at rest, access controls, and role-based permissions — to protect your information against unauthorized access, disclosure, or loss.

We retain attendance records, location and verification images for as long as necessary to provide the service to your employer and to comply with legal obligations. When data is no longer required, it is deleted or anonymized.

Depending on your jurisdiction, you may have the right to access, correct, or request deletion of your personal data. Because your employer controls your attendance records, please direct such requests to your employer's administrator, or contact us and we will assist in coordinating your request.

Smart-In is intended for use by employees in a workplace setting and is not directed to children. We do not knowingly collect personal information from children under 13.

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above. Continued use of the app after changes take effect constitutes acceptance of the revised policy.

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