Privacy Policy & Location Tracking Disclosure

1. Who We Are

TrueHRIS is an enterprise HRMS, payroll, and workforce management platform developed and operated by VLS Technology, a company registered in India. When we refer to "TrueHRIS," "we," "us," or "our" in this policy, we mean VLS Technology and the TrueHRIS platform.

If you have any questions about this policy or your data rights, contact us at: support@truehris.com or info@truehris.com.

2. Location Tracking and Attendance Policy

This section explicitly outlines our collection, handling, and use of location data within the TrueHRIS mobile application, in compliance with applicable data protection laws and mobile application store policies.

2.1 Collection of Location Data

The TrueHRIS mobile application collects location data, including GPS coordinates (latitude and longitude), to support employee attendance, worksite verification, and location-based workforce management.

2.2 When Location Tracking Starts and Stops

After Punch-In: Location tracking starts after an employee successfully punches in for attendance.
During Working Hours: The application may collect and update the employee's location periodically while tracking is active to record work-related movements and verify attendance or allocated worksite compliance.
After Punch-Out: Location tracking stops after the employee successfully punches out, and the application stops collecting location data for that active tracking session.
Failed Punch-In or Punch-Out: If an attendance action fails, tracking behavior will follow the application's attendance and tracking status. Employees should verify that their attendance action and tracking status have been updated successfully.

2.3 Foreground, Background, and Closed-App Tracking

When location tracking is active, TrueHRIS may access location data in the following situations, subject to device permissions and operating-system restrictions:

Foreground Tracking: When the application is open and being actively used on screen.
Background Tracking: When the application is minimized or running in the background while the employee is working.
App Closed or Kill Mode: When the application is closed or removed from the recent-apps screen, location tracking may continue through an authorized background or foreground service, where supported by the device and operating system, until tracking is stopped by punch-out or the service is terminated.

            Important Policy Note: Background and closed-app tracking are used strictly for authorized work-related attendance and location-monitoring purposes while tracking is active. Tracking is subject to the permissions granted by the employee and the applicable device and operating-system restrictions. Location data is never used for advertising, behavioral profiling, or commercial resale.
        

2.4 Purpose of Location Data

Location data collected by TrueHRIS is used strictly to:

Verify employee attendance and punch-in / punch-out locations.
Confirm whether employees are physically within their allocated worksite, office geofence, or assigned client location.
Support authorized work-related field location tracking, travel reimbursement calculations, and route verification during duty hours.
Maintain tamper-evident attendance records and provide location information to authorized employers or administrators.

2.5 Storage, Sharing, and Retention

Location data may be transmitted to and stored on TrueHRIS servers associated with the employee's organization. Access is restricted to authorized personnel for legitimate attendance, workforce-management, and operational purposes.

Location data is retained according to the organization's retention policy and applicable legal requirements. TrueHRIS does not use location data for purposes unrelated to the disclosed functionality without appropriate notice and, where required, consent.

2.6 Employee Control and Permissions

Employees must grant the relevant device permissions for location tracking to function. If location permission is denied, disabled, or restricted, certain attendance and tracking features may not work correctly.

Employees should stop tracking by completing the required punch-out process. The application is designed to stop active location tracking after a successful punch-out. Employees may also manage location permissions through their device operating system settings, although disabling permissions may affect attendance functionality.

2.7 Contact Information for Location Privacy

For questions about location collection, use, retention, or privacy, employees may contact their organization's administrator or the TrueHRIS support team at support@truehris.com.

3. Other Mobile App Permissions

In addition to location, the TrueHRIS mobile application may request the following permissions to enable specific HRMS features:

Camera Selfie Attendance & Expense Receipts: Used to capture real-time facial verification photos when marking attendance (facial recognition punch) and to photograph physical bills, receipts, or medical certificates for reimbursement claims.
Storage / Files Salary Slips & Document Downloads: Used to download and save monthly salary slips (PDF), tax computation sheets, Form 16, and upload employee onboarding or leave documents.
Device State Single-Device Security Binding: Used to identify device model and unique device identifiers to prevent buddy punching and secure employee account sessions against unauthorized device switching.

4. General Information We Collect

4.1 Information Provided by You or Your Employer

Account registration information (name, official email address, mobile number, company name).
Employee profile data entered by the employer (designation, salary structure, attendance records, leave history, bank details for payroll disbursement).
Support tickets, communications, and customer service requests.

4.2 Information Collected Automatically

Application usage analytics, session timestamps, and crash logs.
Device information (hardware model, operating system version, network type, IP address).

            🔒 Biometric Safety: When fingerprint or face unlock is used to unlock the mobile app, authentication is handled natively by the operating system (Android BiometricPrompt). Raw biometric templates never leave your device and are never transmitted to TrueHRIS servers.
        

5. Data Security & Storage

All TrueHRIS customer data, including location records and payroll information, is hosted on secure cloud infrastructure located within the Republic of India. We implement enterprise-grade security protocols, including AES-256 encryption at rest and TLS 1.3 encryption in transit.

6. Data Deletion & Account Rights

In compliance with data protection laws and mobile application store requirements, users have the following rights:

Account & Data Deletion Request: Employees may request the deletion of their personal, attendance, or location records by submitting a request to their employer's HR administrator or by contacting our Data Protection & Support Team at support@truehris.com (copying info@truehris.com) with the subject line "Account / Data Deletion Request". Upon verification, the requested records will be purged in accordance with employer data retention policies and statutory Indian legal requirements.
Permission Revocation: You may modify or revoke device permissions (Location, Camera, Storage) at any time via your device's settings (Settings > Apps > TrueHRIS > Permissions).

7. Contact Information

For any inquiries regarding this Privacy Policy, location tracking practices, or data protection, please reach out to:

VLS Technology (TrueHRIS Support & Data Desk)
Customer Support: support@truehris.com
General Inquiries: info@truehris.com
Official Website: https://truehris.com