Privacy policy

Who is responsible for your data

Your employer decides what is collected about you and what it is used for. They are the data fiduciary under India's Digital Personal Data Protection Act, 2023.

Interconnect Technologies runs the software on your employer's behalf and acts on their instructions. We do not sell your data, we do not use it to advertise to you, and we do not use it to train anything.

Because your employer decides, questions about why something is collected, or requests to correct or delete it, are best raised with your HR team first. We will help them, and you can also write to us at info@interconnect.in.

Location, and when the app records it

This is the part worth reading closely, because it is the only thing SmartX records when the app is not open.

Location is recorded only while a field duty is running. A field duty starts when you tap Start duty, and it does not start on its own. While it is running:

• A notification stays in your status bar for the whole duty, saying recording is on. It cannot be dismissed while recording.
• Recording continues when the app is in the background or closed, which is why the app asks for background location. Without it, your route would stop the moment you switched apps, and the day's travel would be wrong.
• Recording stops when you tap End duty, when you sign out, at your workspace's cut-off time in the evening, and at the maximum duty length your employer sets.

Outside a field duty, the app does not record your location. Most people using SmartX never start a field duty at all — it is for staff who travel as part of their work, and your employer decides who.

Along with each position we record its accuracy, speed and bearing, the phone's battery level, and whether the phone reported a simulated location. Your employer can see where you were during the duty, the distance travelled and the stops made.

If you are asked to start a field duty and do not want to be recorded, that is a conversation with your employer, not with us. Declining the permission stops the recording; it does not stop them asking.

What the app collects

Your employment record

Held because your employer runs their payroll and statutory filings on it: your name, date of birth, gender, work and personal email, mobile number, photograph, addresses, emergency contact, joining and exit dates, designation, department and location.

For pay and statutory returns

PAN, UAN, PF and ESI numbers, and bank account details for paying you. Bank account numbers are encrypted and are never shown again in full — only the last few digits, so somebody can check they have the right account without reading it.

Where an Aadhaar number is given, only the last four digits are stored. We do not keep the full number.

Attendance

Punches, with the time and the method used — a biometric terminal, the app, or a correction your manager approved. Where your employer has turned on photo capture, a selfie taken at the punch.

From the phone itself

• Camera — only when you take a punch selfie or a photograph of a visit. The app never opens the camera on its own.
• Notifications — to tell you a leave request needs approving, or that a payslip is ready. A token identifying this installation is sent to Google's Firebase Cloud Messaging so the message can reach your phone.
• Device details — make, model, Android version and app version, so support can tell what you are running and so recording problems specific to one make of phone can be explained.
• Restart — the app is told when the phone restarts, so a field duty you had running can resume. Nothing is recorded when there is no duty running.

Who can see it

• You — your own attendance, leave, payslips and field duty, in the app.
• Your manager and your HR team — what their role allows. A manager sees their own team; HR sees the people they administer.
• Interconnect Technologies — our staff reach customer data only to run the service or to fix something your employer has reported, and such access is logged.
• Nobody else, except where the law requires it — statutory filings your employer makes to the EPFO, ESIC or the Income Tax Department, which are their legal obligations as your employer.

Each company's data is separated in the database, and one company cannot read another's.

How long it is kept

• Where you were, point by point: 30 days by default.
• A compressed copy of a day's travel: 90 days by default.
• The summary of a duty — distance, hours, stops: 24 months by default.
• Attendance, payslips and statutory records: as long as Indian law requires your employer to keep them, which is typically eight years for payroll.

Your employer can shorten the location periods, and some do. They cannot extend them past the limits the software enforces.

Delete your data

To have your SmartX HRMS data deleted:

1. Ask your company's HR team to delete it, or email info@interconnect.in from your work email with the subject SmartX HRMS data deletion request.
2. Include your full name, your company's name and your employee ID, so the right record is found.
3. We confirm the request with your employer, because they hold the record, and reply to you by email once it is done.

What is deleted

Your location history and routes, punch selfies and visit photos, the device details and notification token from your phone, and your sign-in account.

What is kept, and for how long

Attendance, payslips and statutory records your employer must keep by law — typically eight years for payroll. They are deleted when that period ends.

Your rights

Under the Digital Personal Data Protection Act, 2023 you can ask to see what is held about you, to have it corrected, and in some cases to have it erased. Because your employer is the data fiduciary, send the request to them — they hold the record and the decision. We will act on what they tell us. For deletion, follow the steps above.

If your employer stops using SmartX, their data is returned to them or deleted on their instruction.

Keeping it safe

• Everything travels over HTTPS.
• Bank account numbers are encrypted in the database. Passwords are hashed and cannot be read back, by us or anyone else.
• On the phone, the app stores what it needs in encrypted storage, and the session it keeps you signed in with is held in the Android keystore.
• Data is held in India.

Children

SmartX is workplace software. It is not for anyone under 18 and we do not knowingly hold data about children.

Changes

If this policy changes in a way that affects what is collected or who can see it, the date at the top changes and the app tells you the next time you open it.

Contact