Privacy Policy

1. Overview

Ashida Electronics ("we," "us," or "our") operates the Ashida ESS mobile application (the "App"). This Privacy Policy describes how we collect, use, store, and protect information when employees use our Employee Self Service portal.

App Purpose: Ashida ESS is an internal employee management application that enables our employees to mark attendance, submit leave and outdoor duty applications, view salary slips, access personal employment information, and perform other HR-related tasks.

User Base: This app is exclusively for employees of Ashida Electronics and is not intended for public use.

2. Information We Collect

We collect the following types of data to operate the App and provide employee services:

2.1 Personal Data

2.2 Location Data

• GPS Coordinates: Precise location (latitude/longitude) collected during check-in and check-out
• Purpose: Verify employee presence at authorized work locations for attendance accuracy
• Collection Frequency: Only when employees mark attendance
• Permission Required: Yes - GPS/Location permission requested at runtime

2.3 Device Information

• Device Identifiers: Unique device ID, Device brand, Model number
• Technical Data: OS version, App version, Device hardware specifications
• Purpose: Enforce single-device login policy and prevent unauthorized account access

2.4 Usage and Activity Data

• Attendance Records: Check-in/check-out timestamps and locations
• Leave Applications: Leave requests, types, dates, approval status
• Outdoor Duty Records: Field work applications and approvals
• App Interactions: Features accessed, session duration, error logs

3. How We Use Information

The collected data is used strictly for employment and operational purposes:

3.1 Primary Uses

• Attendance Management: Record and verify employee attendance with location validation
• Leave Management: Process and track leave applications and approvals
• Payroll Services: Display salary slips and payment information
• Profile Management: Provide access to personal employment details
• Security: Authenticate users, prevent unauthorized access, enforce single-device login

3.2 Secondary Uses

• ERP Synchronization: Sync employee data with internal Enterprise Resource Planning system
• Performance Optimization: Improve app functionality and user experience
• Technical Support: Diagnose issues and provide assistance
• Compliance: Meet legal and regulatory requirements

4. Data Sharing and Disclosure

4.1 Internal Sharing

• ERP System: All data is synchronized with our internal ERP system for HR, payroll, and administrative functions
• Authorized Personnel: Access limited to HR department, direct managers, IT administrators, and payroll staff on a need-to-know basis
• Purpose: Legitimate business operations and employee service delivery

4.2 No Third-Party Sharing

We do not share employee data with external third parties, advertisers, or other organizations except as described below:

4.3 Legal Requirements

We may disclose information when required by law, including:

• Compliance with court orders, subpoenas, or legal processes
• Response to government or regulatory authority requests
• Protection of company rights, property, or safety
• Investigation of policy violations or illegal activities

4.4 Service Providers (if applicable)

We may use trusted service providers for:

• Cloud hosting infrastructure
• Location/mapping services (Google Maps API)
• Analytics and performance monitoring

All service providers are contractually bound to protect data and use it only for specified purposes.

5. Data Security

We implement industry-standard security measures to protect employee information:

5.1 Technical Security

• Encryption in Transit: All data transmissions use SSL/TLS encryption protocols
• Encryption at Rest: Sensitive data stored in encrypted databases
• Secure Authentication: Password hashing, secure session tokens
• Device Binding: Single-device login enforcement to prevent account sharing
• Access Controls: Role-based access restrictions

5.2 Organizational Security

• Regular security audits and vulnerability assessments
• Employee training on data protection
• Incident response procedures for security breaches
• Restricted access to personal data on need-to-know basis

5.3 Infrastructure Security

• Secure data centers with physical access controls
• Regular backups and disaster recovery systems
• Firewall protection and intrusion detection

Note: While we implement robust security measures, no system is 100% secure. We continuously work to protect your information using commercially reasonable means.

6. Data Retention

We retain employee data according to the following policies:

6.1 Active Employment

• All employee data is retained throughout the duration of employment
• Attendance records maintained for current and historical reference
• Leave and application records preserved for compliance

6.2 Post-Employment

• Data retained as required by Indian labor laws (typically 3-7 years)
• Payroll and tax records maintained per statutory requirements
• Attendance and leave records preserved for audit purposes

6.3 Data Deletion

• Data securely deleted after retention period expires
• Employees may request data deletion subject to legal requirements
• Anonymization applied where complete deletion is not possible

7. Employee Rights

As an employee using this app, you have the following rights:

7.1 Access Rights

• View your personal information, attendance records, leave history, and salary slips within the app
• Request a copy of all data we hold about you

7.2 Correction Rights

• Request correction of inaccurate or incomplete personal information
• Update certain details directly through the app interface
• Contact HR for corrections requiring administrative access

7.3 Deletion Rights

• Request deletion of your personal data subject to legal retention requirements
• Certain employment records must be retained per labor laws

7.4 Location Control

• Manage location permissions through device settings
• Location collected only during attendance marking
• Note: Disabling location will prevent attendance functionality

7.5 How to Exercise Rights

Contact HR department or use the contact information provided below. We will respond within 30 days.

8. Permissions Required

The app requires the following Android/iOS permissions:

Permissions are requested at runtime and can be managed through device settings.

9. Third-Party Services

The app may integrate with the following third-party services:

9.1 Google Maps API

• Purpose: Location services and map display for attendance verification
• Data Shared: Location coordinates
• Privacy Policy: Google Privacy Policy

9.2 Cloud Infrastructure

• Purpose: Secure hosting and data storage
• Data Shared: All app data as described in this policy
• Security: Providers comply with industry-standard security practices

9.3 No Analytics or Advertising

We do NOT use:

• Google Analytics or similar analytics platforms
• Advertising SDKs or ad networks
• Social media tracking pixels
• Third-party marketing tools

10. Cookies and Tracking

The app uses minimal tracking technologies:

10.1 Session Management

• Session Tokens: Maintain user login sessions
• Authentication Cookies: Secure user authentication
• Device Identifiers: Enforce single-device policy

10.2 Purpose

• Maintain secure login sessions
• Remember user preferences
• Prevent unauthorized access

10.3 No Marketing Cookies

We do not use cookies for advertising, tracking across apps, or marketing purposes.

11. Children's Privacy

The Ashida ESS app is designed exclusively for employees aged 18 years or older. We do not knowingly collect information from individuals under 18. If we discover that a minor's data has been collected, we will promptly delete it.

12. Changes to Privacy Policy

We may update this Privacy Policy to reflect changes in practices or legal requirements.

12.1 Notification

• Material changes will be notified through the app or via email
• "Last Updated" date will be revised at the top of this document
• Significant changes may require acknowledgment before continued use

12.2 Review

We encourage employees to review this policy periodically. Continued use of the app after changes constitutes acceptance of the updated policy.

13. Legal Compliance

This Privacy Policy complies with:

• Information Technology Act, 2000
• Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011
• Google Play Store Developer Policies
• Apple App Store Guidelines (if applicable)
• Indian labor laws and employment regulations

14. Consent

By installing and using the Ashida ESS app, you consent to:

• Collection of location data during attendance marking
• Collection and storage of device information for security
• Synchronization of employment data with internal ERP system
• Processing of personal information as described in this policy

Note: Use of this app may be required as part of employment terms with Ashida Electronics.

Ashida ESS - Employee Self Service Portal
© 2025 Ashida Electronics. All rights reserved.
This Privacy Policy is effective as of December 08, 2025