Saral Kiosk — Privacy Policy

Who this policy is for

Saral Kiosk is an attendance terminal used by businesses. A device running the app is mounted at a workplace entrance, recognises an employee's face and records their clock-in or clock-out time.

There are two different people this policy concerns:

• Employees whose faces are recognised by a kiosk at their workplace. You do not have an account with us and you never sign in to the app.
• Administrators — the business owner or HR manager who sets up the kiosk and signs in to manage it.

Your employer decides whether to use face recognition for attendance, which employees are enrolled, and how long records are kept. We process this information on your employer's instructions, as their service provider. Your employer is responsible for informing you about the use of face recognition at your workplace and for obtaining your consent where the law requires it.

What we collect

From employees, at the kiosk:

• Photographs of your face. A few photographs are taken once, when an administrator enrols you. One photograph is taken each time you clock in or clock out, and is kept as a record of that attendance event.
• A face template — a mathematical representation generated from your enrolment photographs, used only to recognise you. It is not an image.
• Attendance records — the date and time of each clock-in and clock-out, which kiosk was used, and the result of the face match.

From administrators, when signing in:

• Email address and sign-in information.

What we do not collect:

• Location data. The app does not request location access.
• Usage analytics, advertising or crash-reporting data. The app contains no analytics, advertising or crash-reporting services.

How we use it

We use this information only to provide attendance for your employer:

• to recognise you at the kiosk and record your clock-in and clock-out time;
• to let your employer review attendance, including the photograph for each entry;
• to keep the service secure and working.

We do not sell, rent or trade your information. We do not use it for advertising, and we do not use your photographs or face data for any purpose other than recording attendance.

Where it is stored and who processes it

Photographs are sent from the kiosk to our servers over an encrypted connection. Photographs and face data are stored on secure cloud servers in India. Each business's face data is kept separate and is never compared against another business's employees.

The kiosk device itself does not store photographs, face data or employee information. It keeps only the settings it needs to connect to your employer's account.

We use a small number of trusted service providers to run Saral Kiosk, for cloud hosting and storage, face matching, our database and administrator sign-in. They process information on our behalf to provide the service. Some of these providers, such as the one used for administrator sign-in, may process information outside India.

We do not share your information with anyone else, unless the law requires it.

How long we keep it

• Enrolment photographs and face templates are kept for as long as you are enrolled for face attendance. If your employer removes you from face attendance, they are deleted.
• Attendance photographs and attendance records are kept for as long as your employer keeps your employee record. Employers often need to retain attendance records to meet payroll and employment law obligations.
• Short-lived copies made while a photograph is being saved are deleted automatically. If a photograph cannot be saved to our storage provider, a temporary copy may remain in our database for up to 90 days before it is automatically removed.

When your employer deletes your employee record, your face template, your enrolment photographs and your stored attendance photographs are deleted.

How we protect it

• Information sent between the kiosk and our servers is encrypted.
• Each kiosk is linked to one business and can only access that business's data.
• Photographs are never publicly accessible. Only authorised people at your employer can view them.
• Administrator functions are protected by sign-in and a PIN.

Your rights, and how to use them

You can ask for access to your information, correction of it, or its deletion.

Please contact your employer first. They control your employee record and can delete your face data directly from their dashboard. This is normally the fastest route, and because your attendance records may be needed for payroll, your employer may have obligations that affect what can be removed.

If you cannot reach your employer, or you want to raise something with us directly, email us at founders@getsaral.app. We will respond and will work with your employer to action your request.

How to request deletion of your data

To delete an administrator account, or an entire business's data including all stored photographs and face templates:

1. Email founders@getsaral.app from any email address.
2. Put "Data deletion request" in the subject line.
3. Include the business name and the email address the account was registered with.
4. We will confirm within 7 days and complete the deletion within 30 days.

You do not need the app installed to make this request.

Employees: to delete one employee's face data, your employer can remove it from your record in the SaralHR dashboard. If you cannot reach your employer, you can email us using the steps above.

Children

Saral Kiosk is a workplace tool and is not directed at or intended for use by children.

Changes to this policy

If we change this policy we will update the date at the top of this page. Where the change is significant we will notify the businesses using Saral Kiosk.

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