Privacy Policy

1. Introduction

Welcome to our Privacy Policy. This policy explains how we collect, use, and protect your personal and professional information when you use our platform. By accessing our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect several types of information to provide and improve our human resource and project management services:

• Personal Identifiers: Name, professional email address, phone number, permanent address, date of birth, and gender.
• Professional & Employment Data: Employee code, designation, department, team assignment, shift details, salary information, and employment history.
• Sensitive Information: If provided for compliance or payroll reasons, we may store identifiers such as PAN or Aadhaar numbers, as well as blood group and marital status.
• Location Data: For attendance verification and geo-fencing (check-in/check-out), we collect and process your GPS coordinates (latitude and longitude) to ensure you are within the authorized work radius.
• Usage & Device Data: We may collect diagnostic data, including your IP address, device type, operating system, and system logs related to your interactions with the app.

3. How We Use Your Information

The collected data is used for the following internal business purposes:

• To manage employee attendance, shifts, and leave requests.
• To process payroll and maintain employment records.
• To facilitate project and task management within your organization.
• To provide real-time notifications and updates.
• To monitor and improve the performance and security of our services.
• To comply with regulatory and legal requirements.

4. Data Security

We implement industry-standard security measures to protect your data. However, no method of transmission over the Internet or electronic storage is 100% secure. We strive to protect your personal information but cannot guarantee absolute security.

5. Data Retention

We retain user data for as long as the account is active within the organization. After account deactivation or employee termination, data may be retained for a minimum period of 3 to 7 years to comply with legal, tax, payroll, and audit requirements.

After the retention period expires, data is either securely deleted or anonymized so that it can no longer be associated with an individual.

6. Account Termination & Deactivation

This platform functions as an integrated Human Resource Management (HRMS), Product Order, and Dispatch Management System. All activities performed within the platform—including employee operations, order processing, dispatch tracking, and task management—are part of official organizational records.

Due to the operational and legal importance of this data, users (employees) are not permitted to delete their accounts directly through the mobile application or web platform.

• Authorized Account Management: All account creation, modification, deactivation, or termination actions are strictly managed by authorized person such as HR, Administrators, or Management through a secure admin panel.
• Employee Lifecycle Management: When an employee leaves the organization or no longer requires access, their account is deactivated by the authorized person. This ensures that access is revoked while maintaining system integrity.
• Organizational Data Ownership: All data generated by employees—including attendance, tasks, project contributions, orders, dispatch records, and related operational data—remains the property of the organization. This data is retained for business continuity, auditing, compliance, and legal purposes.
• No Self-Deletion: To prevent loss of critical business data and maintain accurate operational records, self-service account deletion is not available to users.
• Requests & Support: If a user has concerns regarding their account, they must contact their organization's authorized personnel or administrator for appropriate action.

Data retention and account handling are governed by organizational policies, employment agreements, and applicable laws.

7. Data Deletion Policy

Users do not have direct access to delete their accounts as this platform is used for organizational operations including HR, order, and dispatch management.

Deletion Requests:
Users can request deletion of their personal data by contacting their organization’s administrator or by reaching out to us directly at:

📧 Email: support@trackhead.in

Request Process:

• Submit a deletion request via email or through the organization’s administrator
• Include your registered email address or employee ID for verification

Processing Time:
We process verified deletion requests within 7–30 business days, subject to legal and operational requirements.

Admin-Controlled Deletion:
Upon receiving a valid request, the authorized administrator may initiate deletion or anonymization of user data.

Partial Retention:
Certain data such as payroll records, financial transactions, and legal documents may be retained as required under applicable laws even after a deletion request.

Data will be securely deleted or anonymized once it is no longer required.