Privacy Policy

1. Introduction

Welcome to Field Force HRMS ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our field force management and human resource management system mobile application and web platform (the "Service").

By using our Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Personal Information

• Employee Details: Name, employee ID, contact information, job title, department
• Authentication Data: Username, password, biometric data (if enabled)
• Profile Information: Profile photo, emergency contacts, personal details

2.2 Location Information

• Real-time Location: GPS coordinates during work hours for field tracking
• Background Location: Continuous location tracking when app is not actively in use
• Visit Locations: Check-in/check-out locations at customer sites
• Route Information: Travel paths and mileage for expense and optimization purposes

2.3 Work-Related Data

• Attendance Records: Clock-in/out times, break durations, overtime hours
• Task Information: Assigned tasks, completion status, work reports
• Customer Data: Client visit records, meeting notes, service reports
• Documents and Files: Work-related photos, documents, signatures, forms

2.4 Sales and Performance Data

• Sales Targets: Individual and team sales goals, quotas, and objectives
• Sales Performance: Sales activities, lead generation, conversion rates, deal pipeline
• Sales Achievements: Completed sales, revenue generated, targets met/exceeded
• Commission Data: Sales commissions, incentives, and performance bonuses
• Customer Interactions: Sales calls, meetings, presentations, follow-ups
• Product Information: Products sold, pricing, discounts applied

2.5 Payroll and Financial Data

• Salary Information: Base salary, hourly rates, pay grades
• Payroll Records: Gross pay, deductions, net pay, pay periods
• Tax Information: Tax withholdings, tax forms, exemptions
• Benefits Data: Health insurance, retirement contributions, leave balances
• Expense Claims: Business expenses, mileage, reimbursements
• Bank Details: Account information for direct deposit (encrypted)

2.6 Device Information

• Device Details: Device model, operating system, unique device identifiers
• App Usage: Features used, time spent in app, crash reports
• Network Information: IP address, network type, connectivity status

3. How We Use Your Information

3.1 Primary Business Purposes

• Workforce Management: Track field employee locations and activities
• Attendance Tracking: Monitor work hours and calculate payroll
• Safety and Security: Ensure employee safety during field operations
• Performance Management: Evaluate work efficiency and productivity
• Customer Service: Provide accurate ETAs and service updates
• Sales Management: Track sales targets, monitor performance, and calculate commissions
• Payroll Processing: Calculate wages, deductions, and process payments

3.2 Sales and Performance Purposes

• Setting and tracking individual and team sales targets
• Monitoring sales performance and achievement metrics
• Calculating sales commissions and performance bonuses
• Analyzing sales trends and customer interactions
• Generating sales reports and analytics
• Managing sales pipeline and lead conversion
• Providing performance feedback and coaching

3.3 Payroll and Financial Purposes

• Processing regular payroll and salary payments
• Calculating overtime, bonuses, and incentives
• Managing tax withholdings and deductions
• Processing expense reimbursements
• Maintaining payroll records for compliance
• Generating tax documents and reports
• Managing benefits enrollment and contributions

3.4 Operational Purposes

• Route optimization and travel planning
• Expense management and mileage calculation
• Report generation and analytics
• Compliance with labor laws and regulations
• System maintenance and technical support

4. Location Tracking Details

Background Location Access

We access your location in the background because field workers cannot keep the app open while performing their jobs. This ensures continuous tracking throughout the work shift for safety and operational purposes.

Location Data Retention

Location data is retained for 365 days for operational purposes and may be retained longer for compliance requirements.

5. File and Storage Access

Our app requires access to device storage to:

• Allow employees to upload work-related documents and photos
• Access files from various folders (Downloads, Documents, etc.)
• Attach proof of work, contracts, or reference materials to reports
• Store offline data for areas with poor connectivity

Note: We only access files that you explicitly select for upload. We do not scan or access personal files without your consent.

6. Information Sharing and Disclosure

6.1 Within Your Organization

• Supervisors and managers for workforce management
• HR department for attendance and payroll processing
• Sales managers for performance tracking and target setting
• Finance team for payroll, commission, and expense processing
• IT administrators for system maintenance

6.2 Third-Party Service Providers

• Cloud hosting providers for data storage
• Payroll service providers for salary processing
• Banking institutions for direct deposit services
• Tax preparation services for compliance
• Analytics services for system improvement
• CRM and sales platforms for customer management
• Mapping services for location and routing features

6.3 Legal Requirements

We may disclose your information if required by law, court order, or government regulation.

7. Data Security

We implement appropriate technical and organizational security measures to protect your information:

• Encryption: Data is encrypted in transit and at rest
• Access Controls: Role-based access with authentication
• Regular Backups: Secure backup procedures for data recovery
• Security Monitoring: Continuous monitoring for security threats
• Regular Updates: Security patches and system updates

7.1 Financial Data Protection

We take extra precautions with sensitive financial information:

• Payroll Data: Bank account details and salary information are encrypted with industry-standard protocols
• Sales Commissions: Commission calculations and payment data are secured with restricted access
• Tax Information: Tax documents and withholding data are stored in compliance with financial regulations
• PCI Compliance: Payment processing follows PCI DSS standards where applicable
• Audit Trails: All access to financial data is logged and monitored

8. Your Rights and Choices

8.1 Access and Correction

You have the right to access and correct your personal information stored in our system.

8.2 Location Services

You can disable location services through your device settings, but this may limit app functionality and your ability to perform work duties.

8.3 Data Portability

You can request a copy of your personal data in a portable format.

8.4 Deletion

You can request deletion of your personal data, subject to legal and business retention requirements.

9. Data Retention

We retain your information for the following periods:

• Location Data: 365 days
• Attendance Records: 7 years (legal requirement)
• Employee Records: Duration of employment + 7 years
• Sales Data: 7 years for performance analysis and commission calculations
• Payroll Records: 7 years (legal requirement)
• Tax Documents: 7 years (IRS requirement)
• Financial Data: 7 years for audit and compliance
• Work Documents: As per company document retention policy