Privacy Policy

Personal Identification Data

• Full name, employee ID, and designation
• Email address and registered phone number
• Organisation / company information
• Profile photograph (if provided)

Usage Data

We collect information about how you interact with the App, including login timestamps, session duration, and feature usage analytics to improve performance and reliability.

Device Information

Device identifiers, operating system version, and app version are collected for compatibility and security purposes.

Why We Collect Location

MS Works collects location data during employee check-in and check-out events strictly during active office hours to verify work attendance and validate physical presence at designated work sites.

How Location Is Used

• Attendance Verification: Location is accessed and recorded solely at the moment of check-in or check-out to support HR functions such as attendance tracking and site verification.
• Work-Site Validation: To confirm that an employee is physically present at a designated office or field location before marking attendance.

Background Location Access

Location data is accessed only when performing check-in or check-out actions within app operation hours. The App does not continuously track your location in the background outside of these triggers. Background location permission, where granted, is used solely to complete a check-in or check-out operation initiated by the user within office hours.

Data Sharing & Storage

We do not sell, rent, or share your location data with third-party advertisers. Collected location records are transmitted securely and retained only as required for your organisation's HR and attendance records. Location data is accessible only to authorised HR personnel within your organisation.

We use the information we collect for the following purposes:

• To provide and operate the Spirit HRMS attendance and HR management service
• To verify employee identity and work-site attendance
• To generate attendance reports for HR and payroll processing
• To improve App performance, stability, and user experience
• To send service-related notifications and alerts
• To comply with applicable legal and regulatory obligations

We do not sell or trade your personal information. We may share your data only in the following limited circumstances:

• Your Organisation: HR administrators and authorised managers within your company may access attendance and check-in/check-out records.
• Service Providers: We may engage trusted third-party vendors to host data or provide infrastructure, bound by strict confidentiality obligations.
• Legal Requirements: We may disclose your data if required by law, court order, or governmental authority.

We retain your personal data, including location records, only for as long as necessary to fulfil the purposes described in this Privacy Policy and to comply with applicable legal, accounting, or reporting requirements. Attendance and location records are typically retained for a period defined by your organisation's HR policy or as required by local labour laws. Upon termination of the service agreement with your organisation, personal data will be securely deleted or anonymised.

We implement industry-standard security measures including TLS/HTTPS encryption for data in transit, secure server infrastructure, role-based access controls, and regular security audits to protect your personal data. While no method of transmission over the internet is 100% secure, we strive to use commercially acceptable means to protect your information.

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Right to access and review your personal data
• Right to correct inaccurate or incomplete data
• Right to request deletion of your data (subject to legal obligations)
• Right to withdraw consent for optional data processing
• Right to data portability

To exercise these rights, please contact your HR department or reach out to us using the contact details below.

We may update this Privacy Policy from time to time. We will notify you of any material changes by updating the “Last updated” date at the top of this page and, where appropriate, through in-app notifications. Your continued use of the App after any changes constitutes your acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data in Spirit HRMS, please contact us through any of the following means:

• By email: business@mithilastack.com
• By phone: +91 6200957090
• By visiting our office: Darbhanga, Mithila, Bihar, India
• Through our website: https://www.mithilastack.com/contact