This Privacy Policy explains how OfficeChoice.ai, owned and operated by IOTAS Solutions Pvt Ltd, collects, uses, stores, and protects information when users access and use the OfficeChoice.ai mobile application.
1. Information We Collect
1.1 Personal and Employee Information
- Name
- Employee ID
- Department and designation
- Mobile number
- Email address
- Manager or reporting authority details
- HR and payroll-related information shared by the organization
1.2 Location Information
The App may collect precise location data, including background location, for operational and attendance-related purposes.
- Attendance marking
- Check-in and check-out verification
- Field employee movement tracking
- Route validation and duty monitoring
- Operational accountability and workforce transparency
Background location may be collected when enabled by the organization and permitted through the user’s device settings.
1.3 Camera and Photo Access
The App may use the device camera or photo gallery for:
- Attendance selfie capture
- Profile photo updates
- Expense proof upload
- Site visit record submission
- Document and image uploads
1.4 Audio / Microphone Access
The App may request microphone or audio access for work-related features such as:
- Voice notes
- Audio updates
- Internal communication features, where enabled
1.5 Storage and File Access
The App may access device storage to:
- Upload and download internal documents
- Attach bills, receipts, images, and files
- Store temporary files needed for app functionality
1.6 Notifications
The App may send notifications related to:
- Attendance reminders
- Approval alerts
- HR and payroll updates
- Internal announcements
- Task and workflow notifications
1.7 Device and Technical Information
- Device model and type
- Operating system version
- Application version
- IP address
- Crash logs and diagnostics
- Basic usage and performance data
2. How We Use the Information
We use collected information for legitimate business and operational purposes, including:
- Managing employee attendance and work records
- Verifying employee presence and field activity
- Supporting HR, payroll, leave, and expense workflows
- Providing access to internal documents and office services
- Sending alerts, reminders, and system notifications
- Improving app functionality, reliability, and security
- Preventing misuse, fraud, or unauthorized activities
- Meeting legal, contractual, and organizational requirements
3. How We Share Information
We do not sell personal information. Information may be shared only in these cases:
- With the user’s employer or authorized organization administrators
- With service providers supporting hosting, storage, notifications, analytics, or security
- When required by law, regulation, legal process, or government request
- To protect rights, investigate misuse, or prevent fraud
- As part of a merger, restructuring, or transfer of business operations, subject to safeguards
4. Data Retention
We retain information only for as long as necessary for attendance management, HR and payroll processing, expense documentation, audit requirements, internal compliance, and legal obligations. Retention periods may vary according to employer policy and applicable law.
5. Data Security
We use reasonable technical and organizational safeguards to protect user information from unauthorized access, misuse, disclosure, alteration, or loss. However, no method of electronic transmission or storage can guarantee absolute security.
6. User Choices and Permissions
Users may manage app permissions through their device settings, including:
- Location
- Camera
- Microphone
- Storage / Files
- Notifications
Disabling certain permissions may prevent some features of the App from functioning properly.
7. Employee Monitoring Notice
OfficeChoice.ai is intended for workplace and organizational use. Information submitted through the App, including attendance records, location data, documents, expense details, and related operational inputs, may be accessible to authorized personnel within the user’s organization, such as HR teams, payroll staff, reporting managers, and system administrators, for legitimate business purposes.
8. Children’s Privacy
OfficeChoice.ai is not intended for children. We do not knowingly collect personal information from children through this App.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any revised version will be posted with an updated effective date on the relevant website or app page.