Privacy Policy

1. Who this policy is for

Spacezone HRMS is an internal, employee-only application built for the staff of Spacezone India Pvt. Ltd., Spacezone Aerospace, and Spacezone Defence. It is not available to the general public and does not collect information from anyone other than our own employees.

Access to the app works as follows: your company's HR/Admin team creates your employee account in our system and issues you login credentials. You then sign in to the mobile app, which securely displays your own HR data (attendance, leave, payslips, and related records) and lets you submit requests (leave, permission, on-duty, forgot-punch) for approval. There is no public sign-up, and no data is collected from anyone before their employee account has been created by HR.

2. Information we collect

a) Account & profile information

Entered by HR when your account is created, and editable by you within limits (you cannot change your salary or bank details):

• Full name, date of birth, phone number, email address
• Employee code, company, department, designation, date of joining
• PAN and bank account details (entered and managed by HR only — visible to you as read-only)

b) Employment & attendance information

• Daily attendance (check-in/check-out times, source of the record)
• Leave, permission, on-duty, and forgot-punch requests, and their approval status
• Leave and permission balances
• Salary structure, payslip data, and payroll deduction details

c) Location information

Collected only under specific conditions — see Section 3 for the full explanation.

d) Device & notification information

• A device push-notification token (via Firebase Cloud Messaging), used to deliver approval/rejection alerts and new-request notifications to your phone
• Basic device information relevant to notification delivery (e.g. device manufacturer, for troubleshooting delivery issues on certain Android phones)

e) Information accompanying location readings

Each location reading (see Section 3) is recorded together with the device's battery level and network connection type at that moment. This is used only to diagnose tracking reliability issues (e.g. distinguishing "phone died" from "app was closed") and is not used for any other purpose.

3. Location information — how it works

What is collected

Your device's GPS coordinates (latitude and longitude), along with the date and time of each reading.

When it is collected

Location is recorded only on a day when you have an On-Duty request that has been approved. On every other day — including normal working days at your office location — the tracking service does not run and no location is recorded.

Why we collect it

Employees are frequently required to travel off-site for workshops, client visits, and recruitment drives. Location tracking on those approved On-Duty days supports attendance verification for off-site work and staff safety while away from the office.

How you'll always know it's active

Whenever tracking is running, your phone shows a permanent notification in your notification bar for as long as it is active. If you do not see that notification, your location is not being recorded. Before location tracking is used for the first time, the app also shows you an in-app notice explaining this in full, which you must acknowledge before continuing.

Who can see it

Only authorized HR personnel at Spacezone can view location history, through our internal HR administration system. It is never shared with any third party, never used for advertising, and never used for any purpose beyond On-Duty attendance and staff safety.

4. How we use your information

• To operate your employee account and display your HR records to you
• To process and route your leave, permission, on-duty, and forgot-punch requests for approval
• To calculate attendance, leave balances, and payroll
• To generate and provide your monthly payslips
• To send you notifications about the status of your requests and company announcements
• To verify On-Duty attendance and support staff safety while working off-site, via location data as described above
• To maintain statutory employment and payroll records as required under Indian labour and tax law

We do not use your information for advertising, and we do not sell or rent your personal information to anyone.

5. Who we share information with

We do not sell your data. We share information only with the following service providers, solely to operate the app:

We do not use any advertising, analytics, or tracking SDKs beyond what is listed above.

6. How we protect your information

• Access to the HR administration panel is restricted to authorized HR personnel only
• Employee accounts require login credentials, and passwords must be changed from the default on first login
• Data in transit between the app and our servers is encrypted
• Location tracking runs only under the specific conditions described in Section 3, and stops automatically outside those conditions

No system can guarantee absolute security, but we take reasonable technical and organizational measures to protect your information against unauthorized access, alteration, or disclosure.

7. How long we keep your information

While you are an active employee, your data is retained for as long as needed to operate the application and your employment. After you leave the company, we retain data for the following default periods, unless a longer period is required by applicable law:

These are default retention periods pending confirmation by Spacezone's HR/legal team, and may be updated to reflect specific company policy or statutory requirements.

8. Your rights

As an employee whose data we process, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data (for most fields, directly in the app; for salary/bank details, via HR)
• Ask questions about how your data is collected, used, or shared
• Raise a grievance regarding the handling of your personal data, using the contact details in Section 11

These rights are provided in accordance with India's Digital Personal Data Protection Act, 2023 ("DPDP Act"), to the extent applicable to employment-related data processing.

8a. How to delete your account and data

To request deletion of your Spacezone HRMS account and associated personal data, follow these steps:

1. Send an email to hr@spacezoneindia.com with the subject line "Account Deletion Request"
2. Include your full name and Employee ID in the request
3. Our HR team will verify your request and confirm deletion within 30 days

What gets deleted

• Your profile information (name, phone number, date of birth, email)
• Location tracking history
• Notification records
• Your app login access

What we retain, and why

Attendance, leave, and payroll records are retained for 3–7 years as described in Section 7, as required under Indian labour and tax law, even after account deletion. This is a legal requirement — Spacezone cannot delete statutory employment records before the retention period described above.

9. Children's privacy

Spacezone HRMS is intended solely for use by employed adult staff of Spacezone India Pvt. Ltd., Spacezone Aerospace, and Spacezone Defence. It is not directed at, and does not knowingly collect information from, children.

10. Changes to this policy

We may update this policy from time to time, for example if we change what data we collect or how it is used. Material changes will be reflected by updating the effective date at the top of this page. If location tracking's scope changes in a way that requires renewed notice, employees will be shown an updated in-app notice before continuing to use the app.

11. Contact us / Grievance Officer

For any questions about this policy or how your information is handled, contact us at: