Data processing agreement
This is the summary of the processing terms that apply automatically to every organisation using Hajiri. A signed copy with your company's details is available on request — write to aphdtechnologies@gmail.com.
Roles
You (the customer) are the data fiduciary for your workforce data. APDH Technologies is the data processor. We process personal data only to provide the service and only on your instructions, which include the settings you choose in the product (fence radius, photo retention, digest recipients, and whether face matching is on and how strict it is).
What we process, and why
| Data | Purpose | Retention |
|---|---|---|
| Staff name, phone, email, job title | Roster, sign-in, payslips | While on the roster |
| Salary, attendance, leave, payroll | Attendance and payroll | While you are a customer |
| Check-in selfie | Proof of presence | ~12 hours, then deleted automatically |
| Reference photo taken at signup | Recognising the employee; the comparison face when face matching is on | While on the roster; deleted on exit |
| Face measurements derived from that photo, and the per-check-in match score (only when you switch face matching on) | Verifying that the person marking attendance is the employee | Deleted with the reference photo; score kept with the attendance row |
| Selfie from a check-in refused by face matching | Letting you review and override the refusal | ~3 days, then deleted automatically |
| GPS coordinates, accuracy, distance | Geofence decision | With the attendance row |
| Owner/manager account data and audit log | Access control, accountability | While you are a customer |
Our commitments
- Process only on your instructions, and tell you if an instruction appears unlawful.
- Keep the data confidential, encrypted in transit (TLS) and separated per organisation.
- Restrict access to staff who need it for support, with two-factor authentication and an audit trail.
- Not engage a sub-processor without telling you, and impose the same terms on them.
- Help you answer employee requests for access, correction and deletion, and help with breach notification: we tell you without undue delay, with what we know.
- On termination, export your data on request and delete it, except records we must retain for tax and statutory purposes.
Sub-processors
Hosting and database in India; an email provider for transactional mail; optionally an SMS provider for staff sign-in codes and a payment gateway for subscription payments, when you switch those on. The live list is in the privacy notice.
Audit and security incidents
We keep an audit log of every change made inside your organisation and of every platform-console action affecting it, visible to you on request. If a personal-data breach affects your data we notify you with the facts, the likely consequences and the steps we have taken.