What we record, and why

This notice is for the people whose employer uses Hajiri. Your employer decided to use the product and is responsible for your data; we run the software for them.

What is recorded when you mark attendance

• Your selfie at the moment you check in.
• Your phone's location (latitude, longitude and the accuracy the phone reports).
• The time of the check-in and the outlet you checked into.
• The distance between you and the outlet's map pin, and whether it was inside the fence.
• If your employer uses face matching, how closely your selfie matched your reference photo — a number, kept with the attendance record.

Why

Solely so your employer can see that you reached your workplace, and so the days you worked feed your salary correctly. We do not sell your data and do not use it for advertising.

Face matching

Your employer can switch on face matching. It is off unless they choose it, so ask them whether it is on for you. When it is on:

• The selfie you take at check-in is compared against the reference photo you gave when you accepted your invite. The comparison happens on your employer's own server; the photo is not sent to any outside service.
• From each photo we store a set of measurements of your face — a string of numbers, not a picture, and not something a person can look at and recognise. This is biometric data about you, which is why we say so plainly here.
• If it does not match, your attendance is not marked. You get two more tries. After that, the check-in goes to your manager with both photos side by side, and they decide. A bad photo — poor light, a mask, a changed beard — is a common reason for a mismatch, and your manager can mark you present anyway. That decision is recorded.
• If your appearance has genuinely changed, ask your manager to reset your reference photo. Your next check-in takes a new one.
• Your face is never compared against anyone outside your own company, against any government or public database, or against photos from anywhere else. There is no watchlist.

How long it is kept

• Check-in photos: deleted about 12 hours after you take them, automatically.
• Reference photo: the one you gave when you joined — or, if you were already on the roster when your employer switched face matching on, your first check-in selfie after that, which is kept instead of being deleted with the others. Kept while you are on the roster, and deleted when you leave.
• Face measurements (when face matching is on): kept while you are on the roster, deleted at the same time as the reference photo, and never exported.
• A refused check-in waiting on your manager: the photo is kept for about three days so they can look at it, then deleted. The record that a check-in was refused stays.
• Attendance records (date, time, outlet, distance — no image): kept for payroll history and statutory records.

Who can see it

Only people in your own organisation: your manager and the owner. Photos are never public and never served to another company. Our support staff can see records only when the company asks us to investigate something, and that access is logged.

Your rights

You can ask your employer to see, correct or delete what they hold about you (they are the data fiduciary for your record). You can also write to our grievance officer, aphdtechnologies@gmail.com, and we will help.

Questions

Write to aphdtechnologies@gmail.com. If you are not comfortable with any of this, talk to your employer first — they choose what is collected and for how long it is kept.