Privacy policy

Last updated: 2026-05-05

1. Who we are

This privacy policy applies to the Attendance app and admin console used by employees to record their work attendance.

2. What data we collect

• Identification: full name, email address, work office assignment.
• Selfies: facial photos captured at check-in and check-out.
• Location: GPS coordinates and accuracy at the moment of check-in / check-out, plus geofence enter/exit events when the mobile app has background location permission.
• Authentication: hashed password and TOTP secret (for 2FA).
• Audit metadata: who edited what record and when.

3. Lawful basis (UK GDPR)

We process this data on the basis of a contract (employment) andlegitimate interest (verifying physical attendance for payroll). Selfies and GPS are necessary to fulfil that interest.

4. Retention

• Selfies are deleted automatically after 12 months.
• Attendance records are retained for 7 years (HMRC requirement).
• Audit log is retained for 7 years.

5. Your rights

You have the right to access, rectify, or erase your personal data. To exercise these rights, contact your HR or admin. They can use the admin console to action your request, including a hard-delete that removes your auth account, profile, attendance records, and all selfies.

6. Security

Data is encrypted at rest in our Supabase Postgres database and in Supabase Storage, and in transit over HTTPS/TLS. Selfies are stored in private buckets and only served via short-lived signed URLs. Two-factor authentication is required for mobile access.

7. Anti-spoofing

We reject GPS readings that are flagged as mocked, or that have an accuracy worse than 50 metres. Server-side validation ensures the submitted location is within the office's geofence and that the timestamp is fresh.

8. Contact

For data protection questions, contact your HR representative.