PeopleOrbit Privacy Policy

Last updated: 31 July 2026

This Privacy Policy explains how the PeopleOrbit mobile application ("PeopleOrbit", "the App", "we", "us") collects, uses, and shares information when you use it. PeopleOrbit is a Human Resource Management System (HRMS) app that employers ("Organizations") deploy for their employees to manage attendance, leave, payroll, and related workplace functions.

1. Multi-Tenant Architecture — Who Controls Your Data

PeopleOrbit connects to your specific employer's own backend server, which you or your employer configure when you first set up the app (via a QR code or invite link provided by your Organization). This means:

• Your employment, attendance, payroll, leave, and other HR records are stored and controlled by your Organization on infrastructure your Organization operates or has contracted — not by PeopleOrbit.
• Your Organization is the data controller for this information; PeopleOrbit acts as a data processor providing the application through which that information is entered, viewed, and transmitted.
• Some features — in‑app chat/messaging and push notifications — are additionally processed through PeopleOrbit's shared cloud infrastructure (Google Firebase) as described in Section 4, regardless of which Organization you belong to.

Questions about how your specific employment data is used or how long it is retained should be directed to your Organization's HR department, in addition to or instead of PeopleOrbit.

2. Information We Collect

Account & Employment Information

• Name, username, employee ID, department, role/position, and login credentials
• Attendance, check-in/check-out records, work hours
• Leave requests, holidays, and leave balances
• Payslips and salary/EPF history
• Loans, advance salary, and settlement requests
• Project and task assignments, comments, and checklists
• Complaints, warnings, awards, training, and event records
• Travel/expense (TADA) claims and asset records

Location Data

With your permission, the App collects precise or approximate device location at the moment you tap check-in or check-out, to verify that attendance is being recorded from an authorized work location. Location is read once per action while the App is open and in the foreground. The App does not collect location in the background, does not track your location continuously, and does not request background-location permission. Location data is sent to your Organization's backend and is not retained by PeopleOrbit beyond what is needed to relay it.

Camera & Photos

With your permission, the App accesses your camera and photo library to capture or upload a profile picture, attach documents to requests, and scan QR codes (including the Organization setup code). The App does not perform facial recognition or any other biometric identification, and does not analyse the content of your images.

Microphone & Voice Input

With your permission, the App uses your device's microphone so you can dictate text instead of typing it (for example, when filling in a day plan). Speech is converted to text by your device's own operating-system speech recognition; only the resulting text is placed in the field you are editing. PeopleOrbit does not record, store or transmit audio. The microphone is used only while you are actively dictating and is never accessed in the background.

Wi-Fi Network Information

Where your Organization uses office Wi-Fi as an attendance method, the App reads the name (SSID) and hardware identifier (BSSID) of the Wi-Fi network you are connected to at the moment you check in or out, so attendance can be verified against your Organization's registered office network. The App does not read network traffic or the contents of any communication.

NFC Data

If your Organization uses NFC-tag-based attendance, the App reads NFC tag identifiers to record check-in/check-out events.

Device Information

The App collects a device identifier, device model, and OS version to secure your login session and for diagnostic purposes.

Push Notification Data

The App uses Firebase Cloud Messaging to deliver notifications (e.g., leave approvals, announcements, chat messages). This requires a device push token, processed by Google Firebase on PeopleOrbit's behalf.

Communications

Messages you send through in-app chat/group chat and support queries are transmitted and stored to enable those features.

3. How We Use Information

• To provide core HRMS functionality: attendance tracking, leave management, payroll visibility, project/task management, and internal communication
• To verify your identity and secure your account
• To send you notifications relevant to your employment
• To maintain and improve the App's reliability and security

We do not sell your personal information, and we do not use your employment data for advertising.

4. Data Sharing

• Your Organization: all employment-related data you submit is shared with your employer, who operates the backend the App connects to.
• Google Firebase: used for authentication support, cloud messaging (push notifications), and in-app chat storage, under Google's own data processing terms.
• We do not share your information with third parties for their own marketing purposes.

5. Data Security

We use industry-standard measures — including encrypted network transport (HTTPS/TLS) — to protect information transmitted through the App. However, no method of transmission or storage is 100% secure, and security of data at rest on your Organization's backend is your Organization's responsibility.

6. Your Rights & Choices

• You can decline location, camera, or NFC permissions, though this may limit App functionality (e.g., you may be unable to check in without location access).
• You can request access to, correction of, or deletion of your personal data by contacting your Organization's HR department, who can coordinate with us where needed.
• Depending on your jurisdiction (e.g., GDPR in the EU/UK, CCPA in California), you may have additional rights over your personal data.

7. Data Retention

Employment records are retained according to your Organization's data retention policy and applicable law. Push notification tokens and chat messages are retained on PeopleOrbit's Firebase infrastructure for as long as your account remains active, or as needed to provide the service.

8. Children's Privacy

PeopleOrbit is an employee-facing workplace application and is not directed at, or intended for use by, children.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above.

10. Contact Us

Questions about this Privacy Policy can be directed to:

info@arhamsecure.com

This page is served from PeopleOrbit's Firebase Hosting project.