Privacy Policy

1. Introduction & Application Scope

This Privacy Policy explains the data processing practices of Sanlax Collections (“we”, “us”, or “our”) operating the SANLAX HRMS enterprise human resource management software platform, comprising:

• The web portals accessible at https://hrms.sanlaxcollections.com (including employer administration, super-admin, and web staff self-service).
• The SANLAX Staff Android application (package name: com.sanlax.stafftracker).
• The SANLAX Admin Android application.

2. Categories of Data Collected & Processed

To deliver core workplace attendance verification, field dispatch, payroll calculations, and enterprise walkie-talkie communication, SANLAX Staff accesses and processes the following categories of information:

3. Location Data & Background Location Policy

Google Play requires special transparency regarding background location access. SANLAX Staff requests ACCESS_FINE_LOCATION, ACCESS_COARSE_LOCATION, and ACCESS_BACKGROUND_LOCATION for one specific core feature:

Why Background Location Is Necessary

Employees check in for scheduled shifts at designated workplace branches and carry their mobile device in a pocket or holster while performing active duties. To verify continuous physical attendance within the assigned workplace geofence throughout an 8-hour workday, the application must periodically verify coordinates even when the screen is off or another application is in use. Employees cannot realistically maintain an active foreground screen throughout their work day.

Strict Operating Boundaries

• Active Shifts Only: Location tracking begins only after the employee successfully completes shift check-in.
• Automatic Termination: Continuous location tracking immediately and completely terminates the second the employee taps “Punch Out”. No off-duty location is ever tracked.
• Ongoing User Notification: While shift tracking is active, an ongoing user-visible foreground-service notification is displayed in the Android notification shade: “SANLAX Staff Tracker — Continuous staff location tracking active”.
• Prominent In-App Disclosure: Before any background location permission is requested from Android, the app displays a prominent disclosure dialog detailing the exact tracking purpose, giving the employee explicit “Agree & Continue” or “Not Now” options.

4. Camera & Facial Attendance Verification

SANLAX Staff requests access to the device camera (android.permission.CAMERA) solely for real-time selfie check-in and check-out.

• Live Capture Only: Photos are taken live at the moment of attendance punch. Gallery uploads are disallowed to prevent identity impersonation.
• Purpose: Used solely by the employer's HR and management team to verify that the registered employee is physically present at the branch.
• No Commercial Exploitation: Photos are never used for commercial facial recognition databases, third-party marketing, biometric scraping, or external profiling.

5. Microphone & Push-To-Talk (PTT) Audio

The application includes an enterprise walkie-talkie tool enabling staff and managers to communicate across work channels.

• User-Initiated Transmission: The microphone (android.permission.RECORD_AUDIO) is engaged only while the employee actively presses and holds the Push-To-Talk button. Releasing the button immediately cuts off audio capture.
• Ephemeral Streaming: Audio packets are transmitted in real time via encrypted WebRTC through our media relay provider (LiveKit Cloud).
• Zero Recording or Retention: Voice conversations are ephemeral. They are never recorded, analyzed, transcribed, or stored on device storage or server disks.

6. Third-Party Disclosures & Service Providers

We engage only vetted infrastructure Service Providers acting strictly on our instructions under formal data processing agreements:

• Google Cloud & Firebase (FCM): Delivers cloud infrastructure and push notifications for urgent shift reminders and alert broadcasts under the Google Cloud Data Processing and Security Terms (DPST).
• LiveKit Cloud: Provides scalable, encrypted WebRTC media routing infrastructure for real-time Push-To-Talk communications under a contractual Data Processing Agreement (DPA).
• Hostinger Cloud Infrastructure: Hosts our secured backend application servers and encrypted tenant databases.

7. Security Safeguards & Data Protection

We implement multi-layered administrative, physical, and technical safeguards to protect workplace data:

• Encryption in Transit: All network communications between the mobile application and our servers are encrypted using modern Transport Layer Security (TLS 1.3 / HTTPS and WSS).
• Hardware-Backed On-Device Storage: Authentication tokens and session secrets are stored using Android Keystore and EncryptedSharedPreferences (AES-256 GCM).
• Multi-Tenant Database Isolation: Each subscribing organization's records are logically partitioned, preventing unauthorized cross-company access.
• Role-Based Access Control (RBAC): Administrative features and employee location maps are accessible only by authenticated managers with appropriate administrative privileges.

8. Data Retention & Employer-Managed Account Deletion

Because SANLAX HRMS is an employer-managed enterprise platform:

• Retention Policy: Attendance logs, selfie photos, and shift records are retained for the duration specified by the employer organization or as required by applicable statutory Indian labor laws (such as the Factories Act and state Shops and Establishments Acts).
• Employee Rights & Access: Employees may view their attendance logs, leave records, and profile directly within the SANLAX Staff app. To correct personal details, request leave adjustments, or inquire about data handling, employees should contact their company's HR department.
• Account Deletion Process: Employee account deactivation and data purging are managed directly by authorized employer administrators via the Web Admin Portal at /admin/employees (“Delete Staff”). When an administrator removes a staff profile, active credentials and mobile login sessions are immediately revoked.

9. Children's Privacy

SANLAX HRMS and SANLAX Staff Tracker are strictly intended for business enterprises and adult workforce management. We do not knowingly collect, process, or solicit personal data from children under 18 years of age.

10. Contact Information & Data Grievances

If you have questions, concerns, or requests regarding this Privacy Policy or our workforce data handling practices, please contact our privacy team: