Attendify_PRIVACY_POLICY

Privacy Policy for Smart Attendance System

Last Updated: March 23, 2026

Introduction

Welcome to Smart Attendance System (“we,” “our,” or “us”). This privacy policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application (“App”). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the App.

The Smart Attendance System is designed to streamline attendance tracking for:

• Educational Institutions: Teachers and students
• Organizations: Visitor monitoring and employee attendance

Information We Collect

Personal Information

We may collect the following types of personal information:

• Name and contact information (email address, phone number)
• User role (teacher, student, visitor, administrator)
• Institution/organization name
• Employee/student ID
• Profile photos (if voluntarily provided)
• Biometric data (if facial recognition is enabled - stored locally on device)

Attendance Data

• Check-in/check-out timestamps
• Location data (GPS or network-based, with your consent)
• IP addresses and device identifiers
• Photos taken during attendance marking (if camera functionality is used)

Automatically Collected Information

• Device information (model, OS version, unique device identifiers)
• App usage statistics
• Crash logs and performance data

How We Use Your Information

We use the collected information to:

• Mark and track attendance for students, teachers, and visitors
• Generate attendance reports for administrators and authorized personnel
• Send notifications about attendance status and reminders
• Verify identity and prevent fraudulent attendance marking
• Improve app functionality and user experience
• Comply with legal obligations and institutional requirements

Data Storage and Security

Data Location

• Attendance data is stored on secure cloud servers (Google Cloud/Firebase) with encryption at rest and in transit
• Biometric templates (if used) are stored locally on the device and never transmitted to our servers
• Photos may be stored temporarily for verification purposes

Security Measures

We implement industry-standard security measures including:

• AES-256 encryption for data at rest
• TLS 1.3 encryption for data in transit
• Role-based access control (RBAC) to restrict data access
• Regular security audits and penetration testing
• Multi-factor authentication for administrator accounts

Data Retention

• Attendance records are retained according to institutional policies (typically 3-7 years)
• User accounts are retained until requested deletion or after 2 years of inactivity
• Visitor records are retained for 30-90 days based on organizational requirements

Data Sharing and Disclosure

We do not sell your personal information to third parties. We may share information only:

Recipient	Purpose
Your Institution	Attendance records, reports, and analytics
Service Providers	Cloud hosting, analytics, push notifications (under confidentiality agreements)
Legal Authorities	If required by law or to protect rights and safety

Your Rights and Choices

Depending on your location, you may have the right to:

• Access your personal data
• Correct inaccurate information
• Delete your account and associated data
• Export your attendance records
• Opt-out of non-essential data collection (e.g., location services)
• Withdraw consent at any time (without affecting previous processing)

To exercise these rights, contact your institution administrator or email us at privacy@smartattendance.com.

Children’s Privacy

Our App is not intended for children under 13 years of age (or under 16 in the EU). We do not knowingly collect personal information from children. If we learn we have collected such information, we will delete it immediately.

Permissions Required

The App requires the following permissions:

• Camera: For face capture during attendance marking
• Location: For verifying check-in location (optional, can be disabled)
• Storage: For saving attendance records locally
• Notifications: For attendance reminders and updates

Changes to This Privacy Policy

We may update this policy from time to time. We will notify you of any material changes by:

• Posting the new policy in the App
• Sending an email to registered users
• Requiring acknowledgment before continuing to use the App

Contact Information

For privacy-related inquiries, please contact:

Smart Attendance System Support
Email: privacy@smartattendance.com
Address: [Your Business Address]
Response Time: Within 5 business days

Additional Information for Specific Regions

For EU Users (GDPR)

• Legal basis for processing: Contractual necessity, legitimate interests, consent
• Data Protection Officer (DPO): dpo@smartattendance.com
• Right to lodge complaint with supervisory authority

For California Users (CCPA)

• Categories of personal information collected: Identifiers, biometric information, geolocation data
• Right to opt-out of “sales” (we do not sell data)
• Authorized agent submissions accepted

For India Users (DPDPA 2023)

• Data Fiduciary: [Your Company Name]
• Consent management available through the App

---

By using Smart Attendance System, you acknowledge that you have read and understood this Privacy Policy.

For technical support: support@smartattendance.com