iSmart Facitech (“we,” “us,” “our,” or “Company”) operates the iSmart app, an internal workplace, HR, and facility-management platform used solely by our own employees to manage attendance, HR & workforce records (HRMS), learning & training (LMS), operational reports, and facility checklists. This policy explains what information we collect, how we use and protect it, and the choices you have.
We never sell your personal data
We don't use your data for marketing
You can request access or deletion anytime
Sensitive data stays encrypted in transit
1Scope of This Policy
iSmart is built and operated exclusively for use by iSmart Facitech’s own employees. Unlike third-party HR software, iSmart Facitech is both the developer of the app and the employer of the people using it, so we act as the sole data controller for the information described in this policy. This app is not licensed, sold, or made available to other companies or organizations.
2Information We Collect
Account & Profile
Name, employee ID, designation, department, and reporting hierarchy
Contact details: phone number, email address, work location
Profile photo, where uploaded
Login credentials, stored in encrypted/hashed form
Digital signature, where captured during onboarding, checklist, or incident-report submissions, for verification and record purposes
HRMS Data
Employment details: date of joining, role, shift, reporting manager
Identity and employment documents uploaded to your Employee Details profile (ID proofs, offer letters, certificates)
Leave, shift, and attendance-adjustment requests
Attendance & Operational Data
Clock-in / clock-out timestamps and attendance status
Facial-recognition data used to verify identity at clock-in, as described in Section 3
Location data at the time of attendance marking, where location-based attendance is enabled for your role. If you switch on the optional auto-attendance feature, the app continues to check your location in the background, including while the app is closed or not in active use, solely to mark attendance automatically when you arrive at or leave your work location. This feature is opt-in and can be turned off at any time in the app’s attendance settings
Operational report submissions, manager review status, and download history
LMS Data
Courses and modules assigned, viewed, or completed
Quiz and assessment scores, completion certificates
Time spent on training content and progress status
Facility & Checklist Data
Grooming and deep-cleaning checklist entries, including proof-of-task photos
Pest control schedules and completion records
Notice board views and acknowledgements
Communication Data
Messages, timestamps, and sender/recipient details sent through the app’s internal team chat and the direct Employee–HR chat (F-Chat)
Push-notification tokens, used to deliver chat, attendance, and notice-board alerts to your device
Device & Usage Data
Device type, operating system, and app version
App usage patterns, crash logs, and diagnostic data
Approximate location, used for security and the dashboard’s local weather display
3Facial Recognition & Biometric Data
iSmart offers an optional face-attendance feature that lets you clock in and out by scanning your face instead of, or in addition to, manual attendance marking. Because this involves biometric information, we process it with additional care and describe it here separately from our other data practices.
Enrollment:when you enroll in face attendance, the app uses your device camera together with on-device face detection to capture your face and generate a mathematical representation of it (a “face embedding”) using an on-device recognition model
What is stored, not just captured: the app is designed to work with this numeric face embedding rather than your raw photographs. The embedding is stored on your device in encrypted form (AES-256) and is also sent to our servers so your identity can be verified at each attendance punch, including on a different device
Matching: at each clock-in, a fresh face scan is compared against your stored embedding on-device to confirm a match before attendance is recorded
Purpose:facial-recognition data is used solely to verify employee identity for attendance purposes and to prevent attendance fraud (such as “buddy punching”). It is not used for any other purpose, and is never used for marketing, advertising, or shared with any party outside iSmart Facitech and its hosting/service providers
Your choice: face attendance is optional. If you do not wish to enroll, you can use manual or other supported attendance methods instead. Contact HR to discuss the alternatives available for your role
Retention: your face embedding is retained for as long as you are enrolled in face attendance and, thereafter, for the periods described in Section 8 (Data Retention). You may request deletion of your enrolled face data at any time by contacting us using the details in Section 16, without affecting your ability to use other attendance methods
4How We Use Your Information
To provide and operate the app’s HRMS, LMS, attendance, and facility-management features
To verify identity and manage secure account access, including via facial recognition where enrolled
To generate attendance, operational, and compliance reports for internal management review
To track and certify completion of training and learning modules
To enable internal team chat and direct Employee–HR communication (F-Chat)
To deliver notice board updates, alerts, and weather-based safety notifications
To detect, prevent, and address technical issues, fraud, or misuse
To comply with applicable legal and regulatory obligations
We do not sell your personal information to third parties.
5How We Share Information
Internally: with your reporting manager, HR, and admin teams at iSmart Facitech, strictly for workforce management purposes
With service providers: hosting, cloud storage, analytics, and crash-reporting providers who process data under confidentiality obligations
For legal reasons: where required by law, regulation, or valid legal process
Business transfers: as part of any merger, acquisition, or asset sale involving iSmart Facitech
Facial-recognition data is never shared for the purposes above beyond what is necessary for our hosting providers to store it securely on our behalf, and is never shared for advertising, marketing, or any purpose unrelated to attendance verification.
6Third-Party Services & SDKs
iSmart may use trusted third-party providers for functions such as push notifications, crash reporting, analytics, and cloud hosting. These providers only receive the data necessary to perform their function and are bound by their own privacy and security commitments. We do not permit any third-party provider to use app data for their own advertising purposes.
7Data Storage & Security
Data is stored on secure servers with access restricted to authorized personnel. Data in transit is encrypted using industry-standard protocols (HTTPS/TLS), sensitive documents are access-controlled, and face embeddings are additionally encrypted at rest (AES-256) on your device. We conduct regular reviews of our security practices; however, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
8Data Retention
We retain your information for as long as your account is active or as needed to provide the app’s services and comply with legal obligations. HR, attendance, and compliance records may be retained for the period required under applicable labour and record-keeping laws, even after your account is deactivated (for example, at the end of employment). Facial-recognition data follows the retention approach described in Section 3.
9Your Rights & Choices
Access: request a copy of the personal data we hold about you
Correction: request correction of inaccurate or incomplete data
Deletion: request deletion of your data, subject to legal and record-keeping requirements described in Section 8
Withdrawal of consent: where processing relies on consent, such as optional photo uploads or face-attendance enrollment
To exercise these rights, contact us using the details in Section 16 or reach out to HR directly.
10Account & Data Deletion
You can request deletion of your iSmart account and the personal data associated with it, including any enrolled face embedding, at any time. Here is how:
Include your name and employee ID so we can verify your identity
We will confirm receipt and process the request within a reasonable timeframe
If you only want specific data deleted, such as your enrolled face embedding, without deleting your whole account, follow the same steps and specify what you would like removed; see Section 9 for more on this option.
What gets deleted: your profile information, uploaded documents and photos, chat history, and any enrolled face embedding are deleted from our active systems.
What may be retained, and for how long: attendance, payroll, and compliance records may be retained for the period required under applicable Indian labour and tax record-keeping laws, even after your account and other personal data are deleted, as described in Section 8 (Data Retention).
11Device Permissions
Camera / Photos: profile photos, employee documents, checklist proof-of-task photos, and face-attendance enrollment/verification scans (see Section 3)
Location (including background location): location-based attendance marking, the optional auto-attendance feature described in Section 2 (which can continue checking location while the app is closed once you opt in), and local weather on the dashboard
Storage: saving and accessing downloaded reports and documents
You can manage or revoke these permissions any time in your device settings, though some features, including auto-attendance and face attendance, may not work correctly without them.
12Children’s Privacy
iSmart is a workplace application intended solely for use by employees of iSmart Facitech. It is not directed at, and we do not knowingly collect information from, individuals under the age of 18.
13Grievance Officer
In accordance with the Information Technology Act, 2000 and the rules made thereunder, the contact details of the Grievance Officer are provided below. If you have any grievance regarding the processing of your personal data, please reach out and we will address it within the timelines prescribed by applicable law.
This Privacy Policy is governed by the laws of India. Any disputes arising out of or in connection with this Policy shall be subject to the exclusive jurisdiction of the courts in Mumbai, Maharashtra.
15Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. We will notify you of material changes via the app or by updating the “Last Updated” date below. Continued use of iSmart after changes are posted constitutes acceptance of the revised policy.
16Contact Us
If you have questions or concerns about this Privacy Policy or how your data is handled, reach out to us:
