1. Introduction & Multi-Tenant Scope
TrackTheWork (“we”, “our”, or “us”) provides a business-to-business (B2B) workforce attendance, facial biometric check-in, workplace geofencing, shift scheduling, and leave management platform available via our mobile application and web portals at https://trackthework.com.
Employee accounts on TrackTheWork are provisioned and managed by your employing organization (“Company” or “Employer”). Your Employer acts as the Data Controller for your workplace attendance and HR records, while TrackTheWork acts as the Data Processor operating under strict multi-tenant isolation guarantees. Data belonging to one company is cryptographically and logically isolated from all other companies on the platform.
2. Information We Collect & How We Use It
We collect only the minimum information required to provide accurate attendance tracking, biometric identity verification, workplace geofencing, and leave management for your organization:
A. Account & Profile Information
When your organization creates an account or registers a company workspace, we collect your Full Name, Work Email Address, Phone Number (with country code), Role (Owner, Administrator, or Staff User), Team/Shift Assignment, and Timezone. This data is used to authenticate your session (via password, email OTP, or device lock), associate your punches with your organization, and enforce role-based access control.
B. Camera & Facial Biometric Data (On-Device TFLite Processing)
- How Facial Biometrics Are Processed: TrackTheWork uses a 100% on-device TensorFlow Lite engine (BlazeFace, 468-point Face Landmark Mesh, and MobileFaceNet) running locally on your mobile device. During enrollment by an authorized Company Administrator/Owner, 3 aligned facial frames are converted into a 192-dimensional mathematical feature vector (embedding).
- Liveness & Anti-Spoofing Verification: When enabled by your company, eye-blink liveness (Eye Aspect Ratio) is evaluated in real time on your device camera feed to prevent photo or screen spoof attacks.
- Storage & Retention of Biometric Templates: The mathematical embedding vector is stored securely in your company's database and cached on your device inside hardware-backed encrypted storage (
flutter_secure_storage— Android Keystore / iOS Keychain) so you can verify attendance even when offline. - Attendance Audit Photos: When you clock in, clock out, or use the Co-Worker Clock-In feature, a compressed audit image is securely transmitted over HTTPS and stored in your organization's tenant-isolated Cloudflare R2 bucket solely for managerial attendance verification and audit logs.
- Strict Biometric Privacy Guarantee: We never sell, lease, trade, or share facial biometric vectors or audit photos with third-party advertisers, data brokers, or external organizations. Biometric data is permanently deleted immediately when your employee account is deleted by your Employer or upon verified deletion request.
C. Precise & Approximate Location Data (Foreground Geofencing Only)
If your organization enables Workplace Geofencing or Co-Worker Attendance location auditing, the app requests foreground location access (ACCESS_FINE_LOCATION and ACCESS_COARSE_LOCATION) strictly at the moment you tap Clock In, Clock Out, or Submit Co-Worker Attendance. We calculate the distance between your device GPS coordinates and your workplace perimeter. TrackTheWork never tracks your location in the background, never monitors your movements while you work or take breaks, and never collects location data when the app is closed.
D. Attendance, Break, Shift & Leave Records
We record your daily clock-in and clock-out timestamps, break durations (lunch, tea, or custom breaks), offline attendance synchronization events (sealed with HMAC-SHA256 cryptographic tamper-proof signatures), and leave applications (dates, leave type, and optional notes) so your Employer can generate accurate timesheets and manage leave balances.
E. Push Notification Tokens & Device Security
We store a Firebase Cloud Messaging (FCM) device token linked to your user profile solely to deliver instant work notifications (leave request updates, co-worker attendance approvals, and company announcements). When you enable Device Biometric Sign-In (Fingerprint / Face ID / PIN), authentication is handled natively by your mobile operating system; TrackTheWork never receives or stores your OS fingerprint or passcode.
3. Mobile App Permissions Disclosure
In accordance with Google Play Store User Data policies, below is a transparent breakdown of every runtime permission requested by the TrackTheWork app:
| Permission | Why It Is Requested | Privacy Safeguard |
|---|---|---|
| Camera (android.permission.CAMERA) | Used exclusively in the foreground when you clock in, clock out, start/end a break, submit a co-worker attendance request, or when an Administrator enrolls your facial biometric profile. | Triggered only on user action. Never accesses the camera in the background. |
| Location (ACCESS_FINE_LOCATION / ACCESS_COARSE_LOCATION) | Used strictly at the moment of clock-in, clock-out, or co-worker attendance submission to verify physical presence within your company's designated workplace geofence. | Foreground-only point-in-time check. Continuous or background location tracking is never performed. |
| Biometric Hardware (USE_BIOMETRIC / USE_FINGERPRINT) | Enables optional quick sign-in using your device's native Fingerprint, Face ID, or OS screen lock. | Processed entirely by your device's operating system security enclave. Raw fingerprint or OS biometric credentials never leave your device. |
| Notifications (POST_NOTIFICATIONS) | Delivers real-time alerts for leave request approvals/denials, co-worker attendance request updates, and official company announcements via Firebase Cloud Messaging (FCM). | Can be toggled at any time in your device system settings. |
| Internet & Network State (INTERNET / ACCESS_NETWORK_STATE) | Syncs attendance records, leave requests, and cryptographically signed offline punches with your organization's workspace. | Required for cloud synchronization; offline punches queue locally until connectivity returns. |
4. Data Sharing & Third-Party Disclosures
We do not sell, rent, or monetize your personal or biometric data. We do not include third-party advertising SDKs in our mobile app. Information is shared only in the following limited circumstances:
- With Your Employing Organization: Your Company Owner and authorized Company Administrators can view your attendance logs, shift status, geofence verification status, co-worker clock-in requests, and leave applications within your company's isolated workspace. Standard staff users cannot access company settings or other employees' private records.
- Essential Cloud Infrastructure Providers: We use trusted sub-processors strictly to host and deliver the service:
- Cloudflare R2: Encrypted object storage for attendance verification images.
- Google Firebase Cloud Messaging (FCM): Push notification delivery to Android and iOS devices.
- Transactional Email (SMTP / Resend): Delivery of 6-digit login verification OTPs.
- OpenStreetMap Tiles: Used by Company Administrators to configure workplace geofence coordinates.
- Legal Compliance: When required by applicable law, valid judicial order, or governmental regulation.
5. Data Security & Encryption Safeguards
- Encryption in Transit & At Rest: All API communications between the TrackTheWork mobile app and our backend servers are encrypted via HTTPS/TLS. Passwords are hashed using cryptographic bcrypt algorithms.
- Hardware-Backed Local Storage: Sensitive session tokens and cached facial feature vectors are stored using
flutter_secure_storagebacked by Android Keystore and iOS Keychain. - Cryptographic Tamper-Proof Offline Queue: Offline punches are signed on-device using
HMAC-SHA256to prevent timestamp manipulation and ensure audit integrity. - Strict Role-Based Access Control (RBAC): Both mobile app routes and backend REST API endpoints enforce strict authorization checks separating Standard Users (
user) from Company Administrators (admin) and Company Owners (owner).
6. Data Retention & How to Request Account / Data Deletion
We retain attendance records, leave history, and biometric templates only for as long as your account remains active within your organization's workspace, or as required by applicable employment and tax laws.
How Users Can Delete Their Account & Data:
- Direct Deletion by Company Administrator / Owner (Instant): Company Owners and Administrators can permanently delete any employee account directly inside the TrackTheWork mobile app via Side Menu → Staff Management → Delete Staff. Deleting an employee immediately removes their user account and biometric profile from active company access.
- Self-Service Deletion Request via Email: Any user (Owner, Administrator, or Employee) may request complete deletion of their account, facial biometric template, attendance audit photos, and personal data at any time by sending an email to [email protected] with the subject line
“Account and Data Deletion Request”and the email address or phone number associated with their account. - Processing Timeline: Verified deletion requests are processed within 7 business days. Upon deletion, your user profile, 192-d facial biometric embedding, FCM tokens, and Cloudflare R2 biometric audit images are permanently erased from our production systems.
7. Children's Privacy
TrackTheWork is an enterprise workforce and employee attendance platform intended exclusively for authorized adult employees and businesses. We do not knowingly collect personal information from children under the age of 16. If we become aware that personal data from a child under 16 has been collected, we will delete it immediately.
8. Your Data Protection Rights (GDPR, CCPA & DPDP Act)
Depending on your jurisdiction (including the European Economic Area under GDPR, California under CCPA/CPRA, and India under the Digital Personal Data Protection Act), you have the right to access, correct, export, restrict processing of, or request erasure of your personal and biometric data, as well as the right to withdraw consent for biometric or location processing. To exercise these rights, please contact your Company Administrator or email our Privacy Team at [email protected].
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect new features, regulatory requirements, or security enhancements. Any updates will be posted on this page with an updated “Last Updated” date.
10. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, our biometric security architecture, or our data handling practices, please contact us:
TrackTheWork Privacy & Data Protection Team
Email: [email protected]
Website: https://trackthework.com
Privacy Policy URL: https://trackthework.com/privacy-policy