This Privacy Policy explains how Qubha Infotech Pvt Ltd ("Qubha", "we", "us", "our") collects, uses, stores and protects personal information when you use the Workforce360 HRMS web application and mobile application (together, the "App").

Important – who controls your data. Workforce360 is a workforce management platform that we provide to organisations (your "Employer", for example the company or contractor you work for or visit). Your Employer decides what information is recorded about you and how it is used, and is the data controller / data fiduciary. Qubha processes that information on your Employer's behalf, as a data processor. For many requests (such as correcting or deleting employment records) you should contact your Employer's HR department first. We will help them respond.

1. Information we collect

Depending on the modules your Employer has turned on, the App may process the following information.

Category	Examples
Identity and contact	Name, employee / staff code, photograph, email address, mobile number, date of birth, gender, address, emergency contact.
Employment details	Department, designation, grade, skill level, branch, shift, reporting manager, contractor, joining date, employment status (active, inactive, debarred, terminated).
Attendance and time	Check-in / check-out time from biometric, card or face-recognition devices, shifts, overtime, permissions, miss-punch corrections, leave and comp-off requests and approvals.
Biometric-related data	A face image used to enrol you on your Employer's attendance devices, and attendance events produced by fingerprint / face / card devices. Biometric templates are normally stored on your Employer's attendance devices. The App stores the resulting attendance records and enrolment photo.
Payroll-related data	Salary structure, attendance-based pay inputs, incentives, loss-of-pay days, and statutory forms (e.g. EPF, Gratuity, Income-tax declarations) where your Employer uses these features.
Documents	Files you or your Employer upload, such as identity documents, employment application documents, medical-insurance cards and induction forms.
Visitor information	For visitors: name, mobile number, company, photograph, ID details, host, area of visit and visit time.
Signatures	Hand-drawn signatures captured for approvals (for example work permits or forms).
Communications	Messages you send through in-app HR chat, event questions, feedback and quiz answers.
Account and security	Username, encrypted password, login history (date, time, IP address, device / browser), one-time passwords, and audit logs of changes made in the App.
Device information	Device type, operating system version, app version and a push-notification token, used to deliver notifications to your device.

We collect this information from you directly, from your Employer (HR, managers, contractors), from your Employer's attendance devices and connected HR / payroll systems, and automatically when you use the App.

2. Device permissions

The mobile App asks for permissions only when a feature needs them. You can deny or withdraw them at any time in your device settings. The related feature will then not work.

Camera – to take a profile, visitor or face-enrolment photo, or to capture a staff in/out photo.
Photos / files – to attach documents or images you choose to upload.
Notifications – to tell you about approvals, requests, attendance alerts and messages.
Location – only if your Employer enables location-based attendance and you allow it. Location is then recorded only at the moment you mark attendance, not in the background.

3. How we use information

To provide the App's features: attendance, shifts, leave and permission requests, approvals, payroll inputs, visitor and meeting-room management, work permits, events, training and documents.
To sign you in, keep your account secure and prevent fraud or misuse.
To send you notifications, emails, SMS or WhatsApp messages about your requests, approvals, passes and account (for example password-reset codes).
To produce reports for your Employer (for example attendance registers and headcount reports).
To provide support, fix problems and improve the reliability of the App.
To meet legal obligations and respond to lawful requests.

We do not sell personal information, and we do not use it for advertising.

Information is shared only as needed to run the App:

Your Employer – authorised HR staff, managers, approvers and, for contract staff, your contractor can see the information their role allows.
Service providers who process data for us under confidentiality obligations, such as:
- Hosting / servers (your Employer's own servers or a cloud provider chosen by your Employer);
- Push notifications (Google Firebase Cloud Messaging / Apple Push Notification service);
- Email delivery (your Employer's mail server or email provider);
- SMS and WhatsApp delivery providers, when your Employer turns these channels on;
- AI assistant provider (Anthropic), only when your Employer turns the assistant on – see section 5.
Connected systems chosen by your Employer, such as attendance devices or HR / payroll software.
Legal reasons – when required by law, court order or government authority, or to protect the rights, safety and property of users, your Employer or Qubha.

5. AI assistant

If your Employer enables the built-in AI assistant or AI features (for example grouping event questions), the text of your question and the limited App data needed to answer it are sent to Anthropic's Claude service to produce a response. The assistant can only read information that your role is already allowed to see in the App, and it cannot change data. Anthropic processes this data under its commercial terms and does not use it to train its models. Do not enter sensitive personal information into the assistant that it does not need.

6. Storage and security

Data is stored on servers operated by or for your Employer, normally in India unless your Employer chooses another location.
Data is encrypted in transit (HTTPS/TLS). Passwords are stored only in a hashed form.
Access is limited by role-based permissions. Each organisation's data is kept separate from other organisations.
Important changes are written to an audit log.

No system is completely secure, but we take reasonable technical and organisational measures to protect your information and will notify your Employer of a data breach as required by law.

7. Data retention

We keep personal information for as long as your Employer keeps an active account with us and as long as needed for the purposes above. Employment, attendance and payroll records may need to be kept for periods required by labour, tax and other laws. When data is no longer needed, it is deleted or anonymised. Your Employer can ask us to delete its data when it stops using the App.

8. Your rights

Subject to applicable law (including India's Digital Personal Data Protection Act, 2023), you may have the right to:

access a summary of the personal information held about you;
correct inaccurate or incomplete information;
request deletion of information that is no longer needed;
withdraw consent where processing is based on consent (for example optional notifications or camera access);
raise a grievance and nominate another person to exercise your rights.

Please contact your Employer's HR department first, or contact us using the details below. We will respond within the time required by law.

9. Account and data deletion

Accounts in the App are created and managed by your Employer. To delete your account and associated personal data:

ask your Employer's HR department to deactivate and delete your account; or
email us at info@qubha.com with the subject "Account deletion request", your name, organisation name and registered mobile number or email.

We will verify the request with you and your Employer and delete or anonymise your data within 30 days. Records that the law requires your Employer to keep (for example statutory attendance and payroll records) may be kept for the required period and then deleted.

10. Children

The App is intended for working adults, visitors and event participants. It is not directed at children under 18, and we do not knowingly collect personal information from children.

11. Tracking and advertising

The App does not show advertising and does not track you across other companies' apps or websites. We use only essential storage on your device (for example to keep you signed in and remember your settings).

12. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date above shows when it was last changed. We will notify you in the App or by other means when changes are significant.

13. Contact us

For questions, requests or grievances about this Privacy Policy or your personal information:

Qubha Infotech Pvt Ltd
No 8, Sky Home, Lingam Nagar, Mudichur, Chennai 600048, Tamil Nadu, India
Phone: +91 95974 36220
Email: info@qubha.com
Website: qubha.com

See also the general website privacy policy.

Privacy Policy – Workforce360 HRMS