Privacy Policy

1. Overview

Minopcloud respects your privacy and is committed to protecting personal data in a lawful, transparent, fair, and secure manner.

For the purpose of this Privacy Policy, Minopcloud, we, us or our refers to the operator of the Minopcloud platform and related mobile applications. User, you or your refers to any person using our website, mobile application, software, or services, including employees, administrators, students, visitors, customers, field-force users, partners, and website visitors.

2. Mobile App Privacy Disclosure

This Privacy Policy applies to Minopcloud mobile applications and explains how the applications access, collect, use, share, secure, retain, and delete personal and sensitive user data.

Minopcloud maintains this Privacy Policy, in-app disclosures, app permission notices, and app store data-safety disclosures in a consistent and transparent manner.

This policy discloses:

• Developer and privacy contact information.
• Types of personal and sensitive user data accessed, collected, used, stored, and shared.
• Purpose of collection and processing.
• Parties with whom data may be shared.
• Secure data handling practices.
• Data retention and deletion practices.
• Account and data deletion request mechanism.
• Use of app permissions such as camera, location, notifications, storage, device identifiers, and related permissions.

3. Location Data Disclosure

Location Data We Access or Collect

• Approximate location and precise GPS location.
• Punch-in and punch-out location for attendance verification.
• Geofence entry and exit location for office/site attendance.
• Live location, route data, field-visit location, distance, and time-stamped movement records, where live tracking or field tracking is enabled.
• Background location where the app must continue location-based attendance, live tracking, route tracking, visit verification, or field-force reporting when the app is closed or not actively visible on the screen.
• Device, date, time, user ID, employee ID, organisation ID, branch/site ID, and other metadata connected with the location event.

How Location Data Is Used

Location data is used to provide location-based attendance, prevent false attendance marking, verify that a user is present at an authorised worksite, enable geofence attendance, support field-force visit tracking, show live movement to authorised managers, generate route and visit reports, support payroll or attendance audit, protect users during field operations, and comply with customer-configured attendance and workforce policies.

When Location Data Is Collected

Location data may be collected when a user marks attendance, enters or exits a geofence, starts or performs a field visit, uses route or live tracking, or when a customer-enabled tracking feature requires location updates during working hours or authorised duty periods. Background location is collected only where the related feature is enabled and the user grants the required device permission.

Who Can Access Location Data

Location data may be visible to the user, the user's employer or customer organisation, authorised administrators, HR teams, reporting managers, field-force supervisors, institute administrators, and technical support personnel strictly where required for service support. Location data may also be processed by cloud hosting, analytics, notification, security, and infrastructure service providers that help us operate the app.

Sharing, Sale, and Advertising

Minopcloud does not sell location data. Minopcloud does not use location data for third-party advertising. Location data is shared only with the customer organisation, authorised users, service providers, or legal/regulatory authorities where required for the purposes described in this Privacy Policy.

User Control and Impact of Disabling Location

Users may disable location permission from device settings. If location permission is disabled, location-based attendance, geofencing, field-force reporting, live tracking, route tracking, visit verification, or related features may not work properly.

Location Retention and Deletion

Location data is retained only for as long as necessary for attendance, live tracking, field reporting, route records, customer-configured audit, payroll, legal, security, dispute resolution, or statutory purposes. Users may request access, correction, or deletion of location data through info@minopcloud.in, subject to applicable law, customer instructions, payroll/audit requirements, and legitimate retention obligations.

4. Scope of This Policy

This Privacy Policy applies to:

• Minopcloud website and landing pages.
• Minopcloud Android and iOS mobile applications.
• Time attendance, HRMS, payroll, leave, shift, overtime, and workforce modules.
• Selfie attendance, face attendance, device attendance, and biometric attendance workflows.
• Location attendance, geofencing, field-force reporting, and live tracking features.
• Visitor management, canteen, expense, partner, API, and Edutech modules.
• Customer support, sales, demo, onboarding, billing, and service communications.

This Privacy Policy does not apply to third-party websites, payment gateways, external applications, or services that are not controlled by Minopcloud.

5. Role of Minopcloud

Depending on the context, Minopcloud may act as:

• Data Fiduciary / Controller: When we decide the purpose and means of processing personal data, such as website enquiries, demo requests, support, billing, analytics, account administration, and product communications.
• Data Processor / Service Provider: When we process employee, student, attendance, payroll, visitor, face attendance, location, or tracking data on behalf of a customer organisation, employer, institute, or business using Minopcloud.

Where Minopcloud is used by an employer, institution, or organisation, that organisation is responsible for providing lawful notice, obtaining required consent, defining user access, and ensuring lawful use of Minopcloud in its workplace, field, institution, or business environment.

6. Personal and Sensitive Data We Collect

We may collect the following categories of data depending on the features enabled by the user, customer organisation, or administrator.

7. Mobile App Permissions and Sensitive Access

Minopcloud mobile applications may request access to device permissions only when required for app features enabled by the user or customer organisation.

Camera

Camera access may be used for selfie attendance, face attendance, liveness checks, profile photo capture, visitor photo capture, document capture, or other customer-enabled workflows. Camera data is used only for the disclosed feature and is not used for advertising.

Location

Location access, including approximate location, precise GPS location, foreground location, and background location where permitted, may be used for location-based attendance, geofencing, field-force visits, route tracking, live tracking, visit verification, attendance audit, workplace safety, and operational reporting. Minopcloud does not sell location data and does not use location data for third-party advertising.

Where background location is enabled, it is used only for core attendance, live tracking, route tracking, field-force reporting, workplace safety, and customer-configured business functions that require location updates even when the app is closed or not actively visible on the screen. Users may disable location permission through device settings, but doing so may affect attendance, geofence, live tracking, route tracking, or field reporting features.

Notifications

Notification permission may be used to send attendance alerts, approval reminders, shift updates, leave notifications, payroll alerts, service messages, and important account/security updates.

Storage / Files / Media

Storage or file access may be used only when a user uploads or downloads documents, images, reports, expense proofs, visitor attachments, or support files. Minopcloud does not request broad file access unless necessary for a disclosed and approved feature.

Device Identifiers and Diagnostics

Device identifiers, app diagnostics, and crash data may be used for security, fraud prevention, app performance, troubleshooting, and analytics. We do not use these identifiers to sell user data.

8. Purpose of Processing

We use personal data for the following purposes:

• To create, authenticate, and manage user accounts.
• To provide attendance, HRMS, payroll, visitor, tracking, canteen, expense, partner, API, and Edutech services.
• To verify identity for attendance and access-related workflows.
• To process leave, shift, payroll, overtime, reports, and approvals.
• To provide location-based attendance, geofencing, field tracking, and live tracking where enabled.
• To provide support, troubleshooting, product updates, and administrative communication.
• To improve product performance, reliability, security, and user experience.
• To detect, prevent, and investigate fraud, misuse, spoofing, unauthorised access, security events, or technical issues.
• To comply with legal, regulatory, contractual, tax, accounting, audit, and customer obligations.

9. Consent, Notice, and In-App Disclosure

Where required by law or platform policy, Minopcloud provides or supports clear notices and in-app disclosures before collecting personal or sensitive user data through app permissions or sensitive features.

Where we rely on consent, users may withdraw consent through device permission settings, app settings where available, customer administrator workflows, or by contacting us at info@minopcloud.in.

Withdrawal of consent will not affect processing already carried out before withdrawal. Certain services may stop working if the data or permission is necessary to provide that feature. For example, selfie attendance may not work if camera access is disabled, and geofence attendance or live tracking may not work if location permission is disabled.

10. Sharing and Disclosure of Personal Data

We do not sell personal data.

We may share data in the following limited circumstances:

• Customer organisations: Data may be visible to authorised administrators, HR teams, reporting managers, institute administrators, or customer-authorised users.
• Service providers: We may use trusted service providers for cloud hosting, analytics, crash reporting, push notifications, communication, payment processing, infrastructure, security, and customer support.
• Legal and regulatory reasons: We may disclose data to comply with law, court orders, government requests, regulatory obligations, or to protect rights, safety, security, and prevent fraud.
• Business transfers: If Minopcloud undergoes merger, acquisition, restructuring, financing, or sale of assets, data may be transferred subject to appropriate safeguards.

Examples of third-party tools or service providers may include cloud infrastructure providers, Google Analytics, Firebase, crash/error monitoring tools, notification services, attribution/analytics tools, and payment gateways, depending on the app version and features used.

11. Data Safety Summary

The following summary describes the main categories of user data that may be collected, used, and shared by Minopcloud applications and services, depending on the features enabled by the user or customer organisation.

12. Secure Data Handling

We use reasonable technical, organisational, and administrative safeguards to protect personal data against unauthorised access, loss, misuse, alteration, disclosure, or destruction.

• Access control and role-based permissions.
• Password and session security.
• Encryption in transit where applicable.
• Secure cloud infrastructure and restricted administrative access.
• Audit logs, monitoring, backup, and recovery processes.
• Security reviews, vulnerability remediation, and incident response processes.

No method of internet transmission or electronic storage is completely secure. However, we continuously work to improve our security practices.

13. Data Retention and Deletion Policy

We retain personal data only for as long as necessary for the purpose for which it was collected, including to provide services, comply with law, resolve disputes, enforce agreements, maintain audit records, and follow customer instructions.

• Account data: Retained while the account is active and for a reasonable period thereafter.
• Attendance records: Retained as configured by the customer organisation or as required for legal, HR, payroll, audit, or statutory purposes.
• Payroll and HR records: Retained according to customer instructions, tax, accounting, labour, or statutory requirements.
• Face / biometric-related data: Retained only as long as necessary for attendance verification, fraud prevention, audit, customer configuration, or applicable law.
• Location data: Retained only as long as necessary for attendance, field tracking, audit, reporting, legal, or customer-configured business purposes.
• Support data: Retained for issue resolution, service quality, dispute resolution, and audit.
• Analytics data: Retained according to analytics settings and business requirements.

Upon expiry of the retention period, data will be deleted, anonymised, archived, or securely restricted unless retention is required by law, legal claims, security, fraud prevention, contractual obligations, or customer instructions.

14. Account and Data Deletion Requests

Users may request deletion of their Minopcloud app account and associated data by using the in-app deletion path, where available, or by submitting a request through the contact details below.

To process a deletion request, we may ask for information required to verify identity and locate the account, such as registered mobile number, email address, organisation name, employee ID, student ID, or user ID.

If the account is managed by an employer, institution, or customer organisation, we may redirect the request to that organisation or process it according to its authorised instructions, contractual obligations, and applicable law.

Some data may be retained where required for legal compliance, tax/accounting, audit, fraud prevention, security, dispute resolution, payroll, statutory records, contractual obligations, or legitimate business necessity. Where deletion is not possible, we may restrict, anonymise, or archive the data as permitted by law.

15. User Rights

Subject to applicable law and identity verification, users may request to:

• Access personal data.
• Correct inaccurate or incomplete personal data.
• Delete personal data.
• Withdraw consent.
• Raise a grievance regarding data processing.
• Request information about processing activities.
• Nominate another individual to exercise rights, where applicable.
• Object to or restrict processing, where applicable under relevant law.

To exercise your rights, contact us at info@minopcloud.in.

16. Children, Students, and Institutional Use

Minopcloud is not intended for direct use by children without appropriate authorisation from a parent, guardian, school, institution, employer, or customer organisation.

Where Minopcloud Edutech or student attendance services are used, the customer institution is responsible for ensuring that student data is collected and processed lawfully, including parental or guardian consent where required.

We do not knowingly process children's personal data for targeted advertising, behavioural profiling, or unauthorised tracking. Where any Minopcloud service is used in a child-directed or student-facing environment, Minopcloud and the relevant customer organisation will apply additional safeguards required by applicable law and platform policies.

17. Cookies, Analytics, and Third-Party SDKs

We may use cookies, SDKs, APIs, and similar technologies to operate our website and app, maintain sessions, remember preferences, analyse usage, monitor performance, send notifications, detect issues, and improve services.

Types of technologies may include:

• Essential cookies: Required for login, security, and service operation.
• Functional cookies: Used to remember user preferences.
• Analytics cookies/SDKs: Used to understand app and website usage.
• Crash and diagnostics SDKs: Used to identify app errors and improve performance.
• Notification SDKs: Used to send service alerts and administrative messages.

Users may disable cookies through browser settings. Device-level app permissions may be managed through Android or iOS settings.

18. Data Storage and Transfers

Minopcloud primarily stores and processes data in India or through approved cloud infrastructure based on customer configuration and service requirements.

Where data is transferred outside India, we take reasonable steps to ensure appropriate safeguards, contractual protections, and compliance with applicable data protection requirements.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we may notify users through website notice, email, app notification, or other appropriate means.

The updated policy will be effective from the date mentioned at the top of this page. Users are advised to review this Privacy Policy periodically.

20. Contact Us