Privacy Policy

This Privacy Policy explains how WeekMate collects, uses, stores, and protects your information when you use our products and services, including HRMS, TaskHub, e-CRM, and e-Connect.

By accessing or using WeekMate, you agree to the practices outlined in this policy.

1. Data Collection and Usage
a. Personal Data

We collect and process personal data solely for functional and operational purposes as described below.

  • We collect a facial image (“Face Data”) when you mark attendance in the app.
  • This data is used only to verify that the attendance is made by the correct user.
  • Face Data is not used for any other purpose such as marketing, profiling, or identification outside of attendance verification.
b. Usage Data

WeekMate automatically collects technical data about your use of the software. This includes:

  • Device type and operating system
  • Feature usage frequency
  • Application crash logs
  • Session durations and timestamps

This information helps us improve product performance, enhance user experience, and identify service issues. All such data is anonymized and aggregated wherever possible.

c. Cookies & Tracking

Our website and software may use cookies and similar technologies to:

  • Keep you logged in
  • Remember preferences
  • Analyze traffic and improve design

You can manage cookie preferences in your browser settings, but disabling cookies may affect certain features.

2. Data Storage and Retention
A. General Data Storage and Retention

We retain your personal information for as long as your WeekMate account remains active or as needed to provide you with our services. If you request account deletion, we will delete your data within a reasonable timeframe, subject to legal, contractual, and regulatory obligations that may require us to retain it longer.

Specifically, we may retain the following:
  • Account and payment data for up to 7 years as required by applicable taxation and accounting laws.
  • Product usage logs for up to 12 months to support diagnostics, user support, and system improvement.
  • User support correspondence and email communications for up to 24 months, for quality assurance and service history reference.

Once the retention period expires, your data will be securely deleted or anonymized for internal statistical purposes.

B. Face Data Storage and Retention

Face Data is handled strictly for attendance verification purposes and is subject to defined collection, storage, access, and retention controls as outlined below.

  • Face Data is securely stored in our servers and retained only for as long as required to support attendance verification and compliance requirements. Once this period expires, the Face Data is permanently deleted.
    • The app may collect face data through the device camera solely for the purpose of employee verification and required in-app functionality. Face data is processed securely and is not used for identification beyond verification.
      • Face data is stored only for active employees and is retained only as long as the employee remains associated with the organization. When an employee permanently leaves the organization, their face data is automatically and permanently deleted from our systems within 24 hours. We do not store face data indefinitely.
        • This retention policy ensures proper app functionality while complying with security, privacy, and legal requirements.
          • 3. Data Security

          We take the security of your personal data seriously and implement a combination of administrative, technical, and physical safeguards to protect it from loss, misuse, unauthorized access, disclosure, alteration, or destruction.

          Security measures include:
          • SSL/TLS encryption for all data in transit
          • AES-256 or higher encryption for data at rest
          • Strict access controls and authentication procedures
          • Firewall protection and DDoS mitigation
          • Routine internal audits and secure software development practices

          However, no internet-based service can guarantee 100% security. You acknowledge and accept this residual risk by using WeekMate.

          4. Your Rights and Controls

          You have the right to access, update, delete, or restrict the use of your personal data, in line with applicable data protection laws. We will honour such requests where required and ensure your data is handled lawfully, fairly, and transparently.

          As a user, you can:
          • Request a copy of the data we hold about you
          • Correct inaccurate or outdated personal data
          • Withdraw consent for optional marketing communications
          • Request the deletion of your account and associated data
          • Object to data processing for legitimate interest reasons

          To make any of these requests, please contact us at [[email protected]]. We will respond within 30 days, unless legal requirements justify an extended response period.

          5. International Transfers

          If you are located outside India, please note that your data may be transferred to, stored, and processed in India or other jurisdictions where we or our service providers operate.

          By using WeekMate, you consent to the transfer of your information to jurisdictions that may not offer the same level of data protection as your country.

          6. Children’s Privacy

          WeekMate is not intended for individuals under the age of 18. We do not knowingly collect Personal Data from minors. If we become aware that data from a minor has been collected, we will take appropriate steps to delete such information.

          7. Changes to This Privacy Policy

          We may update this Privacy Policy from time to time. If significant changes are made, we will notify you via email (if available) or by posting a notice on our website at least 15 days before the changes take effect.

          Your continued use of the services after changes become effective constitutes your acceptance of the revised policy.

          8. Contact Information

          For questions, concerns, or data access requests, you can contact us at:

          Email: [email protected]

          Postal Mail:

          WeekMate,

          5th Floor, World Center, Near Dinesh Hall, Ashram Road, Navrangpura, Ahmedabad. Gujarat – 380009

          We aim to respond to all correspondence within 5–7 business days.

          9. Data Sharing and Disclosure

          We do not share Face Data with any third parties. Face Data is accessed only by authorized systems within our service to support attendance verification. We will never sell, rent, or disclose Face Data to external parties.

           

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