This Policy explains what personal data Track My Staff processes — including the facial-recognition data used for attendance — and how it is used, stored, and protected.
Facial recognition is core to how the Service records attendance. During enrollment, a device camera captures a short sequence of images; the Service extracts a mathematical descriptor (a fixed-length vector of numbers) from each image and discards the original image immediately after — we do not retain the photographs themselves. During a scan, the same process runs and the resulting descriptor is compared against enrolled descriptors to identify the employee; the scan image is likewise not retained.
Because this is biometric data, we treat it as a special/sensitive category of personal data. It is collected only with the consent your Company obtains from the employee (see our Terms, Section 5), it is used solely to operate the attendance feature, and it is deleted when an employee's enrollment is removed or their record is deleted by your Company.
We do not use employee data for advertising, and we do not sell personal data.
We (and your Company, as the party with the direct relationship to its employees) rely on: the employee's consent for biometric enrollment; performance of the employment relationship / a contract for general attendance and payroll-adjacent data; and legitimate interest for security, fraud-prevention, and service-improvement processing that doesn't involve biometric data.
We do not sell personal data. We share it only with:
We retain data for as long as your Company's subscription is active and data is needed to provide the Service, plus a reasonable period afterward for legal, accounting, or dispute-resolution purposes. Biometric descriptors are deleted when an employee's face enrollment is removed or the employee record is deleted — whichever happens first. Your Company Admins can delete an employee record at any time, which removes that employee's data from active use.
We use industry-standard safeguards, including encrypted connections (HTTPS), hashed passwords, tenant-isolated data access, and short-lived or revocable API tokens for the mobile and kiosk apps. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security, but we work to protect your data against unauthorized access, alteration, or loss.
If you are an employee whose data is processed through the Service, you can exercise your data-protection rights (access, correction, deletion, or withdrawal of biometric consent) through your employer's Company Admin or HR Admin, since they administer your record. If you are a Company Admin, you can access, correct, or delete records directly in the admin panel, or contact us for assistance.
The Service is intended for use by employers tracking their workforce and is not directed at children. We do not knowingly collect personal data from individuals under the applicable working age in their jurisdiction outside of a legitimate employment context.
The web admin panel uses essential session cookies to keep you signed in and to protect against cross-site request forgery. We do not use third-party advertising or tracking cookies.
Our infrastructure may be hosted in a different country from where your Company operates. Where we transfer personal data across borders, we take reasonable steps to ensure it continues to receive an appropriate level of protection consistent with this Policy.
We may update this Policy from time to time. Material changes will be reflected by updating the effective date above, and, where appropriate, we will notify Company Admins through the admin panel or by email.
Questions about this Policy, or requests relating to your personal data, can be sent to trackmystaffcom@gmail.com.