AiyaHR is a staff attendance and HR application for organisations, provided by CloudSync Technologies LLC (“we”, “us”). This policy explains what personal data the AiyaHR mobile app and service handle, why, and your rights. It applies to the AiyaHR app on iOS and Android and the AiyaHR service it connects to.

Who controls your data. AiyaHR is used by your organisation or employer to manage staff attendance. Your employing organisation is the data controller — it decides what is collected and why. We act as the data processor, operating the service on its behalf. For requests about your personal data, contact your HR department first; you may also contact us at the address below.

1. Information we handle

Account & profile — your name, employee ID, work email, role, department and branch, as provided by your employer.
Attendance records — check-in/check-out times, work mode, leave and regularisation requests.
Location — your device’s GPS coordinates at the moment you check in or out, used only to confirm you are within your workplace zone. AiyaHR does not track your location in the background or at any other time.
Face data (only if your employer enables face check-in) — a photo taken at check-in and a mathematical face template used to confirm your identity. This is biometric data and is handled with additional care (see §3).
Device & usage — device model, app version, and basic security/diagnostic logs (e.g. sign-in events) to keep the service reliable and secure.
Assistant messages (optional) — if you use the in-app AI assistant, the messages you send it are sent to Google Gemini (Google LLC) to generate a reply. This only happens when you choose to use the assistant, after you consent in the app.

2. How we use it

Record and verify your attendance and process leave/HR requests.
Confirm check-ins are genuine (location and, if enabled, face matching) to prevent fraud.
Keep the service secure, diagnose problems, and provide support.

We do not sell your data and do not use it for advertising or cross-app tracking.

3. Location & biometric (face) data

Location is read only when you tap check in or check out, and only to compare against your assigned workplace zone. You control the OS location permission and can revoke it in your device settings (check-in will then require another method your employer allows).

Face data, where your employer enables it, is used solely to verify it is you at check-in. The face template is stored securely; check-in audit photos are retained on a short rolling window and then automatically deleted. Where your employer permits a non-face check-in method, you may use that instead.

4. Who we share it with

Your employing organisation — attendance and HR data is visible to your authorised administrators and managers.
Service providers that help us run the service under contract: cloud hosting (Amazon Web Services), and Google LLC — for optional single sign-on and, when you use the in-app AI assistant, Google Gemini, which processes the question you send to generate a reply. They process data only on our instructions.
Legal — where required by law or to protect rights and safety.

5. Where data is processed

The service is hosted on Amazon Web Services in the Mumbai (India) region. If you are in the UAE or elsewhere, your data may be processed in India under appropriate safeguards.

6. How long we keep it

Attendance and account data is kept while you are employed and for as long as your employer requires or the law demands. Check-in audit photos are deleted automatically on a short rolling window. When your employer ends its use of the service, data is deleted or returned per our agreement with them.

7. Your rights

Subject to applicable law (including the UAE Personal Data Protection Law), you may request access to, correction of, or deletion of your personal data, and object to certain processing. Because your employer is the controller, please raise these with your HR department; we will support them in responding. You can also contact us directly.

8. Security

We protect data with encryption in transit and at rest, access controls, and audit logging. No system is perfectly secure, but we work to safeguard your information.

9. Children

AiyaHR is a workforce app for staff. It is not directed to, and does not knowingly collect data from, children.

10. Changes

We may update this policy; we will change the “last updated” date above and, where appropriate, notify you in the app.

11. Contact

CloudSync Technologies LLC — support@cloudsync.ae