Privacy Policy

Who are we?

KUSHU SOFTWARE a subsidiary of WHITE-MARE TECHNOLOGY ("we," "our," or "us") operates the On-Cloc mobile application and related services (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our workforce management and tracking application.

This privacy policy will be published in English. If this privacy policy is published in any language other than English, the English language version will be the governing agreement and shall control interpretation of all matters discussed below.

What information do we hold about you?

Account Information

We hold the following for the purpose of identification:

• User ID and Profile Information: First name, last name, email address, service officer profile ID
• Authentication Data: Username, password (encrypted), authentication tokens, tenant ID
• Contact Information: Phone number, alternate phone number, company email address, company contact number
• Professional Information: Employee ID, department, reporting manager
• Profile Media: Avatar/profile picture URL, address

Location Data

We collect precise and background location data when you use the app for the purpose of enhancing location tracking accuracy and understanding work patterns, including:

• Real-time GPS coordinates (latitude and longitude)
• Location accuracy metrics
• Location tracking timestamps
• Background location updates, when tracking is enabled
• Geofence validation for attendance check-in/check-out

Device Information

• Device identifiers: device model, manufacturer
• Operating system: Version and type (Android/iOS)
• Device status: Battery level/percentage
• Network information: IP address, Wi-Fi status, cellular signal strength

Activity Recognition Data

• Physical activity type: Walking, running, in vehicle, on bicycle, still, etc.
• Activity confidence levels
• Activity timestamps and duration
• Activity transition events

Work and Attendance Data

• Check-in/check-out times and locations
• Work status: Working, on break, checked out
• Break durations and timestamps
• Attendance history and patterns
• Work schedule information

Task and Job Information

• Job assignments and allocations
• Task notes and status updates
• Client visits information
• Service ticket details

Media and Files

• Photos and images: Images captured for task updates, visits, or documentation
• Documents: Leave request documents, expense receipts, supporting documentation
• File metadata: Upload timestamps, file sizes

Communication Data

• Team chat messages
• Notification tokens for push notifications
• OTP verification codes

Usage and Performance Data

• App usage patterns and feature interactions
• Error logs and crash reports
• API request/response logs

Authentication and Security Data

• Two-factor authentication (2FA)
• Session tokens and authentication credentials
• SSL certificate data for secure connections

How We Use Your Information?

We use your information to provide our services. This is to:

• Help us manage your account.
• Identify you for each session and load your associated account details.
• Improve our services (system diagnostics).
• Fraud detection and prevention.

Who do we share your information with?

At any time while your account is active, your information may be shared with:

• Our employees (within KUSHU SOFTWARE, WHITE-MARE TECHNOLOGY or a parent or subsidiary company) and contractors who may require access to perform their jobs.
• Business partners we use to provide our services, including software-as-a-service and/or third-party providers.
• Anyone who you give us explicit permission to share it with.

Within Your Organization

• Employers/Administrators: Your employer (the organization that deployed On-Cloc) has access to all data you generate through the app, including location, attendance, and work activity
• Managers/Supervisors: Your reporting managers can view your attendance, location, tasks, and performance data
• HR/Admin Teams: Administrative staff can access employee data for workforce management purposes

We'll also share it to comply with the law; to enforce our Terms and Conditions or other agreements; or to protect the rights, property or safety of us, our customers or others.

How long do we keep your data for?

We keep your data until your account is terminated by your organization. You can request for us to terminate your account by contacting us through contact@on-cloc.app.

Where do we store your data?

Your data is stored in Germany, although it may be processed by our employees or our suppliers in other areas including within the European Economic Area ('EEA'). We may share data with organizations and countries that:

• The European Commission say have adequate data protection.
• We've agreed standard data protection clauses with.

What are your rights?

• Request access to all personal data about you we store.
• Request for us to update your personal information.
• Request data deletion. Note this will result in the termination of your account.
• Request termination of processing. This would require the termination of your account and the subsequent deletion of your personally identifiable data.

To do so, please contact your organization or us through contact@on-cloc.app.

Legal Requirements

We may disclose your information if required to:

• Comply with legal obligations, court orders, or government requests
• Enforce our Terms of Service or protect our legal rights
• Prevent fraud, security threats, or illegal activities
• Protect the safety of users or the public

Third party links

Occasionally, at our discretion, we may include or link to third party products or services in our app. These third-party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites.

Children's Privacy

On-Cloc is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

Account Deletion

• Contact your organization's administrator to request account deletion
• Some data may be retained for legal compliance after deletion

How can I contact us about privacy?

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

Changes to this policy

We'll post any changes we make to our privacy notice on this page and, if they're significant changes we'll let you know within the app or through an announcement through our Services.