Last updated: September 18, 2026

This Privacy Policy explains how the Digital HR mobile application ("the App"), provided by IPLEX Technologies Pvt Ltd, collects, uses, and protects information about employees who use the App for attendance, leave, payroll, and other workplace management functions. The App is made available to you by your employer for internal HR use only and is not available for public download or use outside of an employment relationship.

1. Information We Collect

We collect the following categories of information when you use the App:

  • Account & profile information: name, employee ID/username, email address, phone number, date of birth, department, designation, branch, and profile photo.
  • Authentication data: login credentials and password (stored in encrypted/hashed form).
  • Attendance & location data: check-in/check-out timestamps, GPS location (fine and coarse) at the time of attendance, connected Wi-Fi/network information used to validate office-based attendance, and NFC tag/card identifiers used for tap-based attendance.
  • Leave & time-off data: leave requests, leave types, leave balances, and leave calendar entries.
  • Payroll & financial data: payslips, salary and payroll details, advance salary requests, TADA (travel and daily allowance) claims and attached receipts, and Social Security Fund (SSF) contribution history.
  • Work data: assigned projects and tasks, task comments and checklists, team meetings, training and event enrolments, awards, and assigned company assets.
  • Conduct & HR records: complaints, warnings and your responses, resignation requests, and support/help desk queries.
  • Documents & media: photos, scanned documents, and files you upload (e.g. profile pictures, TADA receipts, complaint attachments).
  • Device & technical data: device model and operating system, app version, push-notification token, IP address, and general network information.

2. How We Use Your Information

  • To record and verify attendance, leave, and working hours.
  • To process payroll, advance salary, TADA, and SSF-related requests.
  • To manage tasks, projects, training, events, and company assets assigned to you.
  • To handle complaints, warnings, resignations, and support requests raised through the App.
  • To send push notifications and in-app alerts (e.g. leave approvals, notices, reminders) via Firebase Cloud Messaging.
  • To maintain the security, integrity, and proper functioning of the App and to prevent misuse.
  • To comply with our record-keeping obligations under applicable Nepalese labour and social security laws.

3. Device Permissions

The App requests the following device permissions, used only for the purposes described:

  • Location: to confirm you are checking in/out from an approved location.
  • Camera & Photos/Storage: to scan QR/NFC codes, capture or upload your profile photo, and attach documents (e.g. TADA receipts, complaint evidence).
  • NFC: to mark attendance by tapping a registered NFC card/tag.
  • Notifications: to deliver push and scheduled reminders.
  • Biometric/Face ID (where supported): used only to unlock the App on your own device; biometric data is processed locally by your device's operating system and is never transmitted to or stored on our servers.
  • Network state: to check connectivity and, where enabled by your employer, to validate office Wi-Fi based attendance.

4. Who We Share Information With

  • Your employer's HR/admin team: attendance, leave, payroll, and conduct records are visible to authorised HR administrators and approvers within your organisation, as part of normal HR operations.
  • Service providers: we use Firebase (Google) for push notifications and related app infrastructure. These providers process data only on our behalf and under appropriate confidentiality obligations.
  • Legal & compliance: we may disclose information where required by law, regulation, or a valid legal process.

We do not sell your personal information to third parties.

5. Data Storage & Security

Data submitted through the App is transmitted over encrypted (HTTPS) connections and stored on secured servers. Access within the App is restricted using role-based permissions (e.g. Admin vs. Employee). While we take reasonable technical and organisational measures to protect your information, no system can be guaranteed 100% secure.

6. Data Retention

We retain your information for as long as your account remains active and for the period required by your employer's record-keeping obligations and applicable labour and tax laws thereafter. When no longer required, data is deleted or anonymised in line with our retention practices.

7. Your Rights

You may access, review, or request correction of your personal information from your organisation's HR administrator through the App's Profile section. Requests to delete or export your data should be directed to your employer, as they act as the primary data controller for your employment records; we support such requests as the App's service provider.

8. Children's Privacy

The App is intended solely for use by employees of organisations that have licensed the Digital HR platform. It is not directed at children, and we do not knowingly collect information from individuals who are not employees.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the App's functionality or applicable law. The "Last updated" date at the top of this page indicates when it was last revised. Continued use of the App after changes take effect constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact your HR department, or reach us at info@iplextechnologies.com / iplextechnologies.com.