Privacy Policy for Asia World HRMS

Last Updated: January 2026

Introduction

Asia World HRMS ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Human Resources Management System (HRMS) mobile application and related services (collectively, the "Service").

Please read this Privacy Policy carefully. By using our Service, you agree to the collection and use of information in accordance with this policy.

Information We Collect

Personal Information

We may collect the following types of personal information:

• Employee Information: Name, employee ID, email address, phone number, date of birth, address, photograph, and other identification details
• Employment Details: Job title, department, employment status, hire date, salary information, performance records, and attendance data
• Biometric Data: Fingerprint or facial recognition data for attendance and authentication purposes (where applicable)
• Device Information: Device model, operating system version, unique device identifiers, IP address, and mobile network information
• Usage Data: App usage patterns, features accessed, login times, and interaction logs
• Location Data: GPS coordinates or approximate location for attendance tracking and geofencing (where applicable)

Automatically Collected Information

• Device identifiers and hardware information
• Log files and error reports
• Cookies and similar tracking technologies
• Network information and connection type

How We Use Your Information

We use the collected information for the following purposes:

1. HR Management: Processing payroll, managing employee records, tracking attendance, and handling leave requests
2. Authentication: Verifying user identity and securing access to the Service
3. Communication: Sending notifications, updates, and important announcements related to employment
4. Compliance: Meeting legal and regulatory requirements, including tax reporting and labor law compliance
5. Service Improvement: Analyzing usage patterns to enhance app functionality and user experience
6. Security: Detecting and preventing fraud, unauthorized access, and other security threats
7. Support: Providing customer support and responding to inquiries

Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

With Your Employer

All employee data is accessible to your employer (Asia World) for legitimate business purposes related to HR management.

Service Providers

We may share data with third-party service providers who assist us in operating the Service, including:

• Cloud hosting providers
• Analytics services
• Payment processors (for payroll)
• Communication services

Legal Requirements

• We may disclose information if required by law, court order, or government regulation
• We may share information to protect our rights, property, or safety, or that of our users or others

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Secure authentication mechanisms
• Regular security assessments and updates
• Access controls and user authentication
• Secure server infrastructure

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

Data Retention

We retain your personal information for as long as necessary to:

• Provide the Service to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain employment records as required by law

When data is no longer needed, we will securely delete or anonymize it in accordance with our data retention policies and applicable laws.

Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Portability: Request a copy of your data in a portable format
• Opt-out: Opt out of certain data collection or processing activities
• Withdraw Consent: Withdraw consent for data processing where consent is the legal basis

To exercise these rights, please contact us using the information provided in the "Contact Us" section below.

Children's Privacy

Our Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information promptly.

If your target audience includes children under 13, please note that additional compliance requirements may apply under the Children's Online Privacy Protection Act (COPPA) and similar regulations.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. By using our Service, you consent to the transfer of your information to these countries.

Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read the privacy policies of any third-party services you access.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending you a notification through the app or via email (for significant changes)

Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information is collected
• The right to know if personal information is sold or disclosed
• The right to opt-out of the sale of personal information
• The right to access your personal information
• The right to request deletion of personal information
• The right to non-discrimination for exercising your privacy rights

GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Right to access, rectify, or erase your personal data
• Right to restrict or object to processing
• Right to data portability
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

Consent

By using Asia World HRMS, you consent to our Privacy Policy and agree to its terms.

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This Privacy Policy is effective as of the date listed above and applies to all users of the Asia World HRMS application.