Privacy Policy

OrgNest Technologies Pvt. Ltd. ("OrgNest", "we", "us") provides HR, payroll, and PSA software to organizations. This policy explains how we handle personal data we collect through our websites, web application, and the OrgNest mobile apps for iOS and Android.

The OrgNest mobile app is an employee self-service tool. Your account is created and managed by your employer, and you sign in with credentials your employer provides. When you use OrgNest as an employer, you are the data controller for your employees' data and OrgNest is the processor.

Account data — name, email, phone, job title, employer.

Usage data — pages and screens visited, features used, and browser information.

Mobile & device data — device model, operating system, app version, and diagnostic logs. On mobile we also collect the specific data described in "Mobile app permissions" below.

Employee data — when you use OrgNest as an employer, you provide personal data about your employees (for example attendance, leave, and payroll records). You are the controller; we are the processor.

To deliver, secure, and improve the service, including attendance, leave, payroll, and employee self-service features.

To record where attendance is marked — and, where your employer has enabled it, your location while you are clocked in — so your employer can verify attendance and field work.

To communicate with you about updates, outages, approvals, and billing.

To comply with applicable law, including India's Digital Personal Data Protection (DPDP) Act.

The OrgNest mobile app requests only the permissions its features need. You can grant or deny each one in your device settings; some features will not work without the relevant permission.

Location at clock-in and clock-out (precise and approximate) — captured at the moment you clock in and the moment you clock out, so your attendance can be geo-tagged for your employer.

Location tracking while clocked in (only if your employer turns it on) — your employer can enable location tracking for your profile. When it is on, the app records your location about every 5 minutes from the time you clock in until you clock out. On Android this continues while the app is in the background or your phone is locked; on iPhone, location is recorded only while the OrgNest app is open on screen. Before tracking starts for the first time, the app shows a notice that you must acknowledge. While tracking is active, your device shows that location is in use (an ongoing notification on Android; the location indicator on iOS), and the app's Attendance screen says so.

We never collect your location when you are not clocked in. Tracking stops automatically when you clock out, sign out, or your employer turns it off. Location points recorded outside a clock-in session are rejected and not stored.

Location data is visible only to your employer's authorised administrators and HR staff and to your reporting manager, as a route on the day's attendance record. It is used only for attendance and is never used for advertising or sold. Your employer, as the data controller, decides how long it is retained; it is erased when your profile is deleted or anonymised.

If you deny location permission or turn off location services, you can usually still clock in and out (unless your employer requires you to be at an office location to clock in), and your employer will see that no location was recorded.

Camera and photos — used when you choose to set or update your profile photo or attach an image to a request, and, if your employer has turned on attendance face checks, to take an attendance selfie when you clock in or out (see "Face data" below).

Biometric unlock (Face ID, Touch ID, or fingerprint) — used to unlock the app. Biometric matching is performed entirely by your device's operating system; OrgNest never receives, sees, or stores the biometric data used for unlocking — only a success or failure result. Biometric unlock is separate from the attendance face check described under "Face data".

Notifications — used to alert you about approvals, payslips, attendance reminders, and other work updates.

Your authentication token is stored securely in the device Keychain (iOS) or Keystore (Android) and is removed when you sign out or delete the app.

What it is — some employers turn on an attendance face check, which confirms that the person clocking in or out in the mobile app is the employee whose account is used. It applies only to employees their employer enables it for. It is not used to sign in to OrgNest or to unlock the app: signing in uses your password and, if you turn it on, your phone's own Face ID or fingerprint (see "Biometric unlock" above).

What face data we collect — (a) one enrolment photo (selfie) you take when you set up the face check; (b) a face template: a list of 192 numbers computed from that photo on your phone, which describes your face for matching and cannot be turned back into a photo; and (c) at each clock-in and clock-out, a new template computed on your phone from a fresh selfie. We also store, with the attendance record, the result of each check (match or no match) and a similarity score. A punch selfie is kept only when the check fails or cannot be completed, so that your employer can review it; for a successful match, no punch photo is stored.

How it works — face detection, a blink check, and template calculation all run on your phone, using Google ML Kit's on-device face detection and an on-device face-recognition model bundled with the app. No face images or templates are sent to Google. The app sends the template to OrgNest's servers, which compare it with your enrolled template to decide whether it matches.

How we use it — only to verify attendance punches for your employer and to let your employer's authorised HR staff, administrators, and your reporting manager review your enrolment photo and any punch selfies from failed checks. Face data is never used for advertising, profiling, identification outside your employer's attendance, or training models, and is never sold.

Sharing — face data is not shared with any third party. It is visible only to your employer's authorised users described above. It is stored with our hosting provider, Amazon Web Services, acting as our sub-processor on our instructions.

Where it is stored — on OrgNest servers in India, hosted with Amazon Web Services in the Mumbai (ap-south-1) region. Face templates are encrypted with AES-256 in our database; photos are stored in private, access-controlled storage and are shown only through short-lived signed links.

How long we keep it — your face template and enrolment photo are kept while you are employed by the organisation that enabled the face check, and are deleted automatically within 24 hours after your employment ends (when your employer marks you as having left), when your employer resets your enrolment, or when your personal data is erased. Punch selfies from failed checks are deleted automatically 90 days after they were taken, or within 24 hours after your employment ends, whichever is sooner. The match result and score stay with your attendance record, which your employer retains as part of its attendance and payroll records.

Deleting your face data — you can delete your face template, enrolment photo, and any punch selfies at any time in the app: Profile → Face for attendance → Delete my face data. You can also ask your employer's HR team, or email connect@oadbox.com. If your employer requires the face check, you will need to enrol again before your punches can be verified.

Consent — before you enrol, the app explains how your face data is used and asks for your consent. You can decline; your employer decides how attendance is handled for employees who have not enrolled.

We share data only with vetted sub-processors (hosting, email, error monitoring). A full list is available on request.

We do not sell personal data. Ever.

You may access, correct, export, or delete your personal data. Email connect@oadbox.com — we respond within 30 days.

Your OrgNest account is created and managed by your employer. To delete your account and the personal data associated with it, either ask your employer's HR or admin to remove your profile, or email connect@oadbox.com from your registered address with the subject "Account deletion".

We verify the request and complete deletion within 30 days. Some records must be retained where the law requires it — for example statutory payroll, tax, and provident-fund records under Indian law — and are deleted once those retention periods end.

Uninstalling the mobile app from your device removes locally stored data (such as your saved session) but does not by itself delete your OrgNest account. Use the steps above to delete the account.

AES-256 encryption at rest, TLS 1.3 in transit, MFA-protected production access, and SOC 2-aligned processes. See our Security page for the full stack.

OrgNest is a workplace tool intended for use by employees aged 16 and older. We do not knowingly collect personal data from children. If you believe a child has provided us data, contact connect@oadbox.com and we will delete it.

Data Protection Officer: connect@oadbox.com. Postal address: OrgNest Technologies, Koramangala, Bengaluru 560095, India.