Privacy Policy

FaceAxis Privacy Policy

Introduction

FaceAxis (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information, including biometric face data, when you use our FaceAxis mobile application (the “App”).

Data Controller

FaceAxis is operated by:

Company: Jachoos Solution

Address: Dubai, United Arab Emirates

Email: info@faceaxis.com

Phone: +971-58-5224667

Your Consent

By using FaceAxis and registering your face data, you consent to:

The collection and processing of your biometric face data as described in this Privacy Policy
The storage of your face data for the retention period specified below
The use of your face data for attendance verification and related purposes

You can withdraw your consent at any time by contacting us at info@faceaxis.com. However, withdrawing consent may prevent you from using the attendance features of the App.

Legal Basis for Processing

We process your biometric face data based on:

Consent : You provide explicit consent when registering your face data in the App
Legitimate Interest : Processing is necessary for secure attendance verification and fraud prevention
Contractual Necessity : Processing is required to fulfill our attendance management services
Legal Obligation : Processing is necessary to comply with labor law requirements.

You have the right to withdraw your consent at any time, though this may affect your ability to use the attendance features of the App.

Information We Collect

Face Data and Biometric Information

FaceAxis collects and processes facial recognition data (biometric identifiers) to provide secure attendance tracking and workforce management services. This includes:

Facial images captured during registration
Facial recognition templates/embeddings derived from your facial images
Face recognition identifiers (face_recog_id) associated with your employee account

Other Information We Collect

Employee identification information : Employee ID, Employee Code
Personal information : Name, email, phone number, address
Employment information : Department, designation, branch, project assignments
Attendance records : Punch in/out times, location data
Location information :
– GPS coordinates when you mark attendance (for location verification)
– Geocoded addresses for field visit attendance
– Location data is used solely for attendance verification and is not used for tracking outside of attendance marking
– You can control location permissions through your device settings
Device information : Device type, operating system, app version, usage data

Why We Store Face Data

We collect and store your facial recognition data for the following specific business purposes:

1. Secure Attendance Verification : To verify your identity when you clock in or clock out, preventing time theft and unauthorized attendance marking
2. Fraud Prevention : To ensure that attendance records are accurate and that only authorized employees can mark their attendance
3. Workforce Management : To provide accurate attendance tracking, shift management, and payroll processing services
4. Compliance : To maintain accurate employment records as required by labor regulations and company policies

Face data is essential for the core functionality of our attendance management system and cannot be replaced by alternative identification methods while maintaining the same level of security and accuracy.

How Long We Store Face Data

We retain your facial recognition data for the duration of your employment with the organization using FaceAxis, plus an additional **90 days** after your employment ends. This retention period allows for:

Final payroll processing and attendance record reconciliation
Compliance with labor law requirements for record-keeping
Resolution of any disputes or inquiries related to your employment

After this period, all face data is permanently deleted from our systems. We do not store face data indefinitely. All face data is automatically deleted according to this retention schedule.

How We Use Your Information

We use your information, including face data, to:

Authenticate your identity during attendance marking
Generate accurate attendance reports and timesheets
Manage employee schedules and shift assignments
Process payroll and calculate work hours
Provide workforce analytics and insights
Comply with legal and regulatory requirements
Improve our services and user experience
Provide customer support and respond to inquiries

Data Security

We implement industry-standard security measures to protect your face data:

Encryption:
Data in transit : TLS 1.3 encryption for all data transfers
Data at rest : AES-256 encryption for stored face data and biometric templates
Access Controls :
– Multi-factor authentication for system access
– Role-based access controls limiting who can view face data
– Audit logs of all access to biometric data
Infrastructure Security :
– Secure server infrastructure with regular security updates
– Firewall protection and intrusion detection systems
– Regular penetration testing and security audits
Data Minimization :
– We only collect and store the minimum face data necessary for attendance verification
– Face images are converted to encrypted templates/embeddings where possible
Incident Response :
– 24/7 security monitoring
– Rapid response procedures for security incidents

Data Breach Notification

In the unlikely event of a data breach that affects your face data or personal information, we will:

Notify affected users within 72 hours (as required by applicable law)
Notify relevant data protection authorities where required
Provide clear information about the nature of the breach and steps being taken
Offer guidance on protective measures you can take

International Data Transfers

Your face data and personal information may be stored and processed in:
– United Arab Emirates (primary location)
– Cloud servers located in secure data centers

If data is transferred outside your country of residence, we ensure appropriate safeguards are in place, including:
– Standard contractual clauses approved by data protection authorities
– Adequate security measures and encryption
– Compliance with applicable data protection laws

Data Sharing

We do not sell, rent, or share your face data with third parties except:

With your employer/organization : For attendance management purposes, as part of the service agreement
Service providers : We may share data with trusted third-party service providers who assist in:
– Cloud hosting and data storage
– Facial recognition technology providers
– Analytics and monitoring services
– Customer support services

All service providers are bound by strict confidentiality agreements and data processing agreements that require them to:
– Process data only for specified purposes
– Implement appropriate security measures
– Not use data for their own purposes
– Delete data when services are terminated
Legal requirements : When required by law, court order, or legal process
Business transfers : In the event of a merger, acquisition, or sale of assets (with prior notice to users)

Data Processing Agreements

When your employer uses FaceAxis, they act as the data controller and we act as a data processor. We process face data on behalf of your employer in accordance with:

Our Terms of Service
Data Processing Agreements with employers
This Privacy Policy
Applicable data protection laws

Your Rights

Depending on your location, you may have the following rights regarding your face data and personal information:

Right to Access : Request a copy of your face data and other personal information we hold
Right to Rectification : Request correction of inaccurate or incomplete face data
Right to Erasure : Request deletion of your face data (subject to legal and contractual obligations)
Right to Restrict Processing : Request that we limit how we use your face data
Right to Data Portability : Request a copy of your data in a machine-readable format
Right to Object : Object to processing of your face data for certain purposes
Right to Withdraw Consent : Withdraw consent for face data processing at any time
Right to Lodge a Complaint : File a complaint with your local data protection authority

For EU Residents: These rights are provided under the General Data Protection Regulation (GDPR).

For California Residents : Under the California Consumer Privacy Act (CCPA), you have additional rights including:

Right to know what personal information is collected
Right to know if personal information is sold or disclosed
Right to opt-out of sale of personal information (we do not sell your data)
Right to non-discrimination for exercising your privacy rights

To exercise these rights, contact us at: info@faceaxis.com

We will respond to your request within 30 days (or as required by applicable law).

Biometric Information Notice

For Illinois Residents : Under the Illinois Biometric Information Privacy Act (BIPA), we:
Inform you in writing that we collect biometric identifiers
Inform you of the specific purpose and length of term for collection
Obtain your written consent before collecting biometric data
Do not sell, lease, trade, or profit from your biometric data
Store, transmit, and protect biometric data using reasonable care

For Texas Residents : Under Texas Business and Commerce Code, we comply with requirements for biometric identifier collection and retention.

Complaints

If you have concerns about how we handle your face data or personal information, you have the right to file a complaint with:

Our Data Protection Officer : info@faceaxis.com
Relevant Data Protection Authority :

UAE: [Relevant authority if applicable]
EU: Your local data protection authority (if you are an EU resident)
Other jurisdictions: The relevant supervisory authority in your country

We will investigate all complaints promptly and respond within 30 days.

Children's Privacy

FaceAxis is not intended for use by individuals under the age of 18. We do not knowingly collect face data from children. If we become aware that we have collected face data from a child under 18, we will delete such information immediately.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

Posting the new policy in the App
Updating the “Last Updated” date at the top of this policy
Sending you an email notification (if you have provided your email)
Displaying a prominent notice in the App

Your continued use of the App after such changes constitutes your acceptance of the updated Privacy Policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Email : info@faceaxis.com
Address : Dubai, United Arab Emirates
Phone : +971-58-5224667