1. Introduction and Scope

Welfog Staff is a workplace mobile and web-based application designed for employees (staff) and company administrators to manage day-to-day HR operations. Core features include GPS-based attendance check-in and check-out within office geofence zones, leave applications and approvals, holiday calendars, performance tracking, salary slips, payout period calculations (monthly, weekly, or half-monthly), bank account details for disbursement, document uploads (such as Aadhaar, PAN, passport, driving licence, and résumé), company announcements, push notifications, and administrative tools for staff records, departments, office maps, attendance reports, and payroll export.

This Privacy Policy explains what information may be collected, how it may be used, with whom it may be shared, and what choices you may have. It also sets out limitation of liability and disclaimer of warranties binding on all users. If you do not agree with any part of this policy, you must not use the App and should uninstall it immediately.

The App is intended only for authorized adult workplace users (typically 18 years or older) who have been onboarded by an employer or company administrator. It is not directed at children and must not be used by minors.

2. Roles: Platform Operator vs. Your Employer

Platform operator: Welfog (including Welfog India / welfogindia branding) operates the technical infrastructure, mobile application, and backend APIs hosted at staff.welfog.com.

Your employer / company: The organization that creates your staff account, defines office location boundaries (geofences), sets salary types and payout rules, approves leave, reviews attendance, and manages payroll and HR records is the primary decision-maker regarding your employment data.

We process data on behalf of employers to deliver the Service. We are not your employer, legal advisor, accountant, or payment guarantor. Any wage, bonus, deduction, or payout shown in the App is informational and subject to your employer’s final approval and applicable law. The Company does not guarantee that displayed salary figures, slip amounts, or payout schedules match actual bank credits.

3. Information We Collect

3.1 Account and authentication

• Mobile number and/or email address used for login
• Password (transmitted securely for authentication; session tokens stored locally on device via AsyncStorage)
• User ID, role (staff or admin), company ID, and related session metadata
• Staff login: mobile + password · Admin login: email + password

3.2 Profile and employment information

• Name, phone, email, gender, address or location text
• Profile photograph (from camera or gallery)
• Department, designation, company name, salary amount, salary type (e.g. monthly, weekly, half-monthly), half-day payout settings, and other fields returned by employer-configured APIs

3.3 Attendance, location, and verification media

When you use attendance features, the App requests device location (GPS) while the App is in use (not continuous background tracking for attendance purposes as described in product behaviour). Location is used to:

• Determine whether you are inside or outside your company’s defined office geofence
• Submit check-in and check-out with latitude and longitude to endpoints such as /api/attendance/checkin, /api/attendance/checkout, and /api/attendance/office-status
• Display monthly attendance summaries and session duration on staff home and attendance screens

If you are outside the office zone but your employer allows override attendance, the App may require a front-camera selfie. The image is uploaded to our servers (e.g. via /api/upload) and linked to your attendance record. You consent to this verification method by proceeding with check-in. We do not warrant that GPS or selfie verification is foolproof; signal errors, device tampering, or incorrect geofence configuration may produce inaccurate results for which the Company accepts no liability.

3.4 Leave, holidays, announcements, and performance

• Leave type, dates, times, reasons, and approval status
• Public and company-specific holiday data
• Announcements and in-app notifications
• Performance metrics, reports, and notes visible to you or administrators

3.5 Payroll, salary slips, and bank details

• Computed payout amounts based on attendance, allowances, salary type, and period rules (system-generated slips)
• Bank name, account number, IFSC code, account holder name, and primary account designation
• Historical salary slip data and payout period labels shown in the App

Financial disclaimer: All payroll and payout information is generated from rules and data entered by your employer. The Company is not responsible for incorrect salaries, missed payments, tax withholding, statutory compliance, or disputes between you and your employer. Bank details you provide are stored and displayed for your employer’s disbursement process; we do not act as a bank or payment institution.

3.6 Documents and file uploads

• Identity and employment documents (Aadhaar, PAN, passport, driving licence, CV/resume, etc.) selected from your device and uploaded to server storage for admin review

3.7 Push notifications and device tokens

• Expo push notification token, platform (Android/iOS), user type, user ID, company ID — registered via /api/push-token
• Alerts regarding leave status, attendance, holidays, announcements, and similar workplace events

3.8 Support and third-party communication

• Messages sent through in-app “Email Us” (your email, subject, body, linked user ID)
• Employer-configured support phone, email, or WhatsApp links — opening these may redirect you to third-party apps outside our control

3.9 Administrator-only processing

Company administrators may access or manage staff records, departments, multiple companies, office map coordinates, geofence placement, attendance reports, leave approvals, announcements, notification settings, payroll exports, and company branding (including logos from the photo library).

3.10 Local device storage and technical logs

• Login tokens, cached profile JSON, check-in state, selected company (admin), notification baselines, and preferences until logout, clear data, or uninstall
• Server logs: IP address, timestamps, API routes, device platform, and error diagnostics necessary to operate the Service

We do not sell your personal information to advertisers or data brokers.

4. Device Permissions

You may deny permissions in device settings; dependent features will not function. Denying permissions does not remove your employer’s right to manage attendance through other lawful means.

5. How Information Is Used

We and your employer use collected information solely to:

1. Authenticate users and deliver App functionality
2. Record, calculate, and report attendance, leave, and related workforce data
3. Generate and display salary slips, payout estimates, and performance information
4. Facilitate document storage and HR administration
5. Send push or in-app notifications about workplace updates
6. Respond to support inquiries and maintain platform security
7. Improve reliability and prevent misuse of the Service

We do not guarantee uninterrupted or error-free operation. Scheduled maintenance, network failures, or third-party outages may affect availability without compensation.

6. Sharing and Disclosure

Information may be shared with:

• Your employer and authorized administrators within your company account
• Infrastructure providers (e.g. cloud hosting, Expo push services, mapping APIs such as Google Maps where configured) under confidentiality obligations
• Legal or regulatory authorities when required by applicable law, court order, or to protect rights and safety

We do not sell personal data for marketing. External links (WhatsApp, email clients, browsers) are governed by those providers’ own policies; we are not responsible for their practices.

7. Data Retention

Data is retained while your account remains active and as needed for service delivery, legal compliance, dispute resolution, and enforcement of agreements. Retention of attendance logs, payroll records, and documents may follow your employer’s internal policies and applicable labour, tax, or record-keeping laws. Upon termination of employment or account deletion by an admin, archival or deletion is at the employer’s discretion unless otherwise required by law.

8. Security

We implement reasonable technical measures such as HTTPS for production API traffic (https://staff.welfog.com) and token-based API authentication. No security method is perfect. You are responsible for safeguarding your password, securing your device with a lock screen, and reporting suspected unauthorized access to your employer immediately. The Company shall not be liable for breaches caused by user negligence, device compromise, employer misconfiguration, or events beyond our reasonable control.

9. Your Choices and Rights

Depending on applicable law (including India’s Digital Personal Data Protection Act, 2023, where relevant), you may request access, correction, or deletion of certain personal data. For employment-related records, contact your HR administrator or employer first. Platform-level requests may be submitted via in-app Support or the contact details below. We will endeavour to respond within reasonable timeframes but make no guarantee of outcome where the employer controls the underlying data.

You may withdraw optional consents by disabling location, camera, or notifications in device settings; mandatory features for your job may still be required by your employer outside the App.

10. Disclaimer of Warranties and Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

• The App and all content, calculations, reports, maps, and notifications are provided “AS IS” and “AS AVAILABLE” without warranties of any kind, whether express, implied, or statutory, including merchantability, fitness for a particular purpose, accuracy, or non-infringement.
• The Company, its directors, employees, agents, and affiliates shall not be liable for any direct, indirect, incidental, special, consequential, or punitive damages arising from: (a) use or inability to use the App; (b) inaccurate attendance, GPS, or selfie data; (c) payroll, payout, or salary slip errors; (d) delayed or failed salary payments; (e) loss of data; (f) employment termination or disciplinary action based on App records; (g) unauthorized access; or (h) any third-party service or employer decision.
• Total aggregate liability of the Company for any claim relating to the App shall not exceed the amount you paid to us for the App in the twelve (12) months preceding the claim, or INR 1,000 (one thousand Indian Rupees), whichever is lower, if the App was provided free of charge.
• You agree to indemnify and hold harmless the Company from claims, damages, and expenses (including legal fees) arising from your misuse of the App, violation of this policy, or infringement of third-party rights.
• Disputes regarding wages, attendance penalties, leave rejection, or performance ratings are strictly between you and your employer. The Company will not mediate employment disputes and bears no responsibility for outcomes.

11. Children’s Privacy

We do not knowingly collect personal information from anyone under 18. If you believe a minor’s data was submitted, contact us and your employer for removal.

12. International Processing

Data is primarily processed on servers supporting staff.welfog.com. If processing occurs outside your country, we take steps consistent with applicable law; cross-border transfer risks are borne by you and your employer.

13. Changes to This Policy

We may update this Privacy Policy at any time without prior individual notice. The “Last updated” date will reflect revisions. Continued use after changes constitutes acceptance. Material changes may additionally be communicated through the App or your employer. It is your responsibility to review this page periodically.

14. Governing Law and Contact

This policy is governed by the laws of India, subject to mandatory consumer protections where applicable. Courts at the Company’s principal place of business in India shall have preferred jurisdiction, unless otherwise required by law.

Privacy and platform inquiries:
Website: https://staff.welfog.com
In-app: Profile → Support, or Email Us
Employment, payroll, attendance, and bank payout issues: contact your company HR or administrator — not the App developer.

15. Acceptance

By tapping “I agree”, logging in, checking in, uploading documents, or otherwise using Welfog Staff, you confirm that you have read this entire Privacy Policy, understand that the Company accepts no responsibility or liability as set forth above, and agree to be bound by it. If you are using the App on behalf of an organization, you represent that you have authority to bind that organization to these terms.