1. Introduction

WotBot Attendance System ("we," "our," or "the Service") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our WhatsApp-based attendance tracking system. Please read this privacy policy carefully.

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this policy, please do not use the Service.

2. Information We Collect

2.1 Personal Information

We collect information that identifies you as an individual, including:

• Contact Information: Full name, phone number (including country code), email address
• Employment Details: Employee ID, company name, designation, department, job title
• WhatsApp Profile: Profile name and WhatsApp ID (wa_id)

2.2 Location Data

When you mark attendance, we collect:

• GPS Coordinates: Precise latitude and longitude
• Physical Address: Street address or location name derived from coordinates
• Timestamp: Date and time when location was shared

2.3 Attendance Information

• Check-in and check-out times
• Daily attendance status (present, leave, absent, no response)
• Leave reasons and requests
• Total hours worked
• Job or project IDs associated with work

2.4 Message Content

• Text messages sent to our WhatsApp bot
• Leave requests and explanations
• Job ID information extracted from messages

3. How We Use Your Information

We use the collected information for the following purposes:

• Attendance Management: Recording and tracking employee attendance
• Location Verification: Confirming presence at designated work locations
• Automated Communications: Sending attendance reminders and confirmations
• Reporting: Generating attendance reports for supervisors and HR
• Compliance: Meeting legal and regulatory requirements
• System Improvement: Analyzing usage patterns to improve service quality

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Legitimate Interest: For efficient workforce management and attendance tracking
• Legal Obligation: To comply with labor laws and employment regulations
• Performance of Contract: To fulfill employment contract requirements
• Consent: For processing location data and WhatsApp communications

5. Data Sharing and Third Parties

5.1 Service Providers

We share data with third-party service providers that help us operate the Service:

• WhatsApp Business API (Meta): For message delivery and communication
• MongoDB Atlas: For secure cloud database storage

5.2 Within Your Organization

Your attendance data may be shared with:

• Direct supervisors and managers
• HR department personnel
• Authorized administrators

5.3 We Do Not

• Sell your personal information to third parties
• Share data with marketing or advertising companies
• Use your data for purposes unrelated to attendance tracking

6. Data Retention

We retain your data as follows:

• Active Employee Data: Maintained throughout your employment
• Attendance Records: Retained as per legal requirements and company policy
• Session Data: Automatically deleted after 15 minutes
• Inactive Accounts: Soft-deleted but retained for record-keeping

7. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encrypted database connections
• Secure API authentication
• Access controls and authentication
• Regular security reviews and updates
• Secure cloud infrastructure

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

8. Your Rights

You have the following rights regarding your personal data:

• Access: Request a copy of your personal data
• Rectification: Request correction of inaccurate information
• Erasure: Request deletion of your data (subject to legal requirements)
• Restriction: Request limitation of processing
• Portability: Receive your data in a machine-readable format
• Objection: Object to certain processing activities
• Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact your HR department or system administrator.

9. 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 different from those in your country. We ensure appropriate safeguards are in place for such transfers.

10. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 18, we will take steps to delete that information.

11. Updates to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by updating the "Effective Date" at the top of this policy. Significant changes will be communicated through the Service or via email.

12. Cookies and Tracking

Our web dashboard may use essential cookies for session management. We do not use tracking cookies or analytics services. The WhatsApp integration does not use cookies but relies on WhatsApp's own data handling practices.

13. Data Breach Notification

In the event of a data breach that may affect your personal information, we will notify affected individuals and relevant authorities as required by applicable law, typically within 72 hours of becoming aware of the breach.

14. Automated Decision Making

The Service uses automated processing to mark attendance based on location sharing and to update status for non-responsive employees. You have the right to request human intervention or to contest automated decisions through your supervisor.

16. Compliance

This Privacy Policy is designed to comply with applicable data protection laws including but not limited to GDPR (European Union), CCPA (California), and other regional privacy regulations. Your specific rights may vary based on your jurisdiction.

17. Consent

By using the WotBot Attendance System and sharing your location via WhatsApp, you consent to the collection, use, and storage of your information as described in this Privacy Policy.