EmSphere Mobile App Privacy Policy

Privacy Policy — emTrack

Emsphere Technologies Pvt Ltd (“Emsphere,” “we,” “our,” or “us”) values your trust and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and safeguard your information when you use our mobile application emTrack (“App”).

By using emTrack, you agree to the practices described in this policy.

  1. Information We Collect

We collect the following categories of information to enable attendance management and related features:

1.1 Personal Information You Provide

  • Name, Employee ID, Email, Phone Number
  • Profile information shared by your employer

Purpose: To create and manage your account, identify you within your organization, and allow managers to review attendance and leave requests.

1.2 Location Information

  • Foreground Location: Used to confirm your presence when you mark attendance.
  • Background Location (if enabled): Used only if your organization requires geofencing to ensure you are within the workplace boundary, even when the app is minimized or not actively used.

Purpose: To ensure accurate attendance records and prevent misuse.

1.3 Camera Access

  • The App may request access to your device camera to capture a photo during attendance marking.

Purpose: To verify your presence and prevent proxy attendance.

1.4 Storage Access

  • The App may temporarily save attendance and leave data on your device when offline.

Purpose: To allow you to mark attendance or apply for leave without internet connectivity. Data is automatically synced and cleared once online.

1.5 Automatically Collected Data

  • Device information (OS version, device model)
  • IP address, app version, log data
  • Usage analytics (screens visited, actions performed)

Purpose: To monitor system performance, detect issues, and improve user experience.

  1. How We Use Your Information

We use the collected information to:

  • Provide attendance, leave, regularization, and out-duty management features.
  • Authenticate users and validate attendance via geofencing and camera verification.
  • Allow managers to view team attendance and approve/reject applications.
  • Improve the functionality and security of the App.
  • Comply with legal obligations and organizational requirements.

We do not sell or rent your personal information to third parties.

  1. How We Share Your Information

We may share your data only in the following cases:

  • With your employer: Attendance, leave, and application data is visible to your organization.
  • With service providers: For hosting, analytics, or push notifications, under strict confidentiality agreements.
  • For legal reasons: If required by law, regulation, or court order.
  1. In-App Permission Disclosures

Before accessing sensitive data, emTrack provides clear disclosures within the app:

  • Location: “emTrack requires access to your location to verify your attendance within your workplace geofence. Location data is never shared with third parties.”
  • Camera: “emTrack uses your camera to capture a photo when marking attendance. This helps ensure secure and accurate records.”
  • Storage: “emTrack requires storage access to save attendance/leave data offline. Data is cleared after syncing.”

Permissions are requested at runtime and require your explicit consent.

  1. Data Retention and Deletion
  • Your employer determines the retention period for attendance and leave data.
  • Cached offline data on your device is cleared automatically once synced.
  • You may request deletion of your account and associated data by contacting us at apps@emsphere.com or via the in-app “Delete My Account” option.
  • Certain records may be retained to comply with legal or contractual obligations.
  1. Security of Your Data 

We use industry-standard practices to safeguard your information, including:

  • Secure data transmission via HTTPS.
  • Encryption of sensitive data at rest and in transit.
  • Role-based access controls and authentication.
  • Regular monitoring and audits to detect and prevent misuse.

Despite our efforts, no system is fully secure. Users should take precautions such as protecting their login credentials.

  1. Children’s Privacy

The App is intended for employees of organizations and is not directed to children under 18. We do not knowingly collect data from minors.

  1. Your Rights

As a user, you may:

  • Access and review the personal data collected about you.
  • Correct or update your personal information.
  • Revoke permissions for location, camera, or storage (note: this may impact core functionality).
  • Request deletion of your account and data, subject to organizational and legal constraints.
  1. Policy Updates

We may update this Privacy Policy from time to time. Updates will be posted in the App and on our website with an updated “Effective Date.” Significant changes will be communicated via in-app notifications or email.

  1. Contact Us

For questions, concerns, or data-related requests, please contact:

Emsphere Technologies Pvt Ltd
Email: apps@emsphere.com
Address: 2nd  Floor, Sapphire Chembers, Above Axis Bank, Baner Road, Baner, Pune 411045