SRWS TriSentry ESS Mobile App Privacy Policy

Introduction

This Privacy Policy describes how SRWS TriSentry ("SRWS", "we", "us", or "our") collects, uses, and shares information when you use our Employee Self-Service (ESS) mobile application ("the App").

By downloading, installing, or using the App, you agree to this Privacy Policy. If you do not agree with our policies and practices, please do not use the App.

Information We Collect

We collect several types of information from and about users of our App, including:

• Personal identification information (name, email address, employee ID, phone number)
• Employment information (department, position, manager details)
• Authentication credentials (securely hashed passwords, biometric identifiers for device login)
• Device information (device type, operating system, unique device identifiers)
• Location data (GPS coordinates when you use location-based features)
• Usage data (app interactions, feature usage, timestamps)
• Push notification tokens for delivering notifications

Location Data Collection and Use

Our App collects precise location data (GPS coordinates) to provide the following features:

• Clock-in/Clock-out verification: We use your location to verify you are at an authorized work site when recording attendance
• Geofencing: Location data enables automatic check-in when you arrive at designated work locations
• Fleet management: For drivers, location is used to track vehicle trips and routes
• Incident reporting: Location is captured when reporting workplace safety incidents to identify where incidents occur

Location data is collected only when you actively use these features or when background location is enabled for geofencing purposes. You can disable location permissions in your device settings at any time, though this may limit certain App functionality.

We retain location data for the duration required by your employer's record-keeping policies, typically up to 5 years for attendance and compliance purposes.

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the App and its features
• Process attendance records, leave requests, and other employee self-service functions
• Verify your identity and authorize access to employer systems
• Send push notifications about approvals, schedule changes, and important updates
• Comply with legal obligations and employer policies
• Detect, prevent, and address technical issues and security threats
• Generate anonymized analytics to improve user experience

Information Sharing and Disclosure

We share your information in the following circumstances:

• With your employer: As a workforce management tool, your employer has access to attendance, leave, and work-related data collected through the App
• Service providers: We use third-party services for hosting, analytics, and push notifications who are contractually bound to protect your data
• Legal requirements: We may disclose information if required by law, court order, or government request
• Business transfers: In the event of a merger or acquisition, user information may be transferred to the new entity

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit using TLS/SSL protocols
• Encryption of sensitive data at rest
• Secure authentication mechanisms including biometric options
• Regular security assessments and penetration testing
• Access controls limiting data access to authorized personnel only

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

Data Retention

We retain your personal information for as long as your employment relationship with your employer continues and for a period thereafter as required by applicable laws and your employer's retention policies.

Attendance and location records are typically retained for 5 years to comply with labour law requirements. Upon termination of employment, your employer may request deletion of your data subject to legal retention requirements.

Your Privacy Rights

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

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal retention requirements
• Portability: Request transfer of your data to another service provider
• Objection: Object to certain processing activities
• Withdraw consent: Withdraw previously given consent for data processing

To exercise these rights, contact your employer's HR department or email us at privacy@srws.co.za. We will respond within 30 days.

Children's Privacy

The App is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy in the App and updating the "Last Updated" date.

Your continued use of the App after changes are posted constitutes your acceptance of the revised Privacy Policy.

Contact Us

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