1. Who we are
People Hub is an internal employee application built and operated by ExperienceFlow Software Technologies Pvt Ltd, Hyderabad, India (“we”, “us”). It is used only by people who have been invited by their employer’s HR or administration team. There is no public sign-up, no advertising and nothing is sold.
Your employer is the controller of the employment records held in People Hub. We process them on the employer’s behalf to run the service. If you use the app as an employee, questions about why a particular record exists go to your HR team first; questions about how the app itself handles data come to us at the address at the end of this page.
2. What the app collects
We collect only what the attendance, leave and work features need.
- Account details — name, work email address, employee id, job title, department, team, reporting manager and office location. These are entered by your employer when your account is created.
- Attendance records — the date and time of each check-in, check-out and break, the hours derived from them, and any correction or regularisation request you raise together with the reason you type.
- Location at the moment you check in or out — your device’s coordinates, their accuracy and the distance to the nearest office site. This is used once, to confirm you are at a workplace, and is stored with that punch. The app never tracks your location in the background and does not read it at any other time.
- A photo at check-in and check-out — where your employer’s policy requires it, the app takes a single photo from the front camera when you punch. It is stored with that punch so that HR or an administrator can confirm the punch was made by you. The photo is not used to build a biometric template, is not shared with any third party and is not used for anything else.
- Biometric terminal punches — if your office has a fingerprint or face terminal at the door, the time of each punch is copied into People Hub so the app can show it and stop asking you to check in again. The terminal’s fingerprint or face data never leaves the terminal and is never sent to the app.
- Device information — device model, operating system version, a random installation identifier created the first time you sign in, and whether the device reports developer mode, mock-location apps or root access. These let your employer bind your account to a trusted phone and reject punches made from an unreliable device.
- Leave, work and requests — leave applications and the reason given, tasks and notes you write, issues you report, policy acknowledgements and signatures, and the responses from the people who review them.
- Notifications — the in-app notification list and the settings you choose for it.
The app contains no advertising, no analytics or tracking SDK and no social media integration. It does not read your contacts, messages, files or any other app.
3. Permissions the app asks for
- Camera — only to take the check-in / check-out photo described above. You can decline; your employer’s policy then decides whether a punch without a photo is accepted.
- Location (while using the app) — only read at the moment you tap check in or check out, to confirm you are inside an office geofence.
- Network — to talk to your employer’s People Hub server.
4. How the data is used
- Recording attendance and working hours, and calculating late, early-out, break and overtime figures under your employer’s policy.
- Routing leave requests, attendance corrections, issues and handovers to the people who approve them, and telling you the outcome.
- Sending email notifications about those events to you and to the approvers concerned. Each email links back to the record in question.
- Letting administrators confirm a punch was genuine (the photo, location and device checks).
- Producing the attendance, leave and payroll reports your employer is entitled to run.
- Keeping the service secure: sign-in records, blocked attempts and an audit log of administrative changes.
6. How long it is kept
Attendance and leave records are employment records and are kept for as long as your employer’s retention rules require, typically for the duration of employment plus the statutory period after it. Check-in photos are kept with the punch they belong to. When an account is deactivated or deleted, the sign-in is disabled immediately and the personal data is removed or anonymised once the retention period ends.
7. Security
All traffic between the app and the server is encrypted with HTTPS. Sign-in uses short-lived tokens held in the phone’s secure storage; passwords are stored only as salted hashes. Photos and documents are stored on the server, not on your phone, and are served only to signed-in users with the right role. Administrative actions are written to an audit log.
8. Your rights
Depending on where you live you may have the right to:
- see the personal data held about you and receive a copy,
- have inaccurate data corrected (attendance corrections can be raised in the app),
- ask for data to be deleted or its use restricted where the law allows,
- object to processing and complain to your data protection authority.
Raise a request with your HR team or write to us at the address below. We answer within 30 days.
9. Deleting your account and data
Accounts are created by employers, so deletion is also handled through them. To have your People Hub account and the personal data in it deleted:
- Ask your HR or administration team to deactivate your account in the People Hub console, or
- email support@experienceflow.ai from your work address with the subject “People Hub account deletion request”.
Sign-in is disabled straight away. Attendance, leave and other employment records are then deleted or anonymised once the retention period your employer is legally bound to has passed; we confirm by email when that is done. Uninstalling the app removes the data stored on your phone (the sign-in token and cached settings) but does not by itself delete the server records.
10. Children
People Hub is a workplace tool for employees and is not intended for, and is not knowingly used by, anyone under 18.
11. Changes to this policy
If we change how the app handles personal data we will update this page and the “last updated” date above, and tell users inside the app when the change is material.
12. Contact
ExperienceFlow Software Technologies Pvt Ltd, Hyderabad, Telangana, India.
Email: support@experienceflow.ai