This Privacy Policy describes how Real Green Engineers Pvt Ltd
(“we,” “us”) collects, uses, and protects personal data
through RealGreen HRMS (the “Service”), a workforce management platform used by our
clients (“Client Organizations”) to manage their own employees’ attendance,
leave, payroll, and related HR processes.
If you are an employee of a Client Organization using this Service, your Client Organization is
the data controller/fiduciary responsible for your employment data; we process it on their behalf under contract.
Questions about how your specific employer uses your data should go to your employer’s HR department first.
1. Information we collect
1.1 Provided directly by your employer or by you
Identity information: name, employee ID, date of birth, contact details, department, designation, branch/work location.
Government identifiers: PAN, Aadhaar (where your employer requires these for statutory payroll compliance).
Financial information: bank account details, for salary disbursal.
A facial photograph, from which a mathematical face-embedding is generated and stored, used to verify your identity when you punch in or out via face-recognition (kiosk or mobile app).
Leave, salary advance, and expense claim applications and their approval history.
Payroll records and generated payslips.
If you use the mobile app and your employer has enabled it for your role: location data. This is collected only while you are actively punched in, stops immediately when you punch out, and is retained for 30 days before being automatically and permanently deleted. Your employer can request your current location on demand while you're punched in ("Locate Now") in addition to routine periodic location samples collected in the background during that window.
Push notification tokens, if you enable notifications on the mobile app, used to deliver approval alerts and (if applicable) location requests to your device.
2. How we use this information
Solely to provide the Service to your employer: verifying your identity at punch-in, recording and reporting
attendance, processing leave/advance/expense workflows, calculating payroll and generating payslips, and — where
enabled — showing your employer your location while you are on the clock.
We do not sell personal data, and we do not use it for advertising.
3. Who we share information with
Your employer (the Client Organization) — that's the whole point of the Service; they are the primary recipient of the data you and they submit.
Service providers who help us run the Service, bound by confidentiality/security obligations, limited to what's needed to provide their function:
Cloud hosting/database infrastructure
Email delivery (for notifications such as leave approvals, payslip delivery)
Firebase Cloud Messaging (Google) — for push notifications on the mobile app
Sentry — for error monitoring, to help us find and fix bugs; this may incidentally capture technical error context, not intended to include your personal data beyond what appears incidentally in a stack trace
We do not share your data with any other third party except where required by law.
4. Data security
Sensitive fields — PAN, Aadhaar, bank account numbers — are encrypted at rest.
Access to your data within the Service is limited to your own employer's authorized users; other Client Organizations using the Service cannot see your data.
Data is transmitted over encrypted (HTTPS) connections.
Face-verification uses a mathematical embedding for matching, not a general-purpose photo gallery accessible within the app.
5. Data retention
Employment, attendance, leave, and payroll records are retained for as long as your employment relationship data is retained by your employer in the Service, and thereafter as required by applicable statutory record-keeping obligations.
Location data collected via the mobile app is retained for 30 days and then automatically deleted — this is a fixed, automated process, not manually reviewed.
If your employer stops using the Service, their data (including yours) is retained per the terms of our agreement with them and then deleted, except where longer retention is legally required.
6. Your rights
Subject to applicable law (including India's Digital Personal Data Protection Act, 2023), you may have rights to
access, correct, or request erasure of your personal data. Because your employer is the data fiduciary/controller
for your employment data, please raise these requests with your employer's HR department first; we will support
them in fulfilling valid requests.
7. Location data — specific notice
If your employer enables mobile-app punch-in for your role, and you use that app:
Location tracking is active only between punch-in and punch-out — it does not run at any other time, and stops automatically (server-enforced, not just relying on the app) the moment you punch out.
While active, your employer can view your current location on demand, and the app periodically records location in the background as a fallback so a recent position is available even without an on-demand request.
This applies to every employee using the mobile app under your employer's account — it is not something you can individually opt out of while remaining a mobile-app user, since it is configured by your employer at the organization level.
All location data is deleted automatically after 30 days.
8. Children's data
The Service is a workplace HR tool intended for use by employees of our Client Organizations and is not directed at children.
9. Changes to this policy
We may update this policy from time to time. Material changes will be reflected by updating the "Last updated" date above; where required by law, we will provide additional notice.
10. Contact us
Real Green Engineers Pvt Ltd
R-13, Industrial Estate, Veerasandra, Electronic City Po, Bengaluru, Karnataka 560100, India
Email: admin@realgreen.in