Privacy Policy

Depending on the features enabled by an organization and the way a user interacts with OrkManza, we may collect and process the following information.

OrkManza includes location-based features for attendance, field workforce management, field visits, and employee tracking.

Where an organization enables Employee Tracking and an employee provides the required consent and device permissions, OrkManza may collect location information from the employee's mobile device.

Location information may include:

• Precise GPS location
• Approximate location
• Latitude and longitude
• Date and time of location capture
• Attendance check-in location
• Attendance check-out location
• Field-work location
• Assigned workplace location
• Employee movement/location history while tracking is active
• Related device and technical information required to provide the tracking service

Location information is treated as sensitive personal information and is processed only for legitimate OrkManza workforce-management purposes.

When the Employee Tracking feature is enabled for an employee, OrkManza may collect or update the employee's device location at approximately five (5) minute intervals while the tracking function is active.

This means that during an active tracking period, OrkManza may periodically obtain the employee's location in order to create a work-related location record.

The five-minute interval is an intended collection interval. Actual timing may occasionally vary because of factors including:

• mobile operating system restrictions;
• GPS availability;
• internet or mobile network availability;
• battery optimization;
• device permissions;
• background-process restrictions;
• device settings;
• technical connectivity.

OrkManza does not represent the tracking interval as continuous real-time surveillance. Instead, the system periodically records available location information while authorized Employee Tracking is active.

Employee Tracking may require location access even when the OrkManza application is not actively visible on the employee's screen.

If the employee provides the required permission, OrkManza may collect location data:

• while the application is running in the background;
• when the application is minimized;
• when the employee is using another application; or
• when the OrkManza application is closed or not actively in use, where supported and permitted by the device operating system.

Background location is used only to support authorized OrkManza location-based workforce functionality.

OrkManza does not use background location data for advertising.

OrkManza does not sell employee location data.

Location information may be processed for purposes including:

• employee attendance verification;
• recording check-in and check-out locations;
• field employee management;
• field-visit verification;
• tracking employees assigned to field duties;
• verifying employee presence at assigned work locations;
• supporting field-force coordination;
• assisting managers in understanding field-team availability;
• operational workforce planning;
• workplace accountability;
• preparation of attendance and field-operation reports;
• location-based operational analytics;
• investigation of attendance or field-work records where necessary;
• employee safety and operational coordination where applicable.

Location data will not be intentionally used for purposes unrelated to legitimate HR, attendance, field-work, workforce-management, or organizational operations.

OrkManza Employee Tracking is designed to operate with employee knowledge and consent.

Before location tracking is activated, employees will be informed that OrkManza may collect their location information for workforce-management purposes.

Where required, OrkManza will display an in-app disclosure before requesting location permission from the employee's device.

The disclosure will explain:

• that OrkManza collects location data;
• why location data is required;
• that Employee Tracking may collect location periodically;
• that location may be collected approximately every five minutes while tracking is active;
• that location may be collected in the background;
• that location may be collected when the application is closed or not in active use;
• that authorized representatives of the employee's organization may have access to the location information.

The employee must provide the relevant consent and/or Android device permission before OrkManza accesses location information.

OrkManza will not intentionally activate device location tracking through the Employee Tracking feature before the required location permission has been granted.

Employees may manage location permissions through their mobile device settings.

Depending on the Android version and device, an employee may be able to:

• allow precise location;
• allow approximate location;
• allow location while using the application;
• allow background location;
• deny location permission; or
• revoke previously provided permission.

If an employee withdraws or disables a required location permission, OrkManza will no longer be able to collect location through that permission.

However, disabling required location access may prevent certain features from functioning correctly, including:

• Employee Tracking;
• location-based attendance;
• field-visit verification;
• location-based check-in/check-out;
• other field-work features that require location.

Where use of Employee Tracking is required under an organization's internal employment or operational policy, employees should contact their organization's HR or authorized administrator regarding such requirements.

Organizations using OrkManza are responsible for deciding whether Employee Tracking is appropriate for their workforce and for enabling the feature only where legally and operationally appropriate.

Organizations are responsible for:

• informing employees that tracking is being used;
• establishing a legitimate business purpose for tracking;
• ensuring employees understand how tracking works;
• obtaining any additional employee consent required under applicable law;
• defining which employees should be tracked;
• determining appropriate tracking periods;
• providing access only to authorized personnel;
• complying with applicable employment, labor, privacy, and data-protection laws;
• preventing misuse of employee location information.

OrkManza provides the technology used to facilitate Employee Tracking but organizations are responsible for their organizational use of employee tracking information.

Employee location information is not publicly available.

Depending on organizational permissions, location information may be accessible to authorized users such as:

• HR administrators;
• organization administrators;
• reporting managers;
• supervisors;
• field-force managers;
• authorized management personnel;
• other persons specifically assigned the appropriate OrkManza access permission.

Access is subject to OrkManza role and permission controls and the configuration selected by the relevant organization.

An employee's colleagues do not automatically receive access to that employee's location simply because they use OrkManza.

Where Employee Tracking is enabled, OrkManza may maintain historical records of location points generated during an authorized tracking period.

Location history may contain:

• geographical coordinates;
• location capture times;
• associated employee account;
• field activity information;
• attendance information;
• relevant work assignment information.

Location history may be used for attendance verification, field-work review, operational reporting, administrative review, and other legitimate workforce-management purposes.

Access to historical location information is limited to appropriately authorized users.

OrkManza does not collect employee location information for targeted advertising.

We do not use employee location data to build advertising profiles.

We do not sell employee GPS or location-history information to advertisers, advertising networks, data brokers, or other parties for advertising purposes.

Where a user chooses to sign in or connect services using Google, OrkManza may access information authorized by the user, including:

• Google account name;
• email address;
• basic profile information.

Access occurs through Google's authentication and authorization mechanisms.

Where a user grants Google Calendar permission, OrkManza may access relevant calendar information including:

• event title;
• event description;
• start time;
• end time;
• attendees;
• other authorized event information.

This information may be used to support:

• meeting scheduling;
• calendar synchronization;
• workplace meeting management;
• other user-requested calendar functionality.

OrkManza uses Google OAuth and may use Google APIs to access user-authorized Google information.

Information received through Google APIs is used only for the functionality for which access was granted.

OrkManza:

• does not sell Google user data;
• does not use Google user data for advertising;
• does not use Google user data for unrelated marketing;
• does not use Google user data for training generalized AI models.

OrkManza's use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including applicable Limited Use requirements.

OrkManza may collect and process attendance-related data, including:

• attendance date;
• check-in time;
• check-out time;
• check-in location;
• check-out location;
• attendance status;
• working hours;
• late arrival;
• early departure;
• assigned shift;
• attendance adjustments;
• attendance approval information.

Attendance information is processed to provide HR and workforce-management functionality to employees and their organizations.

We may automatically collect limited technical information required to operate, protect, troubleshoot, and improve OrkManza.

This may include:

• device model;
• operating system;
• application version;
• IP address;
• device or application identifiers where necessary;
• login activity;
• application logs;
• crash reports;
• diagnostic information;
• network information;
• application usage information;
• security-related information.

Such information may be used for security, application maintenance, fraud prevention, error diagnosis, and service improvement.

OrkManza may request access to the camera, photos, files, or documents where required for a user-selected feature.

Examples may include:

• uploading a profile photograph;
• submitting documents;
• uploading receipts;
• attaching supporting evidence;
• submitting recruitment documents;
• attaching files to workplace tickets or requests.

Access will be requested only where necessary for the relevant feature and subject to applicable device permissions.

OrkManza may send application notifications relating to:

• attendance;
• leave;
• approvals;
• meetings;
• tasks;
• projects;
• tickets;
• HR notifications;
• tracking or field-work functionality;
• administrative communications;
• other workplace events.

Users may manage application notification permissions through their device settings, subject to operating-system functionality.

Information collected through OrkManza may be used to:

• provide and maintain OrkManza services;
• authenticate users;
• create and maintain employee profiles;
• provide employee self-service features;
• manage attendance;
• manage leave;
• manage shifts and rosters;
• operate Employee Tracking;
• manage field-work activities;
• process payroll-related records;
• manage expenses;
• manage meetings;
• manage projects and tasks;
• provide ticketing and workplace support functionality;
• support recruitment;
• manage employee performance and KPIs;
• generate organizational reports and analytics;
• provide Google Calendar functionality;
• respond to customer support requests;
• maintain application security;
• prevent misuse and fraud;
• troubleshoot technical problems;
• comply with applicable legal obligations;
• improve the performance and reliability of OrkManza.

We do not sell or rent user personal information.

Information may be disclosed or made accessible in the following circumstances.

OrkManza uses reasonable technical and organizational measures designed to protect information against unauthorized access, use, disclosure, modification, loss, or destruction.

Security measures may include:

• HTTPS encrypted data transmission;
• secure cloud infrastructure;
• authentication mechanisms;
• role-based access controls;
• permission-based data access;
• restricted internal administrative access;
• OAuth 2.0 authentication where applicable;
• system monitoring;
• security logging;
• controlled infrastructure access.

Despite these measures, no internet-connected service or electronic storage method can be guaranteed to be completely secure.

OrkManza retains information only for as long as reasonably necessary to provide the service, satisfy organizational requirements, meet legal obligations, resolve disputes, maintain security, and enforce agreements.

Employee and organizational information may generally be retained while the relevant organization maintains an active OrkManza account.

Location and Employee Tracking records may be retained according to:

• organizational configuration;
• employment record requirements;
• legitimate operational requirements;
• legal obligations;
• OrkManza retention policies.

Upon account termination, eligible user information will generally be deleted within 30 days, unless continued retention is required by applicable law, contractual obligation, legitimate organizational record requirements, dispute resolution, fraud prevention, security, or another lawful purpose.

Where information must be retained, access will be limited to appropriate purposes.

Users may request deletion of eligible personal information.

Where available, users may initiate account deletion through OrkManza.

Users may also submit a verified deletion request by contacting:

support@orkmanza.com

Upon a valid and verified deletion request, eligible personal information will normally be deleted within 30 days, unless retention is required for legitimate legal, employment, financial, security, contractual, or organizational record-keeping purposes.

Where an employee account is created and controlled by an employer or other organization, certain deletion requests may need to be coordinated with that organization's HR department or authorized OrkManza administrator.

Deleting or terminating an employee's OrkManza access does not necessarily require deletion of records that the employer is lawfully required or entitled to retain.

Users who have connected a Google account may revoke OrkManza's Google access through their Google Account permission settings.

Revoking access may prevent Google-connected functionality from operating.

Subject to applicable law and the user's relationship with their employer or organization, users may have rights relating to their personal information, including the ability to request:

• access;
• correction;
• updating;
• deletion;
• information regarding processing;
• withdrawal of certain permissions or consents.

Because many employee records in OrkManza are controlled by an employer or organization, users may need to contact their organization's HR department or administrator to exercise rights relating to organizational employment records.

OrkManza is designed so that Employee Tracking should not be used as undisclosed or covert employee monitoring.

Employees for whom tracking is enabled should be informed that:

• tracking has been enabled;
• location information will be collected;
• location may be collected approximately every five minutes;
• tracking may continue in the background;
• authorized organization personnel may view tracking information;
• tracking data will be used for legitimate workplace purposes.

Organizations should maintain appropriate employee notices, workplace policies, consent records, and related documentation as required by applicable law.

OrkManza is designed for organizations and workplace users.

OrkManza is not intended as a consumer service for children, and we do not knowingly provide employee workforce-management accounts to children except where lawfully required within an authorized organizational context.

Depending on the hosting infrastructure and technology providers used to operate OrkManza, information may be processed or stored outside the user's immediate geographic location.

Where applicable, OrkManza will use reasonable safeguards for such processing in accordance with applicable requirements.

We may update this Privacy Policy from time to time to reflect:

• new OrkManza functionality;
• changes in our data-handling practices;
• changes in applicable laws or regulations;
• platform or Google Play requirements;
• changes in technology or security practices.

The updated policy will be published on this page together with a revised Last Updated date.

Where appropriate, users may also be informed about material changes through the OrkManza application, platform, email, or another suitable communication channel.

Continued use of OrkManza following an applicable policy update will be subject to the updated Privacy Policy.

For questions, privacy concerns, access requests, correction requests, or data-deletion requests, please contact:

For questions specifically relating to an employer's use of Employee Tracking, employees may also contact their organization's HR department or authorized OrkManza administrator.