STAFF PRIVARY POLICY

Effective date: [EFFECTIVE DATE]

This Privacy Policy explains how [COMPANY LEGAL NAME] ("we", "us", "our") collects, uses, stores and protects personal information when you use the [APP NAME] Staff mobile application (the "App"). The App is an internal work tool for our employees and authorised staff who handle vehicle deliveries, pickups and related operations. It is not intended for the general public, and customers should refer to our separate customer privacy policy.

1. Who can use the App

Staff accounts are created by our office. You cannot register on your own. By signing in, you confirm that you are an employee or authorised representative of [MONTER SMART PVT LTD]. The App is not directed at children, and we do not knowingly collect data from anyone under 18.

2. Information we collect

a) Account and employment details

Your name, phone number, email address, role, department and assigned hub or location. Your password is stored only in encrypted (hashed) form.

b) Attendance and work activity

Check-in and check-out times, break records, leave requests, and the tasks assigned to you, including task status, start and completion times.

c) Location data (including background location)

While you are on shift or working on a task, the App collects your device's precise location (latitude, longitude, accuracy, speed, direction, timestamp) and battery level, and sends it to our servers every few seconds. This is collected even when the App is closed or not on screen, and an ongoing notification is shown on your phone while this happens.

We use this to record attendance, assign and track deliveries and pickups, show customers and our operations team the progress of a trip, verify that tasks were done at the right place, and keep staff and vehicles safe. Location sharing starts only during your shift or active task and stops when you are off shift. Our administrators may also switch location sharing off for your account. You can revoke the location permission in your phone settings at any time, but some features and your attendance and task tracking may then not work.

d) Photos and camera

When you start or complete a task, the App may ask you to take or upload photos (for example vehicle condition, documents or proof of handover). The App accesses your camera or selected photos only for this purpose.

e) Device and sign-in information

For security, each time you sign in we record a device identifier, device name or model, operating system, App version, sign-in and last-activity time, and IP address. This lets us show you your active sessions, keep your account safe, and sign out a lost device.

f) Notifications

We store a push notification token for your device so we can send you task assignments, alerts and messages from the office.

g) Customer information you are shown

To complete a task, the App shows the assigned staff member the customer's name, phone number, booking details and a handover code or OTP. This information is visible only to the staff member assigned to that task, and you must use it only for that task and must not copy, share or keep it.

3. How we use your information

To sign you in, verify your identity and keep your account secure.

To manage attendance, shifts, leave and task assignments.

To track trips in real time and coordinate deliveries and pickups.

To keep records of task completion, including photo proof, for dispute handling and quality checks.

To send you work-related notifications and one-time passwords by SMS.

To prevent fraud and misuse, and to meet legal and safety obligations.

We do not sell your personal information and we do not show advertisements in the App. We do not use your location for advertising.

4. Who we share information with

We share information only as needed to run the service:

Our own team and customers: our authorised administrators and managers can see your attendance, task and location data. Customers may see limited details such as your name, phone number and the live position of the vehicle during their booking.

Service providers who process data for us: Google Firebase Cloud Messaging (push notifications), Cloudinary (storage of task photos), an SMS provider (one-time passwords), and our cloud hosting and database providers. They may process data only on our instructions.

Legal and safety reasons: where required by law, court order or a government authority, or to protect the rights, property or safety of our staff, customers or others.

5. How long we keep information

Location history: automatically deleted after 30 days.

Sign-in session records: kept for up to 30 days after the session ends.

Account, attendance and task records (including photos): kept for as long as you are employed or engaged with us and afterwards for [RETENTION PERIOD, e.g. 3 years] for legal, tax, audit and dispute purposes (CONFIRM), after which they are deleted or anonymised.

6. Security

All data between the App and our servers is sent over encrypted connections (HTTPS), and requests are additionally protected with signed, expiring sign-in tokens. Mobile sign-ins last up to 30 days. You can see your sessions and sign out at any time, and we can end sessions remotely if a device is lost. No system is completely secure, so please keep your password private, do not share your account, and tell us immediately if you suspect misuse.

7. Your choices and rights

You may ask us to access, correct or update the personal information we hold about you, and, subject to our legal and employment record obligations, to delete it. You can also withdraw the location or camera permission in your phone's settings at any time, though the related features may stop working. To make a request, contact us at the details below. We will respond within a reasonable time and as required by applicable law, including India's Digital Personal Data Protection Act, 2023.

8. Account and data deletion

Staff accounts are managed by the company. To request deletion of your account and associated data, email [CONTACT EMAIL] from your registered email address or ask your manager to raise a request with the office. Data we are required to keep by law will be retained for the period stated in section 5 and then deleted.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be available at this page, and the effective date above will change. Where changes are significant, we will notify staff in the App or by other means.

MONTER SMART DRIVE PVT LTD