Privacy Policy.
1. Who we are and what this policy covers
KSP Clubs (“KSP Clubs”, “we”, “us”) operates the Hammerzz HRMS system: a mobile application for Android and iOS used by our employees, and a web portal used by our HR and management staff. This policy explains what personal information these applications collect, why we collect it, how long we keep it and what rights you have. It applies equally to both mobile platforms; where the two differ, the difference is stated explicitly.
Hammerzz HRMS is an internal workforce management tool. It is intended only for people who are employed by, or engaged by, KSP Clubs and who have been issued login credentials by our HR team. It is not a consumer service, it contains no advertising, no third-party analytics and no tracking across other companies’ apps or websites, and we do not sell personal information to anyone.
2. Information we collect
2.1 Information your employer provides about you
Your HR record is created by our HR team, not by you, and may include:
- Name, employee code, designation, department and assigned branch
- Work email address and contact number
- Your login credentials for the application
- Your employee photograph, where one has been recorded
- Employment details such as date of joining, shift and reporting manager
2.2 Information the applications collect when you use them
| Data | Why we collect it |
|---|---|
| Precise location (latitude, longitude and accuracy) | To confirm that you are at an approved work site when you punch in or punch out, and to record the branch your attendance belongs to. Location is captured at the moment of a punch, and — while you are punched in — periodically, so that the system can detect if you leave the approved work area during your shift. See section 3. |
| Device identifier | To tie a punch to the device it was made from, so that attendance cannot be marked from an unrecognised device on your behalf. On Android this is the device’s Android ID; on iOS it is the “identifier for vendor”, a value Apple assigns to this app on your device and resets when you delete the app. Neither is an advertising identifier. |
| Push notification token iOS | On iOS, the application registers with Apple’s Push Notification service and stores the resulting device token on our server, so that approval outcomes, roster changes and HR announcements can reach your device. The Android application does not use a push service; it checks our own server for new notifications instead. |
| Attendance and shift records | Punch in and punch out times, working hours, overtime, late marks and rostered shifts. |
| Requests you submit | Leave applications, salary advance requests, shift-change requests, reimbursement claims and support tickets, together with any file or receipt image you choose to attach to them. |
| Camera and photo library | Only to attach a bill or receipt to a reimbursement claim. On iOS you may either photograph the receipt or choose an existing image; on Android you choose an existing image using your phone’s own file picker. Only the specific image you select or capture is uploaded. |
| Payroll documents you open | Payslips and salary details, so that you can view and download your own records. |
| In-app notifications | Approval outcomes, roster changes and HR announcements addressed to you. |
2.3 What we do not collect
- We do not collect your contacts, call logs, SMS messages, calendar or browsing history.
- We do not scan or index your photo library. Only the single image you pick or capture for a reimbursement claim is uploaded.
- We do not record audio or video.
- We do not use advertising identifiers, advertising networks or third-party analytics, and we do not track you across other companies’ apps or websites.
- We do not collect biometric data through the mobile applications.
3. Location data — in detail
Because location is the most sensitive information these applications handle, we set out exactly how it is used.
- Purpose. Location is used for one purpose only: verifying attendance against your assigned work site (a “geo-fence”) and alerting HR if you leave that site while marked present. It is not used to profile you, it is not used to build a movement history, and it is not collected outside your working hours.
- Foreground collection. A location fix is taken when you open the punch-in or punch-out screen and when you confirm a punch. If you are outside the approved area, the application tells you so before the punch is recorded.
- Background collection. Where HR has enabled work-site tracking for your role, the application also checks your location while you are punched in. Android uses a foreground service that shows a permanent notification, so you always know it is running. iOS uses significant-location-change monitoring, and iOS shows its own location indicator and periodically reminds you that the app has “Always” access. On both platforms, nothing is recorded before you punch in or after you punch out.
- Employer control. Tracking is a per-employee permission held on our server. If mobile punching or tracking is not enabled for you, the application collects no location at all.
- Your control. Location access is a permission that you grant, and you can withdraw or downgrade it at any time: Android Settings → Apps → Hammerzz HRMS → Permissions → Location; iOS Settings → Hammerzz HRMS → Location (choose “While Using the App” or “Never”). If you withdraw it, mobile punching will no longer work and you will need to record attendance by another method approved by HR; the rest of the application continues to function.
4. Why we process your information (lawful basis)
- Performance of your employment contract — recording attendance, working hours, leave and payroll.
- Compliance with legal obligations — maintaining attendance, wage and statutory registers required under applicable Indian labour and tax law.
- Our legitimate interest in operating the business — verifying that work is performed at the assigned site, preventing attendance fraud, and administering approvals.
5. Who we share your information with
We do not sell your personal information, and we do not share it with advertisers, data brokers or analytics providers. No third-party advertising, analytics or tracking software is built into either application.
Within KSP Clubs, your information is visible only to:
- you, for your own records;
- your reporting manager and approving authority, for the requests you submit to them;
- our HR, payroll and administration staff, to the extent their role requires; and
- our authorised IT administrator, for maintaining the system.
iOS The one external service involved in operating the app is Apple’s Push Notification service, which Apple operates and which relays notification messages to your iPhone. We send Apple only what is needed to deliver the alert — your device token and the short message text, such as “Your leave request was approved”. No attendance, location or payroll data is sent through it. Apple’s handling of that traffic is governed by Apple’s own privacy policy.
We will disclose information to a government authority, regulator or court only where we are legally required to do so.
6. Where your information is stored
All Hammerzz HRMS data is held in a Microsoft SQL Server database running on our own server on our premises in India. Data is not stored on any external cloud service and is not transferred outside India. This is the same server for both the Android and the iOS application.
7. How long we keep it
We retain employee records — including attendance, location records associated with attendance, leave, payroll and requests — for 10 years from the end of your employment or engagement with KSP Clubs. This period reflects the statutory retention we apply to employment and wage records. After that period the records are deleted or irreversibly anonymised.
Where the law requires us to keep a particular record for longer, or where a record is needed for an ongoing legal claim, audit or investigation, we keep that record until the matter is concluded.
8. How we protect your information
- The HRMS server is operated on our own premises and is not published to the open internet for general access.
- Every user must sign in, and what each user can see is restricted by role-based permissions.
- Administrative actions on employee records are written to an audit log.
- Access to the server room, database and backups is limited to authorised personnel.
No system can be guaranteed to be completely secure. If a breach affects your personal information and is likely to cause you harm, we will inform you and the appropriate authority as required by law.
9. Your rights
Subject to applicable Indian law, including the Digital Personal Data Protection Act, 2023, you may:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is inaccurate, incomplete or out of date;
- ask us to erase information we no longer need to keep;
- withdraw a permission you granted on your device, as described in section 3; and
- raise a grievance about how your information has been handled.
To exercise any of these, write to us at the address in section 12. We will respond within 30 days. Please note that we cannot delete attendance, payroll or statutory records that we are required by law to retain for the period set out in section 7.
10. Children
Hammerzz HRMS is issued only to adults employed or engaged by KSP Clubs. We do not knowingly collect personal information from anyone under 18 years of age, and the applications are not directed at children.
11. Account and data deletion
You cannot create an account in Hammerzz HRMS yourself; accounts are created and closed by our HR team. When your engagement with KSP Clubs ends, your login is disabled. To request deletion of your personal data, email sales@hammerzzclub.com from your registered email address with the subject line “HRMS data deletion request”, stating whether you use the Android or the iOS application. We will delete everything we are not legally obliged to retain, and tell you what we must keep and for how long.
12. Contact us
For any question, request or grievance about this policy or your personal information:
KSP ClubsH. No. 7124411, Sautawado,
Calangute, Baga Creek,
Goa 403 516, India
Email: sales@hammerzzclub.com
13. Changes to this policy
If we change how the applications handle personal information, we will update this policy, change the “Last updated” date above, and — where the change is significant — notify you through the application before the change takes effect. The current version is always available at the address from which you are reading it.
14. Governing law
This policy is governed by the laws of India. Any dispute arising out of or in connection with it is subject to the exclusive jurisdiction of the courts at Calangute, Goa, India.