Privacy Policy

Last Updated: April 2026

1. Introduction

Optify ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and services.

2. Information We Collect

We collect information in the following ways:

Facial Biometric Data — Face images are captured and transmitted over TLS to AWS Rekognition (Amazon Web Services, eu-west-1 region) for biometric identity verification. AWS processes the image and returns a face ID reference. Raw face images are not permanently stored on our servers; only the biometric reference ID is retained. This processing is performed under a data processing agreement with AWS in compliance with GDPR.
Location Information — GPS coordinates for geofence enforcement at check-in and check-out. Location is only captured during attendance verification events.
Attendance Records — Check-in and check-out timestamps. Work duration tracking. Attendance history.
Personal Information — Name, username, employee ID. Job title and role assignments.
Device Information — Device operating system and type. App version.

3. How We Use Your Information

Your information is used to:

Verify worker identity through facial recognition
Track attendance and work hours accurately
Prevent unauthorized check-ins outside designated work areas
Generate payroll reports and wage analysis
Detect and prevent wage leakage
Improve app functionality and security
Comply with legal and regulatory requirements

4. Data Security

All facial data is encrypted using military-grade encryption (AES-256)
Personal information is encrypted in transit and at rest
Access is restricted to authorized administrators only
Regular security audits and penetration testing
Compliance with GDPR and industry standards

5. Data Sharing & Third-Party Processors

We DO NOT:

Sell your personal data to third parties
Use your data for advertising or marketing purposes
Share data with third parties except those listed below

We DO use the following data processors:

AWS Rekognition (Amazon Web Services) — Face images are transmitted to AWS Rekognition in the eu-west-1 (Ireland) region for biometric identity verification. AWS acts as a data processor under a GDPR-compliant Data Processing Agreement. Face images are not stored by AWS beyond the processing request.
Neon Database — Attendance records, worker profiles, and organisational data are stored in a Neon PostgreSQL database hosted in a secure cloud environment with encryption at rest.

We MAY also share information with:

Your employer or organisation administrator (payroll and attendance data)
Law enforcement agencies (only if legally required)
Professional advisers under strict confidentiality obligations

6. Data Retention

Facial biometric reference IDs are retained while the worker profile is active, then deleted within 30 days of account closure
Attendance records retained for 7 years (payroll compliance)
You can request data deletion at any time via the in-app Settings → Delete My Account, or by contacting support@optivussolution.com
Deletion requests are processed within 30 days

7. Your Rights & Account Deletion

You have the right to:

Delete your account — Use Settings → "Delete My Account" in the app to permanently delete your account and all associated data. This immediately and irreversibly removes all workers, attendance records, face enrollment data, and your login credentials.
Access your personal data
Request correction of inaccurate data
Export your information (contact support@optivussolution.com)
Opt-out of certain data collection
File complaints with your local data protection authority (e.g. ICO in the UK, DPC in Ireland)

8. Children's Privacy

Optify is not intended for users under 18. We do not knowingly collect data from children. If we become aware of such collection, we will delete it immediately.

9. Contact Us

For privacy inquiries, requests, or concerns:
Email: support@optivussolution.com
Subject: "Privacy Request — Optify"

10. Policy Changes

We may update this Privacy Policy periodically. Changes take effect upon posting to the app. Continued use constitutes acceptance.