Privacy Policy

Last updated: March 15, 2026

RPS360 HCMS ("the App") is operated by Novomai ("we", "us", or "our"). This Privacy Policy explains how we collect, use, and protect information when you use our mobile application and web portal.

1. Information We Collect

Account Information: Name, email address, phone number, employee ID, department, and position — provided by your organization's administrator.

Attendance Data: Check-in and check-out timestamps, GPS coordinates (only at the moment of check-in/check-out), and device information (device model, OS version).

Leave Records: Leave request details including dates, leave type, and reason.

Device Information: Device model, operating system version, and app version for troubleshooting and compatibility.

2. How We Use Your Information

• To record and manage employee attendance
• To verify that check-ins occur at authorized campus locations
• To process and track leave requests
• To generate payroll and HR reports for your organization
• To send push notifications about attendance and leave status

3. Location Data

The App requests location permission solely to verify that attendance check-ins occur within your organization's campus boundaries. Location data is collected only at the moment of check-in and is not tracked continuously or in the background. You can disable the auto check-in feature in the app settings at any time.

4. Data Storage and Security

Your data is stored on secure servers hosted on AWS. We use encryption in transit (HTTPS/TLS) and implement access controls to protect your information. Login credentials are stored using device-level encrypted storage (Expo SecureStore).

5. Data Sharing

We do not sell, trade, or share your personal information with third parties. Your data is accessible only to authorized administrators within your organization and is used exclusively for HR management purposes.

6. Data Retention

Your data is retained for the duration of your employment and as required by your organization's policies and applicable labor laws. Upon request from your organization's administrator, employee records can be removed from the system.

7. Your Rights

You have the right to:

• View your personal data through the app
• Request corrections to inaccurate information through your HR administrator
• Disable location-based auto check-in at any time
• Request deletion of your data (subject to legal retention requirements)

8. Push Notifications

The App may send push notifications for attendance confirmations and leave status updates. You can disable notifications through your device settings at any time.

9. Children's Privacy

The App is intended for use by employees of organizations and is not directed at children under 13. We do not knowingly collect information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be reflected on this page with an updated revision date.

11. Contact Us

If you have questions about this Privacy Policy, please contact us at:

Novomai
Email: support@novomai.com