Notice to employees: how your work records are used
Your employer uses FlowHRMS for attendance, leave, tasks and pay. This notice lists the personal data about you that is recorded, why, and how to ask questions or withdraw consent.
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Who is responsible
Your employer (the company that invited you) decides how your work records are used and is the Data Fiduciary for them. Flowacord runs FlowHRMS and processes the records only on your employer's instructions.
The personal data recorded and why
| Personal data | Why it is used |
|---|---|
| Name, mobile number and email address | To create your account, sign you in and contact you about work. |
| Employee code, designation, department, manager, joining date and employment type | To keep your employment record and route your requests to the right person. |
| Your photograph, and your blood group if you give it | For your employee ID card and profile, so colleagues and visitors can recognise you, and for emergencies. |
| Check-in and check-out times | To record attendance and calculate pay. |
| Your location — at the moment you check in and check out and, if your company uses field visits, when you tap Going out, Reached, End visit or Back at office | To confirm you were at a permitted place of work, and to record where you went on a field visit and the road distance travelled, for travel allowance. |
| Your route during working hours — only if your company switches route tracking on for you and you agree: your location every few seconds from check-in to check-out (about once a minute while you are still), with your phone's battery level, whether location was switched off, and whether a fake-location app was used; and, if you also allow “Physical activity” on your phone, the steps it counts, which way it is facing, and whether you are still, walking, cycling or in a vehicle. Never before check-in or after check-out | So your manager can see where you travelled during the working day and how far, and to check travel claims. Your phone shows a notification the whole time it is recorded, and you can see your own route exactly as your manager sees it. The route points are deleted after 60 days; the day's summary (distance, stops and times) is kept with your attendance. |
| Field visits, if your company uses them: the places you visit, the times, the purpose, and any note or photo you add | So your manager knows where you went during working hours and can approve the trip, and to pay travel allowance. |
| Photos and files you upload as proof of work | To show a task was completed. |
| Leave requests and the reasons you give | For your manager to approve or decline leave. |
| Salary, payslips, adjustments and bank details if provided | To prepare your pay. |
| Documents you or HR upload (for example ID or address proof) | To keep required employment records. |
| Device, IP address and time of sign-in | For security, and to keep proof of this acknowledgement. |
How long it is kept
Your employer keeps your records for as long as it needs them for your employment and as the law requires (for example wage and tax records). Ask your employer about its retention.
Your rights
You may ask for a summary of your data, ask for corrections or erasure, withdraw consent, nominate someone, and raise a grievance. Ask your employer's admin or HR first; you can also raise a request from Account → Privacy & consent and Flowacord will pass it to your employer. Some processing for employment purposes is allowed by law without consent; withdrawing consent does not affect that, and withdrawing consent for location means your check-ins go to your manager for approval, and your field visits are recorded without location, so their travel distance can't be worked out. Refusing or withdrawing consent for route tracking never stops you checking in: your day is recorded without a route, and your manager sees that the route wasn't shared.
Questions, grievances and complaints
Contact our Grievance Officer, Flowacord: help@flowacord.com, +91 89088 88880. Signed-in users can also raise a request from Account → Privacy & consent.
If you are not satisfied with our response, you may complain to the Data Protection Board of India through the online process it provides. Current details are published by the Ministry of Electronics and Information Technology at https://www.meity.gov.in.