GG Staff

1. Introduction

Welcome to GG Staff (the "Application"), a dedicated staff operations, attendance tracking, and facility task management mobile application powered by the GATE AND GUIDE platform, provided by Vipras Tech Solutions Private Limited ("Company", "we", "us", or "our").

The GG Staff App is purpose-built for authorized staff and facility personnel operating within communities managed through the GATE AND GUIDE ecosystem. It enables staff members to authenticate into their assigned society or facility, record shift attendance via live face verification, receive and execute automatically assigned maintenance tasks, complete equipment inspection checklists, submit work evidence, and review performance records.

2. Information We Collect

We distinguish between Staff Personal & Account Information (which relates directly to the staff member) and Operational / System-Generated Data (which is generated or provided by the GATE AND GUIDE platform to manage work assignments).

A. Staff Account Information

We process information required to create, authenticate, and manage authorized staff accounts. Staff account information is generally provided or provisioned by the employing organization or authorized society administrators:

• Staff Identity & Contact: Staff name, mobile phone number, and official email address.
• Staff Identifiers: Staff identification numbers and employee codes assigned by the organization.
• Employment & Role Details: Role or designation, assigned department, shift timing, employment type, and active account status.
• Community Association: Assigned society or facility organization information.
• Profile Picture: Optional profile photograph if captured or uploaded by the staff member.

B. Attendance Information

The application processes attendance records associated with staff check-in and check-out to verify physical presence on site and maintain shift records:

• Attendance Logs: Attendance dates, check-in timestamps, check-out timestamps, and recorded shift status (such as present, late, half-day, or absent).
• Facial Verification Information: Live camera facial verification capture with eye-blink liveness detection, on-device facial feature matching, and verification photo records to prevent proxy attendance.

C. Task and Operational Information

The application processes operational information associated with task assignments, scheduled work, task status, completion, and related operational records:

• Task Assignments: Assigned maintenance schedules, work order details, and execution status.
• Checklist & Inspection Data: Checklist inspection responses, status notes, meter or numerical readings, and remarks submitted during maintenance execution.
• Work Evidence: Photographic evidence captured on site verifying task checklist completion and equipment condition.
• Work Site Location: Physical location details describing the facility or asset area where the task is scheduled.

D. Performance & Technical Information

• Performance Information: Task completion statistics, on-time completion rates, and compliance metrics associated with the staff member for operational monitoring and evaluation.
• Technical Device Parameters: Device model, operating system version, application build version, secure authentication session tokens, and push notification tokens.

3. Device Permissions Explained

To enable operational features, the system prompts for the following device permissions, strictly mapped to confirmed in-app functionality:

4. How We Use Your Data

We use staff personal and operational data exclusively for legitimate workforce management, facility maintenance, and operational oversight:

We do not share, rent, or sell staff personal data to marketing firms, advertising networks, or third-party data brokers.

5. Data Sharing & Disclosure

Staff information is shared only with authorized operational parties strictly required for workforce management:

• Authorized Community Administrators & Supervisors: Facility managers, security supervisors, and authorized committee members with administrative oversight over the relevant society for attendance tracking, task auditing, and operational evaluation.
• Cloud & Backend Infrastructure Providers: Secure enterprise server, API, and cloud storage providers supporting GATE AND GUIDE infrastructure under strict confidentiality agreements.
• Push Notification Services: Google Firebase Cloud Messaging (FCM) solely for delivering operational notices and task updates to the staff member's device.
• Legal & Regulatory Authorities: Only when strictly required by applicable law, court order, or official governmental directive.

6. Data Security & Image Handling

We apply robust technical and organizational security measures to protect staff data against unauthorized access, alteration, or disclosure:

• Encrypted Transport (HTTPS/TLS 1.3): All communications between the GG Staff application and backend servers are transmitted over encrypted connections enforced by operating system network policies.
• Secure Device Storage: Authentication tokens and sensitive session parameters are stored locally using hardware-backed keystore mechanisms (Android Keystore and iOS Keychain).
• On-Device Face Processing: Liveness blink detection and facial feature matching are processed on-device during verification.
• Session & Token Controls: Automatic session validation, token refresh handling, and device logout capabilities prevent unauthorized session reuse.
• Role-Based Access: Backend APIs enforce access controls, ensuring staff members and supervisors access only the data relevant to their assigned organization.

7. Data Retention & Deletion

We respect data lifecycle principles for workforce records:

• Retention Duration: Staff account information, attendance records, and completed task history are retained for the duration of the staff member's active engagement with the organization, and for an operational period thereafter as necessary to satisfy facility audit, maintenance history, and reporting requirements.
• Account Deactivation & Deletion: Because staff accounts are provisioned and managed by society or facility administrators, account lifecycle management and deletion are governed by the managing organization's administrative policies. When a staff member leaves the organization, their account is deactivated by the administrator.
• Inquiries: Staff members with questions regarding their retained records may contact their organization's facility administrator or our support team.

8. Staff Rights

Staff members using the Application have applicable rights regarding their information:

• Right of Access: Staff members can view their profile details, assigned shift, attendance logs, and completed task records directly within the Application.
• Right of Rectification: Staff members can update their profile photo and password in-app. Inaccuracies in administrative details (such as assigned shift, name, or phone number) can be rectified through their authorized society administrator.
• Inquiries & Support: Staff members may seek clarification regarding how their attendance and operational records are handled.

9. Contact Us

If you have any questions or data inquiries regarding this Privacy Policy or the GG Staff application, please contact our team: