Privacy Policy

1. Introduction

Cleffex Digital Ltd. ("Cleffex", "we", "us", or "our") operates the Zmanix mobile application and web platform (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

We are committed to protecting your privacy and complying with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), as well as Apple App Store and Google Play Store requirements.

By using Zmanix, you consent to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information:

• Account Information: Employee code, organization ID, name, email address, and password credentials
• Employment Information: Job title, department, work location assignments, and manager relationships
• Contact Information: Phone number and emergency contact details (if provided by your employer)

2.2 Location Data

Zmanix collects precise location data to verify attendance at designated work locations. This includes:

• GPS Coordinates: Collected when you check in or check out to verify you are at an authorized work location
• Background Location: If enabled, used to detect when you enter or leave geofenced work areas for automatic attendance tracking
• Location History: Timestamps and coordinates associated with your attendance records

Important: Location data is only collected in connection with attendance activities and is not tracked continuously. You can disable background location access at any time through your device settings.

2.3 Biometric Data

Zmanix uses your device's biometric authentication (Face ID, Touch ID, or fingerprint) to verify your identity during check-in and check-out. We do not store or transmit your biometric data - authentication is handled entirely by your device's secure enclave.

2.4 Device Information

We collect information about your device, including:

• Device type, model, and operating system version
• Unique device identifiers (for security and single-device restrictions)
• App version and crash reports

2.5 Usage Data

We automatically collect certain information about how you use the Service:

• Attendance records (check-in/out times, break times, work hours)
• Timesheet submissions and approvals
• App interaction logs for troubleshooting

3. How We Use Your Information

We use the collected information for the following purposes:

• Attendance Tracking: To record and verify your work attendance, including check-in/out times and locations
• Timesheet Management: To generate accurate timesheets for payroll processing
• Identity Verification: To ensure only authorized employees can record attendance
• Location Verification: To confirm you are at an authorized work location when recording attendance
• Service Improvement: To maintain, improve, and optimize our Service
• Security: To detect and prevent fraud, unauthorized access, and other security issues
• Communication: To send service-related notifications and updates
• Compliance: To comply with legal obligations and respond to lawful requests

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

4.1 With Your Employer

Your attendance data, timesheets, and work-related information are shared with your employer organization through the Zmanix admin portal. This is the primary purpose of the Service.

4.2 Service Providers

We may share information with third-party service providers who perform services on our behalf, such as:

• Cloud hosting providers (AWS)
• Analytics services
• Customer support tools

These providers are contractually obligated to protect your information and use it only for the services they provide to us.

4.3 Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders or legal process
• Government or regulatory requests
• To protect our rights, privacy, safety, or property
• To enforce our Terms of Service

4.4 Business Transfers

If Cleffex is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

5. Data Storage and Security

We implement industry-standard security measures to protect your information:

• Encryption: All data is encrypted in transit (TLS/HTTPS) and at rest
• Secure Storage: Authentication tokens are stored in iOS Keychain and Android Keystore
• Access Controls: Role-based access controls limit who can view your data
• Regular Audits: We conduct regular security assessments and updates

Your data is stored on secure servers located in Canada. We retain your data for as long as your account is active or as needed to provide you with the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

6. Your Rights and Choices

Under Canadian privacy law (PIPEDA), you have the following rights:

• Access: You can request a copy of the personal information we hold about you
• Correction: You can request that we correct inaccurate or incomplete information
• Deletion: You can request that we delete your personal information, subject to legal retention requirements
• Withdrawal of Consent: You can withdraw consent for data collection at any time

Managing Location Permissions

You can control location access through your device settings:

• iOS: Settings → Privacy & Security → Location Services → Zmanix
• Android: Settings → Apps → Zmanix → Permissions → Location

Note: Disabling location access may limit your ability to use certain features of the Service.

Account Deletion

To request deletion of your account and associated data, please contact your employer's HR department or email us at info@cleffex.com. We will process your request within 30 days.

7. Children's Privacy

Zmanix is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at info@cleffex.com.

8. International Data Transfers

Your information may be transferred to and processed in countries other than Canada. When we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with applicable laws.

9. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read the privacy policies of any third-party services you access.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending an in-app notification or email for significant changes

We encourage you to review this Privacy Policy periodically for any changes.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.