Welcome to Smart Leaves HR Management Software ("Smart Leaves", "we", "our", or "us"). We are committed to protecting the privacy and security of our users' personal information. This Privacy Policy explains how we collect, use, store, and protect information when you use Smart Leaves.
By accessing or using Smart Leaves, you agree to the practices described in this Privacy Policy.
1. Information We Collect
Personal Information
We may collect the following information from employees, administrators, and organizations:
Full Name
Employee ID
Email Address
Mobile Number
Department and Designation
Profile Photograph
Attendance Records
Leave Requests and Approvals
Employment Information
Location Data (if enabled for attendance tracking)
Device Information
System Information
We may automatically collect:
IP Address
Browser Type
Device Type
Operating System
Login Activity
Usage Logs
2. How We Use Information
We use collected information to:
Manage employee attendance and leave records
Process leave applications and approvals
Generate HR reports and analytics
Manage payroll-related attendance records
Verify employee identity
Improve system performance and security
Send notifications and alerts
Provide customer support
Comply with legal obligations
3. Attendance and Location Tracking
If location-based attendance is enabled by the organization:
Smart Leaves may collect GPS location data during check-in and check-out.
Location data is used solely for attendance verification purposes.
We do not continuously track employees' locations outside attendance activities.
4. Data Sharing
We do not sell, rent, or trade personal information.
Information may be shared only with:
Authorized organization administrators
Service providers assisting in software operations
Government authorities when required by law
Legal authorities to protect rights, security, and compliance obligations
5. Data Security
We implement industry-standard security measures to protect information, including:
Secure Authentication
Role-Based Access Control
Encrypted Data Transmission (SSL/TLS)
Secure Server Infrastructure
Regular Security Monitoring
While we strive to protect your information, no system can guarantee 100% security.
6. Data Retention
We retain employee and organizational data only as long as necessary to:
Provide HR management services
Fulfill contractual obligations
Comply with legal requirements
Resolve disputes and enforce agreements
Organizations may request deletion of their data upon termination of services, subject to applicable laws.
7. User Rights
Depending on applicable laws, users may have the right to:
Access personal information
Correct inaccurate information
Request deletion of data
Restrict processing of information
Request a copy of stored information
Requests should be submitted to the organization administrator or our support team.
8. Cookies and Tracking Technologies
Smart Leaves may use cookies and similar technologies to:
Maintain user sessions
Improve platform functionality
Analyze usage trends
Enhance user experience
Users may manage cookie preferences through their browser settings.
9. Third-Party Services
Smart Leaves may integrate with third-party services such as:
Email Providers
SMS Gateways
Cloud Hosting Services
Payment Gateways (if applicable)
These providers maintain their own privacy policies and security practices.
10. Children's Privacy
Smart Leaves is intended for business and organizational use only and is not designed for individuals under 18 years of age.
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Updated versions will be posted within the application and on our website. Continued use of Smart Leaves after updates constitutes acceptance of the revised policy.