Privacy Policy

Effective Date: 30 August 2026

1. Information We Collect

Depending on how your organisation uses Flamingo HRMS, we may collect and process the following types of information:

Personal and Employee Information

This may include:

• Name
• Employee ID
• Email address
• Mobile phone number
• Job title and department
• Company or organisation information
• Date of joining
• Employment-related information
• Profile photograph
• Information entered by your employer or authorised administrator

Attendance Information

The application may collect information related to employee attendance, including:

• Check-in and check-out time
• Attendance date
• Attendance status
• Work location
• Attendance records
• Work-from-home or other attendance-related information

Location Information

If your organisation enables location-based attendance features and you grant the required permission, the application may collect your device's location when you use relevant attendance features.

Location information may be used to verify attendance at an authorised workplace or location.

The application does not use location information for unrelated purposes.

Camera and Photograph Information

If required for attendance verification, the application may request access to your device camera and may allow you to submit a selfie or photograph.

Such images may be processed and stored for attendance verification and related HRMS purposes.

Camera access is used only when the relevant feature requires it and is subject to the permissions granted by you.

Device and Technical Information

We may collect limited technical information necessary to operate and secure the application, such as:

• Device type
• Operating system
• Application version
• IP address
• Login/session information
• Error and diagnostic information

2. How We Use Information

Information collected through Flamingo HRMS may be used to:

• Provide HRMS services
• Authenticate users
• Manage employee accounts
• Record employee attendance
• Verify attendance where applicable
• Process leave and attendance requests
• Provide payroll and HR-related functionality
• Maintain employee records
• Provide notifications and service communications
• Maintain and improve application performance
• Detect and prevent misuse, fraud, or unauthorised access
• Maintain the security of our systems
• Comply with applicable legal and contractual requirements

3. Information Sharing

Flamingo HRMS is primarily an enterprise HR management system.

Employee information may be accessible to the employee's employer, organisation, or authorised administrators according to the organisation's use of the HRMS.

We may also share information with service providers that help us operate, maintain, secure, or provide the HRMS service.

We do not sell personal information to third parties.

We may disclose information where required by applicable law, legal process, or a valid governmental request.

4. Location Information

Location access is used only for features that require location information, such as location-based attendance verification.

Depending on the configuration of your organisation's HRMS system, location information may be collected when an employee performs an attendance action.

You can manage location permissions through your device settings. Disabling location permission may prevent location-dependent attendance features from functioning.

5. Camera and Photos

The application may request camera access when a feature such as selfie-based attendance requires it.

Photos submitted through the application may be transmitted to our servers and stored or processed for attendance verification and HRMS purposes.

Camera permission can be controlled through your device settings.

6. Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, or destruction.

However, no electronic transmission or storage system can be guaranteed to be completely secure.

7. Data Retention

Personal and employee information is retained for as long as necessary to provide the HRMS service, maintain employment and attendance records, comply with contractual or legal obligations, resolve disputes, and enforce applicable agreements.

Retention periods may also be determined by the organisation using Flamingo HRMS.

8. Account and Data Deletion

Employees should contact their employer or the authorised HRMS administrator regarding deletion or correction of employee records maintained by the organisation.

Where applicable, users may also contact us using the contact information provided below to request information regarding their personal data.

Certain information may need to be retained where required for legitimate business, contractual, security, or legal purposes.

9. Children's Privacy

Flamingo HRMS is an employment and workforce management application and is not directed toward children.

We do not knowingly collect personal information from children for the purpose of providing children's services.

10. Third-Party Services

The application may use third-party infrastructure or service providers to provide hosting, authentication, notifications, analytics, security, or other technical services.

Such providers may process information only as necessary to provide their services to us and are expected to maintain appropriate security measures.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When changes are made, the updated version will be published on this page with a revised effective date.

We encourage users to periodically review this Privacy Policy.

12. Contact Us

If you have questions about this Privacy Policy or the handling of your information, please contact us.