Privacy Policy
Who this policy is for
Hitachi Staff is a workforce app. You use it because your employer issued you an account — it is not available to the general public, and you cannot sign up for it yourself.
Your employer decides what is recorded about your work and who inside the organisation can see it. They are the controller of that information. We run the app and its servers on their behalf, and we handle your data only on their instructions and as described here.
What the app collects, and why
| Name, mobile number, email, employee code, designation, branch | To create your account, put you in the right team, and show your manager who did what. |
|---|---|
| Your mobile number, at sign-in | You sign in with a one-time code sent to or shown on your phone. There is no password to forget. |
| Attendance: punch in and punch out times, and the PIN code of where you punched | To record your shift. The PIN code is worked out from your location at that moment — the area, not the exact address. |
| Location trail while you are punched in | So your employer can see field coverage and the distance travelled during a shift. See the section below. |
| Visits: who you visited, when, the photo you take on arrival and on completion, and the GPS position of each photo | To show the visit happened, where and when. |
| Leads and customers you add | Business records belonging to your employer. These are about the customer, not about you. |
| Expense claims and the receipts you attach | So your claim can be approved and reimbursed. |
| Technical data: IP address, app version, device model, server logs | To keep the service working and to investigate faults and abuse. |
The app does not collect contacts, messages, call logs, browsing history or financial account details, and it contains no advertising or analytics trackers.
Location, including in the background
The app records your location only while you are punched in. It collects a position roughly every 30 seconds, and it keeps doing so when the app is closed or the screen is locked — that is what background location permission is for.
Tracking stops when you punch out. If you forget, the system closes your shift automatically in the evening and tracking stops then.
The trail is used to show your manager where the team worked that day, to calculate the kilometres covered, and to put your visits on a map. It is not used to listen, to read anything on your phone, or to follow you outside your shift.
You can refuse or withdraw location permission in Android settings at any time. The app will still open, but punching in and visit check-ins will not work properly, because a shift record without a location is not something your employer can rely on.
Camera and photos
The app opens your camera when you check in to a visit, finish one, or attach a receipt to an expense claim. Those photos are uploaded and stored against that visit or claim.
The app does not read your photo gallery. It holds no permission to browse the images, video or audio on your device; when you pick an existing file, Android hands the app that one file and nothing else.
Who can see your information
- People in your organisation: your managers and the administrators above you in the reporting line, and your HR and payroll staff. Access follows the reporting tree — colleagues at your own level do not see your attendance or location.
- Google: coordinates are sent to Google's geocoding service to turn them into a place name or PIN code. Google receives the coordinates, not your identity.
- Our hosting provider: the servers run on Amazon Web Services in the Mumbai region.
We do not sell your personal information, we do not share it for advertising, and we do not give it to anyone else except where the law requires it or your employer formally instructs us to.
How long it is kept
| Attendance, location trail, visits and photos | Kept while you work there and for as long as your employer needs them for payroll and audit. |
|---|---|
| Payroll and payslip records | Kept for the period tax and labour law require. |
| Leads, customers and completed expense claims | Business records of your employer. They remain after you leave, with your name removed where it is no longer needed. |
| Server logs | Short-lived, kept only for troubleshooting and abuse investigation. |
How it is protected
- All traffic between the app, the dashboard and our servers is encrypted with HTTPS.
- Sign-in uses a one-time code and short-lived access tokens.
- Passwords, where an account has one, are stored hashed — they cannot be read back.
- Access inside the dashboard is limited by role and by the reporting tree.
Your rights
You can ask us to:
- tell you what personal information is held about you;
- correct anything that is wrong;
- delete your account and the data held against it.
To request deletion, use hitachi.kwikm.in/delete-account/ — no app or login needed. That page lists exactly what is removed and what has to be kept. We respond within 30 days.
Because your employer is the controller, some requests — particularly about attendance and work records — are theirs to decide. We will tell you when that is the case rather than leave you waiting.
Children
The app is for employed adults. It is not directed at children, and we do not knowingly create accounts for anyone under 18.
Changes to this policy
If this policy changes in a way that affects you, we will update this page and change the effective date at the top. Material changes will be communicated through your employer.
Contact
For anything about this app or your data, contact your employer's HR or system administrator first — they hold your employment records and can act fastest.
For matters we must handle directly, including data deletion, write to info@kwikm.in or call +91 62633 71219. The app and its servers are operated by Kwizar Infotech Pvt. Ltd. (CIN U47912UP2024PTC195158), Uttar Pradesh, India.