Privacy Policy

This Privacy Policy describes how the Smart Workforce Management App ("IR-WMS," "we," "us") collects, uses, and protects your personal information. IR-WMS is designed for railway employees and their supervisors to manage attendance, leaves, and work tasks.

By using IR-WMS, you agree to the practices described in this policy. This App is intended only for authorized employees and supervisory personnel.

We collect only the information necessary to provide the App's core functions:

Identity & Employment Details

• Name, employee ID, and designation
• Department and reporting supervisor
• Official contact number or email (if provided)

Attendance Data

• Check-in and check-out timestamps
• Shift schedules and attendance status
• Location at the time of check-in (only if enabled by your organization)

Leave Information

• Leave requests, types, durations, and reasons
• Approval or rejection records
• Supporting documents uploaded with leave requests

Task & Work Data

• Tasks assigned to or created by you
• Task status, deadlines, and completion records

Device & Technical Information

• Device type and operating system version
• App version and error logs (for troubleshooting only)

We use your information strictly to operate and improve the App:

• Recording and displaying your daily attendance
• Processing leave applications and approvals
• Creating, assigning, and tracking work tasks
• Generating reports for supervisors and administrators
• Sending notifications related to attendance, leaves, and tasks
• Diagnosing technical issues and improving App performance

We do not sell, rent, or trade your personal data. We share information only in the following limited cases:

Within Your Organization

• Supervisors can view attendance, leave, and task data for their team members
• HR and admin departments can access records for payroll and compliance

Technology Providers

• Trusted service providers (e.g., cloud hosting) who process data on our behalf, under strict confidentiality agreements, and for no independent purpose

Legal Requirements

• We may disclose data if required by law, a court order, or to protect the rights and safety of employees or the public

All data is stored on secure servers located within India, in line with applicable data localization requirements.

We apply standard security practices to protect your data, including:

• Encrypted data transmission (HTTPS)
• Role-based access so users only see data relevant to their role
• Automatic session timeout after inactivity
• Regular security reviews

While we take all reasonable steps to secure your data, no digital system is completely risk-free. Please keep your login credentials confidential and report any suspicious activity promptly.

We retain your data for as long as necessary to fulfill the purposes described in this policy, or as required by applicable law and organizational policy. Attendance and leave records may be kept for minimum periods as mandated by labor regulations. When data is no longer needed, it is securely deleted or anonymized.

Under applicable Indian data protection law (including the Digital Personal Data Protection Act, 2023), you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Raise a grievance regarding the handling of your data

To exercise any of these rights, please contact your organization's HR or IT department. Note that certain records may need to be retained for legal or compliance reasons.

The App may request the following device permissions. Each is used only for its stated purpose:

You can manage permissions anytime in your device settings. Revoking a permission may limit certain features of IR-WMS.

This App is intended solely for adult employees. We do not knowingly collect data from anyone under 18 years of age. If we become aware that a minor has used the App, we will delete the relevant data promptly.

We may update this Privacy Policy from time to time. When we make significant changes, we will notify users through an in-app notification within IR-WMS and update the effective date at the top of this page. Continued use of IR-WMS after any update constitutes your acceptance of the revised policy.

If you have questions or concerns about this Privacy Policy or the handling of your personal data, please contact your organization's designated HR or IT department through official internal channels.

For data-related grievances, you may also reach out to your Divisional HR Office or the designated Data Protection Officer (if appointed).