This Privacy Policy explains how Aepix (“we”, “us”, “our”) handles information in connection with the Portal mobile and web application (“the App”). Portal is a business application developed by Aepix and provided to organizations (our customers) for use by their employees and authorized personnel, supporting workplace operations such as attendance, human-resources records, procurement, inventory and approvals.
Portal is not a consumer application and is not directed to the general public. Access requires an account issued by the organization that provides Portal to you. That organization controls the data entered into Portal and acts as the data controller; Aepix processes it on the organization’s behalf to operate the service.
Information we collect
- Account & identity information — your name, username and email address, used to authenticate you and control access to features.
- Employment & operational records — data entered into the App by you or your organization in the course of work (for example HR records, attendance entries, material requests, purchase orders).
- Location data — when you record an attendance check-in, check-out or transfer, the App may capture your device’s GPS location at that moment to confirm presence at a work site. Location is not collected continuously or in the background.
- Camera — the App uses the camera only to scan QR badge codes for attendance. Camera images are processed on-device to read the code and are not stored, photographed or transmitted.
- Technical data — a secure authentication cookie/session token and basic diagnostic logs needed to operate and secure the service.
How we use information
- To provide and operate the App’s features (authentication, attendance, HR, procurement, inventory, approvals and related workflows).
- To verify worksite attendance and process related business records.
- To maintain the security, integrity and reliability of the service.
Permissions
- Camera — required to scan employee QR badges during attendance. You may decline; QR scanning will then be unavailable, but you can still select employees manually.
- Location — used to attach a location to an attendance event. A check-in is never blocked if a location fix is unavailable.
How information is stored and shared
Data is stored on servers operated by or on behalf of Aepix and the customer organization. We do not sell your personal information and do not share it with advertising networks. Information is accessible only to authorized users within your organization, to Aepix and to service providers strictly necessary to host and operate the App, and may be disclosed where required by law.
Data retention
Operational and employment records are retained for as long as needed for the business and legal purposes for which they were collected, in accordance with the organization’s policies and applicable law.
Data security
Access requires authentication, traffic is encrypted in transit (HTTPS), and access to records is restricted by role-based permissions.
Children’s privacy
The App is intended for employees and authorized personnel and is not directed to children under 13 (or the equivalent minimum age in your jurisdiction).
Your rights
Depending on your jurisdiction, you may have rights to access, correct or request deletion of your personal data. As Portal is an employer-provided application, such requests are handled through your organization. Contact us at the address below.
Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be reflected by updating the “Last updated” date at the top of this page.
Contact us
If you have questions about this Privacy Policy, contact:
Aepix
Website: aepix.io
Email: privacy@aepix.io
privacy@aepix.io) exists
and that the data descriptions above match your actual practices and the Play Console Data safety
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