Privacy Policy

1. Scope of This Policy

This policy applies to all web and mobile applications designed and developed by HRPSP and Flexi IT Services, including but not limited to:

• Flexi HRMS / HRIS Mobile Applications
• Flexi Desk – Ticket Management Mobile Application
• BeSafe – Health & Safety CRM Mobile Applications
• eSafety MEPCO – Permit-to-Work Mobile Application
• Any other application that links to this Privacy Policy

2. Information We Collect

2.1 Information You Provide Directly

Depending on the App and your role, we may collect:

• Name, employee ID, designation, department, work location
• Contact details such as email address and mobile number
• Login credentials (username, hashed password or tokens)
• Profile information and documents (e.g., photos, attachments, forms)
• Tickets, complaints, requests, approvals, feedback, comments, and other records you submit

2.2 Information Collected Automatically

When you use our Apps, we may automatically collect:

• Device information (model, operating system, device identifier)
• Log data (IP address, timestamps, screens visited, actions performed)
• App version, crash logs, and performance data
• Approximate location (if enabled and required for specific features)

2.3 Information from Your Employer / Client

In many cases, you access our Apps as an employee or representative of a client organization. Your employer or client may provide us with basic information (e.g., employee ID, name, designation, department, reporting line, location) so we can create and manage your user account and permissions.

3. How We Use Your Information

We use the collected information to:

• Provide, operate, and maintain the Apps and related services
• Authenticate users and manage secure access
• Process tickets, complaints, HR and safety requests, approvals, and workflows
• Generate reports and analytics for authorized users within your organization
• Improve functionality, performance, and user experience
• Communicate service updates, changes, and support information
• Comply with legal and contractual obligations

4. Legal Basis (Where Applicable)

Where required by law, we process personal data on one or more of the following legal bases:

• Performance of a contract with your employer or client organization
• Compliance with legal obligations
• Legitimate interests in managing HR, safety, operations, and improving our services
• Your consent, where explicitly requested (e.g., for certain permissions)

5. Sharing of Information

We may share your information in the following circumstances:

• With your employer / client organization: Authorized HR, safety, and management personnel may access your data for legitimate business purposes.
• With service providers: Trusted third parties (e.g., cloud hosting, backup, analytics, push notifications) process data on our behalf under confidentiality and data protection obligations.
• For legal reasons: If required by law or in response to valid legal requests from public authorities.

We do not sell your personal information.

6. Data Retention

We retain personal data for as long as necessary to fulfill the purposes described in this policy and to comply with contractual and legal obligations. Retention periods may be defined by your employer or client’s internal policies and applicable law.

7. Data Security

We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

8. Permissions Used by the Apps

Depending on the App and its features, we may request permissions such as:

• Camera: Capture photos for profiles, tickets, inspections, and site evidence.
• Photos / Files: Upload attachments, documents, and images.
• Location (if enabled): Tag activities, inspections, or attendance entries with location where required.
• Notifications: Send alerts for approvals, ticket updates, and safety notices.

You can manage these permissions via your device settings. Some features may not work properly if certain permissions are disabled.

9. Your Rights & Choices

Subject to applicable law and your organization’s policies, you may have the right to:

• Access certain personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of certain data (subject to legal requirements)
• Object to or restrict certain types of processing

Most employment-related requests should be routed through your HR department or authorized representative. You may also contact us directly and we will coordinate with your organization where appropriate.

10. Children’s Privacy

Our Apps are intended for adult employees and authorized staff of client organizations. They are not designed for children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us.

11. International Transfers

Our services may be hosted on servers in different countries, so your data may be transferred and processed outside your country. We take steps to ensure appropriate safeguards are in place in accordance with applicable laws.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact:

• Email (Support): support@hrpsp.net
• Address: HR Perfect Solution Providers (Pvt.) Ltd., 615-Siddiq Trade Centre, Main Boulevard, Gulberg II, Lahore, Pakistan
• Phone: +92-42-35786321 / +92-42-35756321 / +923076156156