Privacy Policy

Welcome to Synktime ("we", "our", or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.synktime.com or use our cloud-based attendance management platform.

By accessing or using our services, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please discontinue use of our services.

1. Information We Collect

We collect information that you provide directly to us and information that is generated automatically when you use our services.

a) Personal Information You Provide

• Full name, email address, phone number, and company name (when registering or contacting us)
• Employee data (names, employee IDs, work schedules, department details) entered by administrators
• Biometric data processed through integrated biometric devices (fingerprints, facial recognition) — stored only on-premise or as encrypted hashes
• Payment and billing information for subscriptions
• Communication details when you contact our support team

b) Automatically Collected Information

• IP address, browser type, device information, and operating system
• Pages visited, time spent, and clickstream data
• Cookies and similar tracking technologies
• Log files and usage analytics data

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and maintain the Synktime platform and services
• To process transactions and manage your subscription account
• To generate attendance reports, payroll data, and workforce analytics
• To send you technical notices, product updates, and support messages
• To respond to your comments, questions, and requests
• To monitor and analyze usage trends to improve our services
• To comply with applicable legal obligations in the UAE and GCC region
• To prevent fraud, unauthorized access, and other illegal activities

3. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your data only in the following circumstances:

• Service Providers: Trusted third-party vendors who assist in operating our platform (e.g., cloud hosting, payment processing, email delivery) under strict confidentiality agreements
• ERP & HR Integrations: Data shared with integrated systems (such as SAP, Oracle, or other HR tools) at your organization's explicit request
• Legal Requirements: When required by law, court order, or government authority in the UAE or applicable jurisdiction
• Business Transfers: In the event of a merger, acquisition, or sale of assets, user data may be transferred with prior notice
• Consent: With your explicit consent for any other purpose

4. Data Security

We implement industry-standard security measures to protect your personal data:

• AES-256 encryption for data at rest and TLS 1.2+ for data in transit
• Role-based access control (RBAC) to limit access to sensitive information
• Regular security audits and vulnerability assessments
• Secure, geo-redundant cloud infrastructure
• Multi-factor authentication (MFA) for admin accounts

While we strive to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to addressing any breach promptly.

5. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience on our website. These include:

• Essential Cookies: Required for the website to function properly (session management, authentication)
• Analytics Cookies: Help us understand how visitors interact with our website (e.g., Google Analytics)
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used to deliver relevant advertisements and track campaign performance

You can control cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our services.

6. Data Retention

We retain your personal data for as long as your account is active or as needed to provide services. Employee attendance records are retained for a minimum of 5 years in compliance with UAE Labour Law requirements. Upon account termination, your data will be deleted or anonymized within 90 days, unless a longer retention period is required by law.

7. Your Rights

Depending on your location, you may have certain rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your personal data (subject to legal obligations)
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing of your data for marketing purposes
• Restriction: Request restriction of processing under certain circumstances
• Withdraw Consent: Withdraw consent at any time where processing is consent-based

To exercise any of these rights, please contact us at privacy@synktime.com.

8. International Data Transfers

Our primary servers are located in the UAE and GCC region. If we transfer data internationally (e.g., for backup or cloud infrastructure purposes), we ensure adequate safeguards are in place, including Standard Contractual Clauses (SCCs) or equivalent protections, in compliance with applicable data protection regulations.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately and we will take steps to delete it.

10. Third-Party Links

Our website may contain links to third-party websites or integrate with third-party services (such as ERP systems or HR platforms). This Privacy Policy does not apply to those third-party sites. We encourage you to review their privacy policies before providing any personal information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:

This Privacy Policy is effective as of January 1, 2025 and was last updated on January 1, 2025.