This Privacy Policy explains how Nugen IT Services ("we", "us", "our") collects, uses, and protects information when you use the Nugenova application (the "App", Android package com.nugenova.mobile) and related web services.
Nugenova is a workplace/HR application provided to employees on behalf of their employer (the "Organization"). The Organization is the data controller for the personal data processed about its employees; we act as a data processor on the Organization's behalf, except where stated otherwise.
1. Information we collect
| Category | Examples | Why |
|---|---|---|
| Account & identity | Name, work email, password (stored only as a salted hash), organization, role | Authentication and access control |
| Profile | Profile photo you choose | Display your avatar to colleagues |
| HR & employment | Department, position, attendance, leave, timesheets | Core HR functionality |
| Financial | Bank details and payslip information you submit or view | Payroll self-service |
| Precise location | GPS coordinates captured only at clock in/out | Verify on-site attendance. Optional — you can decline and still clock in |
| Camera & photos | The single image you capture or select | Profile picture |
| Messages | Chat messages and attachments you send | In-app team messaging |
| Device push token | FCM (Android) / APNs (iOS) token | Deliver push notifications |
| Technical | App version, device platform, auth tokens | Operating and securing the service |
We do not use third-party advertising, analytics, or tracking SDKs, and we do not sell your personal data.
Biometric data: if you enable biometric unlock, it happens entirely on your device via the operating system. We never receive or store your fingerprint or face data.
2. How we use information
- Provide and operate the App's features (attendance, leave, payroll, chat, etc.)
- Authenticate you and keep your account secure
- Send notifications you have enabled
- Comply with the Organization's policies and applicable law
3. Permissions
- Location — attach location to attendance check-ins/outs.
- Camera — take a profile photo.
- Photos/Media — choose an existing profile photo.
- Notifications — deliver push notifications.
You can revoke any of these at any time in your device settings.
4. Sharing and third parties
- Your Organization — your employer and its authorized admins can access employment-related data about you.
- Push providers — Google (FCM, Android) and Apple (APNs, iOS) process your device token solely to deliver notifications.
- Hosting/infrastructure — our backend is hosted at Amazon Web Services (AWS).
- Legal — where required by law or valid legal process.
We do not share your data with advertisers and do not sell it.
5. Data retention
We retain personal data while your account is active and as required to provide the service, then as needed for the Organization's policies and legal obligations (for the duration required by the Organization's policies and applicable law). When no longer needed, we delete or anonymize it.
6. Account & data deletion
You can request deletion of your account and personal data:
- In the mobile app — Settings → Account → Delete My Account.
- On the web app — Settings → Privacy → Delete account.
- By email — contact accounts@nugeninfo.com or your Organization administrator.
Once confirmed, your account and associated personal data are permanently deleted within 30 days; a pending request can be cancelled before the window ends. Some records may be retained where required by the Organization's policies or applicable law (e.g., payroll/tax). Full step-by-step instructions, and details of exactly what is deleted versus retained, are on our Account & Data Deletion page.
7. Security
Data is encrypted in transit (HTTPS/TLS). Authentication tokens are stored in the device's secure storage (Keychain/Keystore). Passwords are stored only as salted hashes.
8. Children
Nugenova is a workplace application for employees and is not directed to children under 16. We do not knowingly collect data from children.
9. Your rights
You may have rights to access, correct, delete, export, or restrict processing of your data. Contact your Organization administrator or accounts@nugeninfo.com.
10. International transfers
If data is processed outside your country, we rely on appropriate safeguards consistent with applicable law.
11. Changes to this policy
We may update this policy. Material changes are reflected by the "Last updated" date above and, where appropriate, by in-app notice.