Privacy Policy

Welcome to TopTime. We are committed to protecting your personal data. This Privacy Policy outlines how Topform Technologies ("we", "us", or "our") collects, uses, and protects information through our HR & Workforce Management Software.

            For Employees (End Users): Please note that your employer (the "Subscriber") is the
            Data Controller of your personal information. We act as the Data
                Processor, processing your data solely on your employer's behalf.
        

1. Information We Collect

We collect information necessary to provide our HRMS features, including:

Identity Data: Name, Employee ID, date of birth, passport details, visa status, and national ID (Emirates ID).
Contact Data: Email address, phone number, and physical address.
Employment Data: Job title, department, role, joining date, salary details, and contract terms.
Biometric Data: Fingerprint templates and facial recognition data captured via integrated devices (Hanido, ZKTeco) for attendance purposes.
Financial Data: Bank account details, IBAN, and salary transfer information for payroll processing.
Location Data: Geo-coordinates for mobile attendance tracking (if enabled by your employer).
User Content: Files, documents, images, and voice recordings uploaded to tasks, conversations, or expense claims.
Device Information: Device ID, IP address, and operating system information for security and audit logs.

2. How We Use Your Information

Your data is processed to deliver the specific functionalities of TopTime:

Attendance Management: To record check-in/out times, calculate overtime, and verify location via geofencing.
Project Management: To track time spent on tasks, manage resource requests, and facilitate team collaboration.
Payroll & Finance: To automate salary calculations, process allowances/deductions, and generate pay slips.
Leave & Expenses: To process leave requests, track balances, and approve expense reimbursements.
Performance & Awards: To track employee performance reviews and manage recognition programs.
Communication: To enable in-app messaging, voice notes, and file sharing related to work tasks.

3. Biometric Data & Device Integration

TopTime integrates with biometric devices (such as ZKTeco and Hanido). Regarding this data:

We typically store encrypted biometric templates (mathematical representations), not raw images of fingerprints or faces.
This data is used strictly for authentication and attendance verification.
We do not sell, trade, or transfer biometric data to external third parties.

4. Data Sharing and Disclosure

We do not share your personal data with third parties except in the following cases:

With your Employer: To facilitate HR management and reporting.
Service Providers: Cloud hosting providers or payment gateways essential for service delivery.
Legal Compliance: If required by UAE law or legal process.

5. Data Security

We implement industry-standard security measures, including encryption and secure server infrastructure, to protect your data from unauthorized access, alteration, or destruction.

6. Your Rights (UAE PDPL)

Under the UAE Personal Data Protection Law, you have rights regarding your data. Since we process data on behalf of your employer, please direct requests to your HR department to:

Access your personal data.
Correct inaccurate or incomplete data.
Request deletion of data (subject to employment record retention laws).

7. App Permissions & Sensitive Data

To provide specific features, the TopTime mobile app requires access to certain device permissions. You can revoke these permissions at any time in your device settings, though some features may become unavailable.

Location (Fine & Coarse): Used to verify your location when you punch in/out for attendance. This ensures compliance with your employer's geofencing policies. Location data is only recorded at the moment of attendance action or as configured by your employer's tracking policy.
Camera: Used to capture photos for expense receipts, profile pictures, or task attachments.
Microphone: Used to record voice notes within the Project Conversation module for team communication.
Storage / Files: Used to upload documents (PDF, Doc) for leave requests, resource requests, or task attachments, and to download payslips or reports.

8. Contact Us

If you have questions about this policy or our data practices, please contact us:

Topform Technologies
Website: toptimepro.com
Email: support@topformtechnologies.com