Privacy Policy
FlowFiz is an attendance and access-control solution provided by Impetus Systems Private Limited (“we”, “us”, or “our”). This Privacy Policy explains how we collect, use, share, and protect personal information through the FlowFiz mobile app and related services.
Our services are used by organizations to manage people, attendance, and access to their premises. In this policy, “your organization” means the employer, business, or other organization that provides or manages your access to FlowFiz.
Information we collect
We collect information that you or your organization provide when using FlowFiz. This may include the following, depending on the services used:
Account and contact information. Company details, email addresses, login details, and information you provide when contacting us for assistance.
Person information. Names, employee or person identification numbers, CNIC details, gender, photographs, access permissions, assigned locations, and the dates for which access is valid.
Facial information. Face photographs and information used to recognize enrolled individuals for the organization’s attendance or access-control services.
Access and device information. Records relating to assigned areas, transfers between locations, and attendance or entry and exit events where these are used by your organization. We also handle the settings, login details, connection information, and status of devices connected to the service.
Usage information. Basic device information, identifiers, connection information such as an IP address, and information about service use, performance, or errors.
Information may come directly from you, from an authorized person acting for your organization, or from connected attendance and access-control devices. Some basic usage information is collected automatically when the app or supporting services operate.
How we use your information
We use information to provide and maintain FlowFiz, allow authorized users to access their accounts, manage person records and access permissions, process enrollment photographs, support facial recognition, and manage connected devices. We also use relevant information to respond to requests, resolve service problems, protect accounts, and meet applicable legal obligations.
Personal information is used for the services requested by the client and other purposes permitted by applicable law. We do not sell personal information or use enrollment photographs or facial information for advertising or unrelated marketing. The mobile app does not display advertisements or track you across other companies’ apps and websites for targeted advertising.
Face photographs and facial recognition
The mobile app uses the camera to capture an enrollment photograph and check that it is suitable for use. The photograph is sent to FlowFiz when the person record is saved. Facial recognition is performed on servers to help identify enrolled individuals for the organization’s services.
Facial information used to identify someone may be treated as sensitive personal information under applicable law. Your organization must provide the required privacy information and obtain any consent or other lawful authorization needed before enrolling a person or using facial recognition. Allowing camera access on a phone does not replace these requirements.
Information managed by your organization
Your organization decides whose records are added to FlowFiz, how those records are used, and which authorized users may access them. We handle the organization’s records on its behalf to provide the service. Your organization remains responsible for its use of those records and for providing any additional privacy notice required for employees, visitors, or other enrolled people.
If your information was added by your organization, you may contact its administrator about that information. You can also contact us using the details below, and we will coordinate with the organization where necessary.
How we share information
Information may be shared with your organization and its authorized users, with connected systems needed to provide the requested services, and with providers that help us host, maintain, or support FlowFiz. Providers acting on our behalf must use information only for the relevant service and provide the same or an equal level of privacy protection as described in this policy.
The app uses Google services to check photo quality. Google may receive basic device and app performance information, while photographs used for these checks are processed on your phone and are not sent to Google. Providers of images displayed in the app may receive basic connection information when those images load.
For information about Google’s handling of service information, see the Google Privacy Policy
We may also disclose information when required by law, a court order, or a lawful request from a public authority, or where permitted by law to address fraud, misuse, or a security incident. We do not share personal information for unrelated third-party advertising.
Mobile app permissions and stored information
The app requests camera permission to capture enrollment photographs. You can decline or withdraw this permission in your phone’s settings, although you will then be unable to take new photographs through the app. The app does not request access to your precise location, microphone, contacts, messages, or phone photo library.
Some account information and captured photographs are stored on your phone and may remain until the app’s local data is removed. Signing out does not erase all locally stored photographs. Removing the app does not delete information already held in FlowFiz or your organization’s connected systems.
How we protect information
We use account access controls and safeguards designed to protect personal information from unauthorized access, use, or disclosure. Access to organization records is intended for authorized users and personnel who need it to provide or manage the service.
You and your organization should protect account passwords, restrict access to phones and connected devices, and sign out when appropriate. No method of storing or transmitting information can guarantee complete security. Contact us if you believe your account or information has been accessed without authorization.
How long we keep information
We retain client records, enrollment photographs, facial-recognition information, service logs, and associated backups while the client’s FlowFiz subscription is active, subject to earlier valid deletion requests. When the subscription ends, the associated personal information is deleted, except where further retention is required by law. Any information retained for a legal requirement is kept only for the required purpose and period.
Copies stored on a phone or in systems independently managed by your organization must also be addressed through the relevant device settings or organization administrator. Information handled by an independent third-party service is subject to that service’s applicable privacy and retention practices.
Your privacy rights and deletion requests
Depending on applicable law, you may have the right to access your information, correct it, request its deletion, limit or object to certain uses, receive a copy in a transferable form, withdraw consent, or complain to a privacy authority.
To request deletion of your FlowFiz account or personal information, contact your organization’s administrator or email support@flowfiz.com. Include your organization’s name, the email address or person ID associated with the records, and a brief description of your request. You can contact us even if you no longer have access to the app. Do not include your password.
We may ask for information needed to verify your identity and locate the correct records. We handle requests in accordance with applicable law and explain any legal reason that prevents full deletion. Disabling an account or removing access is different from deleting personal information. You may also request withdrawal of consent for facial recognition through your organization or our support contact.
International processing
Information may be stored or processed in countries other than your own, depending on the services and providers involved. Where applicable law requires safeguards for transferring personal information between countries, those safeguards apply. Contact us for information about the processing arrangements relevant to your account.
Children and privacy
FlowFiz is intended for organizational use and is not directed to children. If an organization enrolls a child, it is responsible for providing appropriate notice and obtaining any parent or guardian permission required by law. Contact us if you believe a child’s information has been provided without the required authorization.
Changes to this policy
We may update this policy as our services or applicable requirements change. The date above identifies the latest version. Where required, we will provide notice or obtain additional consent before applying a material change to how personal information is used.
Contact us
Impetus Systems Private Limited
Email: support@flowfiz.com
Website: https://flowfiz.com/