Terms, privacy and your data

T1What StaffBee is

StaffBee is a mobile app for recording staff attendance, leave and salary. It includes GPS punch in and out at a workplace, manual and bulk attendance marking, shifts, holidays, leave requests and approvals, monthly payroll, payslips, reports and exports. It is available on Android. We may add, change or remove features over time.

T2Who can use it

• A business can open an account through a person who is at least 18 and allowed to act for that business. That person becomes its first owner.
• Other people (managers, HR, supervisors and employees) join only by an invite from the business. What each person can see and do depends on the role and permissions the business gives them.
• Each person uses their own Google account and their own phone. A sign-in works on one phone at a time.

T3The business's responsibilities

The business decides how StaffBee is used for its staff, so the business is responsible for:

• Telling its staff what StaffBee records about them (location at punch time, selfies if turned on, attendance, leave and salary) and why, and having a lawful basis for it under the Digital Personal Data Protection Act, 2023: either the staff member's consent or a legitimate use allowed by that Act, such as employment purposes.
• Setting things up correctly: workplace locations and radius, shifts, attendance rules, leave policies, salary amounts, salary components and deductions.
• Checking payroll before approving it. StaffBee calculates pay from the attendance and the settings the business enters. The business decides what it actually pays.
• Meeting its legal duties as an employer, including wage, labour, PF, ESI, professional tax and income tax laws, and keeping any registers those laws require.
• Managing access: giving roles and permissions carefully, approving new phones only for the right person, and deactivating people who leave.
• Answering its staff's requests about their data (see the privacy policy).

T4For staff using StaffBee

• Punch only for yourself, from your own phone, at the workplace.
• Don't use fake-location apps, emulators or modified apps. StaffBee refuses those punches.
• Keep your phone's screen lock on. If your phone is lost or sold, tell your employer so they can sign it out.
• Questions about your attendance, leave or pay go to your employer. StaffBee records what happened. Your employer decides what is paid.

T5Acceptable use

You must not:

• try to access another business's data, or another person's account;
• reverse-engineer, copy or resell the app or our servers, or interfere with them (for example by overloading them or probing for weaknesses without our written permission);
• use StaffBee to track people outside working time or for anything other than managing your own workforce;
• upload anything unlawful, or anyone's data without the right to do so.

T6The business's data

The business owns the records it keeps in StaffBee. It gives us permission to store and process them only to run StaffBee for it, as described in the privacy policy. The business can export reports, payroll registers and payslips to PDF and Excel while its account is active.

T7Price and payment

StaffBee is free to use while it is in early access, with no payment details asked for. If we introduce paid plans, we will tell owners at least 30 days before, and nothing is ever charged unless the owner chooses a plan. Any paid plan will state its price, billing cycle, taxes and refund terms before the owner agrees to it.

T8Payroll and compliance: no professional advice

StaffBee is a record-keeping and calculation tool. It is not legal, tax, accounting or payroll advice. In particular, StaffBee:

• calculates pay from the attendance and the salary components the business sets up. It does not apply PF, ESI, professional tax or TDS rules by itself;
• does not file returns, make payments or transfer money;
• does not guarantee that pay, deductions or records meet any law.

A payslip marked paid is never changed. A correction is recorded as an adjustment in a later month, so what was paid stays on record.

T9Availability and accuracy

We work to keep StaffBee running and the records correct, but we provide it "as is" and "as available". Location accuracy depends on the phone and its surroundings. Offline punches are checked when they reach our server and can be refused. Services we rely on, such as Google sign-in and push notifications, can be unavailable. As far as the law allows, we make no other promises, express or implied, about the service.

T10Limits of our liability

As far as the law allows:

• we are not liable for indirect or consequential losses, lost profits, or losses caused by wrong settings, unapproved changes or decisions the business makes using StaffBee;
• our total liability for any claim about StaffBee is limited to the amount the business paid us for StaffBee in the 12 months before the claim.

Nothing in these terms limits liability that cannot be limited under Indian law.

T11Indemnity

The business will cover our reasonable losses if a claim is brought against us because the business broke these terms or the law. For example, if it recorded staff data without a lawful basis, or paid wages below what the law requires.

T12Suspension and ending

• The business can stop using StaffBee at any time and ask for its account to be deleted (see Delete your account). Export what you need first.
• We may suspend or close an account that breaks these terms, puts other users at risk, or that the law requires us to close. Where we reasonably can, we will warn you first and give you time to export your data.

T13Governing law

These terms are governed by the laws of India, including the Information Technology Act, 2000. The courts at Ahmedabad, Gujarat have exclusive jurisdiction. Before going to court, both sides agree to try in good faith to settle the matter by writing to each other first.

T14Changes to these terms

If we change these terms, we will update the effective date at the top of this page and, for important changes, tell owners in the app or by email before they apply. Continuing to use StaffBee after that means you accept the new terms.

T15Contact

Beyondsy Solutions LLP, a limited liability partnership registered in India, LLPIN AAX-0438.
Registered office: 311, Shangrila Arcade, 100 Feet Anand Nagar Rd, Shyamal, Ahmedabad, Gujarat 380015, India
Email: staffbee21@gmail.com

P1Who decides, and who we are

India's Digital Personal Data Protection Act, 2023 (the "DPDP Act") separates the organisation that decides why and how personal data is used (the Data Fiduciary) from the organisation that processes it on its behalf (the Data Processor).

• For staff records (attendance, location at punch time, selfies, leave, salary and payslips), the business that uses StaffBee is the Data Fiduciary. We are its Data Processor. We act on its instructions and don't use its staff's data for our own purposes.
• For what we run ourselves, we are the Data Fiduciary. That covers a business's account with us, sign-in and session security, and the logs that keep the service working and safe.

StaffBee is made by Beyondsy Solutions LLP, a limited liability partnership registered in India (LLPIN AAX-0438), with its registered office at 311, Shangrila Arcade, 100 Feet Anand Nagar Rd, Shyamal, Ahmedabad, Gujarat 380015, India.

P2What we collect

What we don't collect

• No location in the background or between punches.
• No contacts. When an owner adds someone from their phone's contacts, Android's own picker gives StaffBee only the one entry chosen.
• No fingerprints or face data. Unlocking with your fingerprint or face happens on your phone, and StaffBee never receives it.
• No advertising ID, no ads, and no analytics or tracking tools.

P3Location, precisely

StaffBee asks for location permission "while using the app" only. It does not ask for background location and runs no background location service. It reads your location once, at these moments:

1. When you punch in or out. The position is sent to our server, which checks your distance from the workplace again, and it is saved with that day's attendance.
2. While the employee Home screen is open, to show how far you are from the workplace. That distance is worked out on your phone and is not sent to us.
3. When an owner or manager uses "current location" while setting up a workplace. That position becomes the workplace's address on the map, not a person's.

P4Permissions the app asks for

• Location (precise, while using the app): for punching, as described above.
• Camera: for selfies if your employer uses them, scanning a workplace QR code, and taking a profile photo.
• Notifications: for reminders and updates. You can turn them off in your phone's settings.
• Fingerprint or face unlock (optional): to confirm a punch or open the app quickly. The check happens on the phone.
• Internet: to sync with our server.

P5How the data is used

• To run attendance, leave, payroll and reports for your employer.
• To keep accounts secure: tying sign-ins to one phone, flagging new phones and refusing fake-location punches.
• To send you notifications.
• To help your employer when they ask us for support.
• To meet legal obligations and respond to lawful requests from authorities.

We don't sell personal data, use it for advertising, or build profiles of people for anyone else.

P6Who can see it

Inside the business

• The owner can see all of the business's records.
• HR and managers see what the owner allows. By default that includes staff records, reports and salaries.
• Supervisors see the staff at the locations and departments they are assigned to. They never see salaries.
• Employees see only their own attendance, leave and payslips. A payslip becomes visible once it is approved.

Outside the business

No other business using StaffBee can see your data. Our own team accesses it only when needed to run the service, fix a problem, or help your employer at their request.

P7Service providers we use

We may share data if Indian law requires it, for example in response to a valid order from a court or government authority.

P8Where data is stored

StaffBee's servers, database and photo storage are in Mumbai, India. Google's services, used for sign-in and notifications, may process the limited data they receive outside India, under Google's own safeguards.

P9How we protect it

• All traffic between the app and our servers is encrypted (HTTPS).
• Every request is checked against the business it belongs to and the person's permissions.
• A sign-in is tied to one phone by a hardware security key. Sign-in tokens are stored only in a scrambled (hashed) form. Access lasts 15 minutes and is renewed in the background.
• Selfies are shown through short-lived links, and only to people allowed to view attendance.

No system is perfectly secure. If a breach affects personal data, we will tell the affected business without delay and help it inform its staff and the Data Protection Board of India, as the DPDP Act requires. Where we are the Data Fiduciary, we will inform you and the Board ourselves.

P10How long we keep it

When someone leaves a business, the business deactivates them. That signs them out of every phone at once. Their records stay with the business's payroll records.

P11Your rights

Under the DPDP Act you have the right to:

• get a summary of the personal data held about you and how it is used;
• have inaccurate or incomplete data corrected, and data no longer needed erased;
• withdraw consent where consent is the basis for processing (this does not undo processing already done);
• have a grievance addressed, and complain to the Data Protection Board of India if it isn't;
• nominate someone to exercise these rights if you die or cannot act yourself.

If you are a staff member

Your employer decides what is recorded about you, so ask your employer first. They can correct most records in the app, and they will involve us if needed. If you can't reach them or don't get an answer, write to us at staffbee21@gmail.com. We will pass your request to your employer and help them respond.

If you are an owner

Write to us at staffbee21@gmail.com from the email of the Google account you sign in with. We act on your request within 30 days.

P12Grievance officer

Name: Vishal Bhingradiya
Organisation: Beyondsy Solutions LLP
Email: staffbee21@gmail.com
Address: Beyondsy Solutions LLP, 311, Shangrila Arcade, 100 Feet Anand Nagar Rd, Shyamal, Ahmedabad, Gujarat 380015, India
Working hours: Monday to Friday, 10:00 AM to 6:00 PM IST

We acknowledge every grievance within 24 hours and aim to resolve it within 15 days. If you are not satisfied with the outcome, you may complain to the Data Protection Board of India.

P13Children

StaffBee is a workplace app and is not meant for children. If a business records anyone under 18, the business must first get verifiable consent from their parent or guardian, as the DPDP Act requires, and must comply with the law on employing young people.

P14Changes to this policy

We will update the effective date at the top of this page when this policy changes. For important changes, we will also tell owners in the app or by email before they apply.

D1If you are an employee or staff member

1. Ask your employer to remove you. When the owner or HR deactivates you in StaffBee, you are signed out of every phone at once and can't sign in again.
2. To have your data deleted, email staffbee21@gmail.com with the subject "Delete my StaffBee account". Send it from the email of the Google account you used with StaffBee, and include your name, your mobile number and the business you worked for.
3. We confirm it's you, tell your employer (because they decide about their staff records), and delete what doesn't have to be kept (see D3).
4. We email you when it's done, within 30 days of confirming your request.

D2If you are a business owner

1. Export what you need first: monthly reports, payroll registers and payslips, from the app's Reports and Salary screens.
2. Email staffbee21@gmail.com with the subject "Delete my StaffBee business". Send it from the email of the owner's Google account, and include the business name and the owner's mobile number.
3. We confirm with you before deleting. Deleting a business deletes it for every person in it and can't be undone. If the business has a second owner, we confirm with both.
4. We email you when it's done, within 30 days of your confirmation.

D3What is deleted, and what is kept

Deleted

• The link to your Google account, and your email address.
• Every sign-in session, phone registration, security key and push token.
• Profile photo and selfies.
• Location points recorded at punch time.
• Notifications.
• For a business: its settings, locations, logo, and everything not listed under "Kept".

Kept, and why

• Attendance days and times, leave taken, payslips, salary adjustments and the record of changes to them, with the name and mobile number they belong to. Indian wage and social-security laws (such as those on payment of wages, provident fund and ESI) require employers to keep payroll records and be able to reproduce them. These stay with your employer's records while its StaffBee account is open, and are deleted within 30 days of the business closing its account, or sooner if your employer asks us to.
• Anything we must keep to meet a legal obligation, resolve a dispute or respond to a lawful request, for no longer than needed.

You can also ask us to delete only part of your data, such as selfies, without closing your account. Use the same email address.