Privacy Policy

Last updated: 12 June 2026

This Privacy Policy explains how GeoTracks ("GeoTracks", "we", "us"), operated by Wan Buffer Services, collects, uses, shares and protects information when you use our mobile app, web dashboard and related services (the "Service"). GeoTracks is provided to organisations ("employers") for workforce attendance; if you use GeoTracks as an employee, your employer is the controller of your attendance data and you should also review their internal policies.

1. Information we collect

  • Account & profile: name, email address, phone number, role and the organisation you belong to.
  • Employment data: employee code, position, department, assigned shifts and work locations, and optional details your employer adds such as date of birth, address and emergency contact.
  • Biometric (face) data: when face verification is enabled, we capture a face image and derive a mathematical face template (a numeric "embedding") used to confirm it is really you at enrolment and check-in. See section 3.
  • Location data: your device's precise GPS location (coordinates, accuracy and timestamps), collected at check-in and check-out and continuously in the background while you are checked in to a work session, to confirm you remain at an assigned work site. See section 4.
  • Attendance records: check-in/out times, breaks, worked hours, late/early flags and any reason you provide for a late check-in.
  • Device & technical data: device model and operating system, app version, and a push-notification token so we can send you alerts.
  • Payment data: for paid subscriptions, billing is processed by our payment provider (Razorpay). We do not store full card details on our servers.

2. How we use information

  • To verify identity and location and record attendance accurately.
  • To provide shift, time-off, reporting and notification features.
  • To send operational notifications (check-in reminders, approvals, alerts to administrators).
  • To operate, secure, troubleshoot and improve the Service.
  • To process subscription payments and comply with legal obligations.

3. Biometric (face) data

Face verification is used solely to confirm a user's identity for attendance. With face verification enabled, the app captures a selfie and converts it into a face template (embedding) that cannot be reconstructed into a photograph. The live template is compared to the template you registered during enrolment. We do not use face data for advertising, profiling, or any purpose other than attendance verification, and we do not sell it. Where required by law, your or your employer's consent is obtained before biometric data is collected, and you may withdraw consent by deleting your account (section 7) — after which face verification is no longer available to you.

4. Location data

When you check in to an assigned work location, GeoTracks collects your device's precise GPS location continuously, including in the background — when the app is minimised, closed or not in active use. This background collection takes place only while you are checked in to an active work session: it begins when you check in and stops automatically when you check out. We do not track your location outside of an active clocked-in session.

We use this location to confirm you are inside an assigned work site's geofence at check-in and check-out; to detect, via geofencing, when you leave or return to the site during your session (entry and exit events); to show your live on-site presence to your administrators and assigned managers; and to calculate on-site time and distance travelled for attendance and reporting.

To enable these features, the app requests location permission, including the "Allow all the time" (background location) permission on Android. Before the system permission prompt appears, we show a disclosure explaining this background use and ask for your consent. Granting background location is required for continuous attendance verification; you may decline or revoke it at any time in your device settings, but some attendance features will not work correctly. Location records are retained and periodically pruned as described in section 6.

Offline storage & background sync

To keep attendance reliable on poor or intermittent connections, GeoTracks stores the actions you take while offline — such as check-ins, check-outs, work-site entry/exit events and time-off requests — securely on your device, and sends them to our servers automatically once your connection returns. This synchronisation may run in the background, including when the app is closed. It only re-sends information you have already created in the app; no new location, camera or biometric data is collected in the background. Data shown to you while offline is a cached copy kept on your device only, and is cleared when you sign out.

5. How we share information

  • Your employer: your administrators and assigned managers can see your attendance, timecards and related records as needed to manage the workforce.
  • Service providers: trusted vendors who host our infrastructure and storage, deliver push notifications, and process payments (e.g. Razorpay), strictly to provide the Service.
  • Legal: where required by law, regulation, legal process, or to protect rights, safety and security.

We do not sell your personal information.

6. Data retention & security

We retain personal and attendance data for as long as your account is active or as needed to provide the Service and meet legal, accounting and reporting requirements set by your employer. Background location records collected during work sessions are retained for attendance and reporting purposes and are periodically pruned according to our retention schedule. Data is protected with encryption in transit, access controls and other safeguards. No method of transmission or storage is completely secure, but we work to protect your information.

7. Your rights

Depending on your jurisdiction, you may have rights to access, correct, or delete your personal data, or to object to or restrict certain processing. You can delete your account and associated data directly from the app under Other → Delete account, which permanently removes your profile, attendance, face template and related data. You may also contact us to exercise your rights; note that some records may be retained by your employer where they are the controller.

8. Children

GeoTracks is intended for use by employees and is not directed to children under 16. We do not knowingly collect data from children.

9. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected here with a revised "Last updated" date.

10. Contact us

For privacy questions or requests, email connect@wanbuffer.com or use our Contact page.

Last updated: July 1, 2026