PunchDesk

Privacy Policy

Last updated 23 July 2026

PunchDesk is a multi-tenant HR software service — attendance, leave and payroll — that any business can sign up for and use to run its own private workspace. Each company that creates an account (“the Company”, your employer) controls its own workspace and is the data fiduciary / controllerfor the personal data of its employees under India’s Digital Personal Data Protection Act, 2023 (“DPDP Act”). PunchDesk (“we”, “us” — the operator of the service) processes that data on the Company’s behalf as a data processor. Each workspace’s data is logically isolated from every other company’s. This policy explains what the app collects, why, and the choices you have.

What the app collects

• Identity & employment details — name, employee code, work contact details, department, designation, and the records your employer needs to run payroll (salary structure, bank account for salary credit, PAN/UAN/ESI numbers, leave and attendance records).
• Attendance selfies & face verification data — the selfie you take when punching in/out, and (if you enrol) a mathematical representation of your face used only to verify that the person punching is you. This is biometric data and is collected with your consent.
• Location — your precise GPS position at the moment you punch, used to confirm you are at an approved work location (geofence). If you start field duty, your route is recorded while duty is active — on the Android app this continues in the background with the screen locked; on iPhone it records while the duty screen is open — only between the moment you tap “Start field duty” and the moment duty ends. Location is never collected outside a punch or an active field duty.
• Visit photos — photos you choose to take when logging an outdoor visit.
• Device identifier — a device ID used to bind your attendance to one phone (fraud prevention) and, if you enable notifications, a push token.
• Usage records — logins and actions inside the system (audit trail), including IP address.

Why it is collected

• Recording and verifying attendance, working hours and field duty.
• Processing salary, statutory deductions (PF, ESI, professional tax, TDS) and reimbursements.
• Managing leave, advances, assets, helpdesk and other HR processes for your employer.
• Preventing attendance fraud (e.g. one person punching for another).
• Helping your employer meet legal obligations under Indian labour, tax and social-security law.

We do not sell your data, use it for advertising, or track you across other apps or websites.

Background location — plain-language disclosure

The Android app can record your location in the background only while you are on field duty that you started yourself. A persistent notification is visible the whole time tracking is active. Tracking stops when you tap “End duty”, and duties left running are automatically closed after a period with no GPS signal. Your manager can see the recorded route, distance and visit stops of a duty trip.

Face verification — your consent

Face enrolment is used solely to verify your own attendance punches. You can decline enrolment, and you can ask your employer’s HR at any time to delete your enrolled face data (attendance then relies on selfie photos reviewed by HR). Face data is deleted when you leave the company.

Who can see your data

Within your company’s isolated workspace, your data is visible to you and, on a need-to-know basis, to your employer’s HR/administrators and your reporting manager. As the platform operator we process it on your employer’s behalf, and it is hosted by our infrastructure providers — Vercel (application hosting and file storage) and Neon (database) — and by the providers we use to send emails and notifications. It may be shared with government authorities where the law requires (e.g. EPFO, ESIC, Income Tax). All data is encrypted in transit.

How long it is kept

• Payroll, attendance summaries and statutory records — kept for the periods required by Indian law, as directed by your employer.
• Punch selfies, visit photos and GPS trails — kept for operational review and disputes, then purged in routine clean-ups.
• Face verification data — kept only while you are employed and enrolled; deleted on exit or on request.
• On workspace closure — when a Company deletes its account, or an admin deletes a login, the associated data is removed from the live system (see “Deleting your data” below).

Your rights

Under the DPDP Act you may request access to, correction of, or erasure of your personal data (erasure is subject to records your employer must keep by law), and you may withdraw consent for face verification. Because your employer is the data fiduciary, please raise these requests with your organisation’s HR/administrator in the first instance. You can also delete your own login and data in the app under Settings → Account → Delete account. For platform-level privacy queries or grievances that your employer cannot resolve, contact the PunchDesk team through the in-app help/support option.

Deleting your data

You can delete your own account at any time in the app: Settings → Account → Delete account. If you are the last administrator of your Company’s workspace, deleting your account deletes the entire workspace and all of its data. Otherwise it removes your login and personal records. See our data-deletion page for details.

Security

Each company’s workspace is isolated from every other tenant. Access is protected by individual logins with role-based permissions, sensitive actions are audit-logged, media files are served through access-controlled links, and the system is served exclusively over HTTPS.

Children

PunchDesk is a workplace tool for adults; it is not directed at, and must not be used by, anyone under 18.

Changes

If this policy changes materially we will update this page and notify users through the app. Continued use after notice constitutes acknowledgement, and consent-based processing (face verification) will be re-confirmed where required.

PunchDesk — multi-tenant HR & payroll software · For workspace data requests, contact your employer’s HR; for platform queries, use in-app support.