Privacy Policy

1. Who we are

CampusTrack is a product of CloudSync Technologies LLC, a company registered in Dubai, UAE. We provide GPS-based staff attendance solutions for schools. In this policy, "we," "us," and "our" refer to CloudSync Technologies LLC.

2. Data we collect

We collect the following categories of personal data:

• Identity data: Name, employee ID, email address, phone number, date of birth, nationality, gender.
• Employment data: Department, designation, branch, employment type, date of joining, reporting manager.
• Attendance data: GPS coordinates at check-in/check-out, timestamps, work mode (on-campus, remote, field), device information.
• Biometric data (optional): Facial feature vectors (512-dimensional embeddings) for face verification, stored as mathematical representations only — not photographs.
• Leave and schedule data: Leave requests, approvals, shift assignments, calendar events.
• Contact form data: Name, email, school name, role, and message content submitted through our website.

3. How we use your data

• To provide and operate the CampusTrack attendance system for your school.
• To verify employee identity at check-in via GPS location and optional face verification.
• To generate attendance reports, leave balances, and workforce analytics for school administrators.
• To send notifications related to attendance, leave approvals, and system announcements.
• To respond to demo requests and contact form submissions.
• To improve the product based on aggregated, anonymised usage patterns.

4. Legal basis for processing

We process personal data on the following grounds under UAE PDPL (Federal Decree-Law No. 45 of 2021):

• Contractual necessity: To provide the attendance service agreed between us and your school.
• Legitimate interest: For system security, fraud prevention, and product improvement.
• Consent: For optional features such as face verification, which requires explicit employee consent before enrolment.

5. Data storage and security

• Data is hosted on Amazon Web Services (AWS) in the Mumbai (ap-south-1) region.
• All data is encrypted at rest (AES-256) and in transit (TLS 1.2+).
• Face audit photographs are stored in S3 with a 60-day automatic deletion lifecycle.
• Database backups are automated daily with 7-day retention.
• Access to production systems is restricted to authorised personnel only.

6. Data sharing

We do not sell, rent, or trade personal data. Data is shared only with:

• Your school's administrators: who have role-based access to employee data within their branch.
• AWS: as our infrastructure provider, under their data processing agreement.
• Google and Microsoft: only if your school enables SSO — limited to authentication tokens.

7. Data retention

• Attendance records: retained for the duration of the school's subscription plus 12 months.
• Face verification photos: automatically deleted after 60 days.
• Face embeddings: deleted when an employee is removed or face registration is revoked.
• Contact form data: retained for 12 months.

8. Your rights

Under UAE PDPL, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data, subject to legal and contractual obligations.
• Withdraw consent for optional processing (e.g., face verification).
• Object to processing based on legitimate interest.

To exercise these rights, contact us at privacy@campustrack.ae.

9. Cookies

The CampusTrack marketing website uses only essential cookies for site functionality. We do not use tracking cookies, advertising pixels, or third-party analytics. The CampusTrack application uses session cookies for authentication.

10. Contact

For privacy-related enquiries, contact:
CloudSync Technologies LLC
Email: privacy@campustrack.ae
Dubai, United Arab Emirates