ShiftSync — Privacy Policy

ShiftSync handles two things people are rightly protective of: where they were, and what they were paid. This policy sets out exactly what the application collects, when it collects it, and who can see it.

1. Who we are

ShiftSync is operated by Covenra-Ghoshen Ltd, House No. 20, Donut Street, Community 25, Tema, Greater Accra, Ghana, who are the data controller for the information described here. Contact us at [email protected].

Where your employer deploys ShiftSync for their team, they determine who is scheduled and what records are kept. In that arrangement your employer is also a controller of your data, and requests about your schedule or your employment record are best directed to them.

2. What we collect

3. Location — read this section

ShiftSync uses your device's location to confirm that you are at your place of work when you clock in or out. This matters, so we want to be precise about it.

• Location is captured only at the moment you tap clock-in or clock-out. The application does not track your position continuously and does not collect location while it is closed or in the background.
• The coordinates are stored, not just a yes or no. Each clock-in and each clock-out saves the latitude and longitude your device reported at that instant, kept alongside the time entry. We also store whether that position fell inside the permitted area. Two positions per shift are kept — one at the start, one at the end — and nothing in between.
• The permitted area is set by your employer. They choose the work sites and how far from one you may be, which is 150 metres unless they change it. Your employer can also exempt an individual from the check, in which case the punch is still recorded and marked as exempt.
• Your employer can see your clock-in records — including whether a clock-in was made outside the permitted area. That is the purpose of the feature.
• You can refuse the permission. If you do, location verified clock-in will not work and your employer may ask you to record attendance another way.

4. The clock-in photograph — read this section too

When you clock in, ShiftSync takes a photograph of your face with the front camera. This is on unless your employer turns it off, so on most installations it happens every time you start a shift.

• The photograph is stored and your manager can see it. It is kept with that clock-in and shown beside the entry when your manager reviews the timesheet.
• It is taken at clock-in only — not at clock-out, not at any other time, and never while the application is closed or in the background.
• It exists to stop someone else clocking in as you. That is its only purpose. It is not used for facial recognition, it is not matched against any database, and it is not shared outside your employer.

If your phone asks for your fingerprint or face to unlock

Your employer can require your phone's own unlock check before a punch. That check happens entirely on your device. Your fingerprint or face data is never sent to us and we never receive it — your phone only tells the application whether the check passed.

Why the device identifier matters

Every punch records which phone it came from. Besides diagnosing faults, that identifier is used to spot two different employees clocking in from the same handset within half an hour of each other. When that happens the entry is flagged for your manager. We are telling you because a flag on your record is not a neutral log entry, and you should know it can happen.

Other permissions

• Camera — for the clock-in photograph described above, and when you photograph a paper roster or set a profile picture.
• Photo library — only when you upload a roster image or a profile picture.
• Notifications — to tell you when a schedule is published, a swap is approved, or a shift is about to start.

5. What we do not do

• We do not sell your personal data.
• We do not show you advertising or share your data with advertising networks.
• We do not track your location outside of a clock-in or clock-out action.
• We do not use your schedule or attendance data to build profiles for any purpose other than operating the service for your employer.

6. Who processes your data on our behalf

Firebase operates internationally, so your information may be stored or processed outside Ghana and outside your own country, under Google's contractual data protection terms.

Where artificial intelligence is used

Two features send data to Google's Gemini model. Both are used by your manager, not by you, and neither can change your schedule on its own — each returns a suggestion a person has to accept.

• Reading a schedule document. When your manager sets up scheduling rules, they may attach an existing schedule — often a photograph of a paper roster, or a spreadsheet. That file is sent to Gemini so its contents can be read back as rules. A duty roster normally has employee names written on it, so names can reach Google this way. The file is sent to be read, and we do not use it for anything else.
• Schedule insights. Your manager can ask for plain-language observations about recent scheduling. What is sent is a summary built on our servers, deliberately limited to first names only — no surnames, no contact details, no photographs, no locations. The result is cached for a day.

We do not send clock-in photographs, coordinates, contact details or payroll figures to any AI service.

Attendance terminals

Your employer may use a fingerprint clock at the door instead of, or as well as, the phone application. Where they do, your fingerprint stays on that terminal and never reaches us. What ShiftSync receives is the user number the terminal assigns you and the time it recorded, which your manager links to your profile so the punch lands on the right timesheet.

7. Who else can see your information

Managers and administrators at your employer can see your schedule, your swap and leave requests, and your attendance records. Colleagues on the same team can see who is rostered for a shift.

Beyond that, we disclose data only where legally required, or where it is necessary to investigate fraud or a serious breach of our terms.

8. How long we keep it

Attendance and payroll records are kept for [CONFIRM period — Ghanaian employment and tax law will set a minimum] because they may be needed to resolve a pay dispute or satisfy a tax audit. Schedule history is kept for [CONFIRM period]. If you leave the company, your employer may retain your records for the periods above.

If you close your account we delete your profile and stop processing your data, subject to those retention obligations.

How to delete your account. In the application, open Settings and choose Delete account; you are asked to confirm twice, and the deletion then runs on our servers. You can also ask us in writing at [email protected] and we will do it for you. [CONFIRM the in-app route is reachable by employees and not only by managers — Google Play requires every user to be able to start deletion from inside the app.]

9. How we protect it

• Traffic is encrypted in transit using TLS.
• Data is encrypted at rest by Firebase.
• Access rules restrict each user to their own company's data.
• Administrative access is limited to those who need it to run the service.

If a breach occurs that is likely to put your rights at risk, we will notify you and the relevant authority without undue delay.

10. Your rights

You may ask us to give you a copy of your data, correct it, delete it, export it, or stop processing it in certain circumstances. Write to [email protected] and we will respond within 30 days. Where the request concerns your employment record, we may need to refer you to your employer.

In Ghana you may complain to the Data Protection Commission. In the UK or EU, to your national supervisory authority.

11. Children

ShiftSync is a workplace tool and is not intended for anyone under the minimum legal working age. We do not knowingly collect data from children.

12. Changes to this policy

We will update this page and the date above when our practices change, and tell you inside the application before a significant change takes effect.