Privacy Policy

iMocha Face Attendance System  ·  Last updated: April 2026

1. What This System Does

The iMocha Face Attendance System is an internal biometric attendance kiosk used exclusively by iMocha employees. It captures facial images to verify employee identity and record attendance entries (check-in and check-out times).

2. Data We Collect

• Facial images and embeddings — captured during registration and each attendance event
• Employee ID, name, department, and email — provided during registration
• Attendance timestamps — date, check-in time, check-out time, and total hours
• One-time passwords (OTPs) — generated temporarily for identity verification, deleted after use

3. How We Use Camera Access

The webcam is used solely to:

• Capture facial images during employee self-registration
• Verify employee identity when marking attendance
• Detect liveness (ensuring a real person is present, not a photo or screen)

No video is recorded or stored. Only individual frames used for recognition are processed, and raw images are not retained after the recognition event completes.

4. How We Use Email (OTP)

Email addresses are used only to send one-time verification codes during:

• Employee self-registration (to verify the email belongs to the registering employee)
• Attendance record access (to verify identity before showing personal records)

We do not send marketing emails, share email addresses with third parties, or use them for any purpose other than identity verification.

5. Data Storage and Security

• All data is stored in a private database accessible only to iMocha administrators
• Facial embeddings are stored as mathematical vectors, not raw images
• All communication is encrypted via HTTPS/TLS
• Access to attendance records requires OTP verification
• Admin access requires authenticated login credentials

6. Data Retention

Attendance records are retained for 12 months for HR compliance purposes. Employee facial embeddings are retained for the duration of employment and deleted upon offboarding.

7. Who Has Access

• Employees — can view their own attendance records only
• HR/Managers — can view team attendance and compliance reports
• Administrators — full access for system management

8. Your Rights

As an iMocha employee, you may request access to, correction of, or deletion of your attendance and biometric data by contacting your HR department or system administrator.

9. Contact

For questions about this privacy policy or your data, contact your HR department or the system administrator at your organization.