PWS Employee Privacy Policy

1. Information used

• Worker and account details: Worker ID, name, identity or passport information, nationality, contact details, job role, account credentials and assigned workplaces and shifts.
• Attendance records: clock-in and clock-out times, work-site information, captured location and accuracy, attendance status, live selfies, registered face photos and face-verification results.
• Leave information: leave type, dates, reasons, approval decisions and supporting documents, including medical certificates for medical leave.
• Payroll information: worked hours, overtime, allowances, deductions, published payslips and payment details recorded by authorized administrators.
• Operational records: account, access and workflow records needed to administer the service and investigate issues.

2. Why the information is used

PWS uses these records to provide worker accounts, assign shifts, verify attendance and workplace presence, review leave requests, calculate payroll, provide published payslips and allow authorized supervisors and administrators to manage workforce operations.

3. Camera, location and device biometrics

• Camera: used for face registration, live attendance selfies and photographing supporting leave documents. Attendance capture uses the live camera rather than a gallery photo.
• Location: used when recording attendance to check the device’s position against the assigned workplace. Attendance location is not needed merely to sign in. Camera and location access are necessary for selfie-based attendance.
• Face ID / Touch ID / fingerprint unlock: optional device authentication is separate from attendance face verification. The app uses the device’s authentication result, not the device’s enrolled biometric template.
• Face verification: a captured selfie is compared with the worker’s registered, administrator-approved face photo using server-side AI processing. This involves transmitting the photos for comparison; it is not the same as device Face ID and is not an iris scan. Verification can fail, and workers can contact PWS for assistance.

You can manage permissions in your device settings. Refusing a required permission may prevent attendance recording or document capture; contact PWS to discuss the affected workflow.

4. Access and service processing

Workers access their own account information and published payslips. Authorized supervisors access attendance for their assigned sites, while authorized bosses and administrators have broader operational access according to their roles. Attendance photos, identity records, payroll and medical documents are not public website content.

Lovable Cloud provides application hosting, account authentication, workforce data and private file storage. For attendance verification, the live selfie and administrator-approved reference face photo are transmitted through Lovable AI Gateway to Google Gemini for comparison. This processing is separate from Apple's on-device authentication. Contact PWS for information about processing locations, international transfers and the retention periods applicable to these services.

5. Device storage and record retention

The app remembers the Worker ID on the device until you change it. Account session information supports sign-in and device unlock. Workforce records are held separately from the device, so signing out or uninstalling the app does not delete attendance, leave or payroll records.

Contact PWS for the retention periods applicable to your records. Account closure or deletion requests may involve records that must be retained for employment, payroll, legal obligations or dispute resolution; PWS will explain any applicable limitations when responding.

6. Access, correction and deletion requests

You can contact PWS to request access to or correction of your information, ask about face-photo processing, or request account closure and deletion of eligible personal information. Include your Worker ID and the nature of your request, but do not send your password or medical documents in an initial enquiry. PWS may need to verify your identity before handling the request.

7. Contact PWS

Perfect Workforce Solutions Sdn. Bhd. (1194659-U)

D-16-1, Jalan Serai Wangi M 16/M, Seksyen 16, 40200 Shah Alam, Selangor

Email: info@perfectworkforce.com.my

Please use the subject “PWS Employee privacy request”. You can also use our contact page.

8. Updates to this notice

Updates to this notice will appear on this page with a revised date. Contact PWS if you need clarification about how a change applies to your information.