Privacy Policy

Welcome to TopTime. We are committed to protecting your personal data. This Privacy Policy outlines how Topform Technologies ("we", "us", or "our") collects, uses, and protects information through our HR & Workforce Management Software.

            For Employees (End Users): Please note that your employer (the "Subscriber") is the
            Data Controller of your personal information. We act as the Data
                Processor, processing your data solely on your employer's behalf.
        

1. Information We Collect

We collect information necessary to provide our HRMS features, including:

Identity Data: Name, Employee ID, date of birth, passport details, visa status, and national ID (Emirates ID).
Contact Data: Email address, phone number, and physical address.
Employment Data: Job title, department, role, joining date, salary details, and contract terms.
Biometric Data: Fingerprint templates and facial recognition data captured via integrated devices (Hanido, ZKTeco) for attendance purposes.
Financial Data: Bank account details, IBAN, and salary transfer information for payroll processing.
Location Data: Geo-coordinates for mobile attendance tracking (if enabled by your employer).
Recruitment Data: CVs, resumes, and application details submitted via the Recruitment module.

2. How We Use Your Information

Your data is processed to deliver the specific functionalities of TopTime:

Attendance Management: To record check-in/out times, calculate overtime, and manage shifts using real-time biometric sync.
Payroll & Finance: To automate salary calculations, process allowances/deductions, and generate pay slips.
Leave & Expenses: To process leave requests, track balances, and approve expense reimbursements.
Performance & Awards: To track employee performance reviews and manage recognition programs.
Recruitment: To manage job postings and track applicant progress through the hiring workflow.

3. Biometric Data & Device Integration

TopTime integrates with biometric devices (such as ZKTeco and Hanido). Regarding this data:

We typically store encrypted biometric templates (mathematical representations), not raw images of fingerprints or faces.
This data is used strictly for authentication and attendance verification.
We do not sell, trade, or transfer biometric data to external third parties.

4. Data Sharing and Disclosure

We do not share your personal data with third parties except in the following cases:

With your Employer: To facilitate HR management and reporting.
Service Providers: Cloud hosting providers or payment gateways essential for service delivery.
Legal Compliance: If required by UAE law or legal process.

5. Data Security

We implement industry-standard security measures, including encryption and secure server infrastructure, to protect your data from unauthorized access, alteration, or destruction.

6. Your Rights (UAE PDPL)

Under the UAE Personal Data Protection Law, you have rights regarding your data. Since we process data on behalf of your employer, please direct requests to your HR department to:

Access your personal data.
Correct inaccurate or incomplete data.
Request deletion of data (subject to employment record retention laws).

7. Contact Us

If you have questions about this policy or our data practices, please contact us:

Topform Technologies
Website: toptimepro.com
Email: support@topformtechnologies.com