Privacy Policy
How KaryaLog handles your data
KaryaLog is a field-workforce app that employers use to run attendance, tasks, visits, and field reporting for their teams. This page explains what the KaryaLog mobile app and its backend collect, why, who it's shared with, and how to reach us about it.
Effective 2 September 2026 · Version 1.0
Who this covers
This policy applies to anyone who uses the KaryaLog app: field employees checking in for work, and the managers and administrators who set up their organization's workspace.
Data we collect
We collect only what the app's features need to work:
| Category | What it includes |
|---|---|
| Account & profile | Name, work email, phone number, employee ID, role, and organization membership — set up by your employer's admin or by you when you sign up. |
| Precise location | GPS coordinates captured at check-in / check-out and when logging a customer visit, so attendance and visit records can be location-verified. |
| Photos & files | Task completion photos, signatures, expense receipts, and similar attachments you choose to upload. |
| Work records | Tasks, visits, leads, expense claims, orders, and field service tickets you create or are assigned. |
| Device & usage data | Device model, OS version, app version, crash logs, and a push-notification token used to deliver alerts. |
Why we collect it
- To verify attendance and record work hours accurately.
- To assign, track, and let you complete tasks, visits, and service tickets.
- To let managers see field activity and generate reports for their organization.
- To process expense claims you submit for reimbursement.
- To send you task, attendance, and approval notifications.
- To keep the app working reliably — diagnosing crashes and performance issues.
We do not use your data for advertising, and we do not sell it.
Location & geofencing
KaryaLog requests precise location access — including in the background, while the app is closed or you are not actively using it — so field work can be verified the same way a physical attendance register or visit log would be.
- For shift-based employees, location is tracked continuously from check-in to check-out — including in the background — to record the route taken and verify attendance and visits against your organization's configured sites.
- For individual or self-managed accounts on a plan with route tracking enabled, location is tracked continuously in the background for as long as tracking is turned on for that account.
- Outside of these tracking windows, location is only captured once, at the moment of check-in, check-out, or visit logging.
- If your organization has configured a geofence (an approved radius around a site), your check-in is compared against it and flagged if you're outside it.
- Location data is visible to your organization's managers/admins as part of your attendance and visit records. We do not sell your location or use it for advertising.
Retention & deletion
We keep your data for as long as your account stays active within your organization's workspace, plus a reasonable period afterward for record-keeping and legal compliance (for example, attendance and expense records your employer may need to retain).
When your organization's admin removes your account, or the organization closes its workspace, your data is deleted or anonymized within a reasonable period, except where retention is required by law.
Security
- All traffic between the app and our servers is encrypted in transit (HTTPS/TLS).
- Passwords are stored as salted hashes — never in plain text.
- Access to your organization's data is scoped by role and permission, so employees see only what their role allows.
- Authenticated sessions use short-lived tokens with refresh, so a stolen token has a limited window of use.
No system is perfectly secure, but we design KaryaLog to limit what any single failure could expose.
Your choices
Because your KaryaLog account belongs to your employer's workspace, requests to access, correct, or delete your personal data are usually handled fastest through your organization's administrator — the same person who can update your role or employment details.
You can also write to us directly (see Contact below) and we'll route your request appropriately, or help where we're able to act without your employer's involvement — for example, questions about how our infrastructure handles data.
You can also, at any time:
- Revoke location permission in your device's app settings — this will limit attendance/visit check-in features that depend on it.
- Turn off notifications in your device's app settings.
- Ask your admin to correct inaccurate profile information.
Children
KaryaLog is a workplace tool for employed adults and is not directed at, or intended for use by, children. We don't knowingly collect data from anyone under the minimum working age in their jurisdiction.
Changes to this policy
If we make material changes to this policy, we'll update the effective date above and, where appropriate, notify organization admins. Continued use of KaryaLog after changes take effect means you accept the updated policy.
Contact
Questions about this policy or how your data is handled — reach us directly: