Privacy Policy
Last updated: July 2026
This policy explains what information Visionflow SWMS collects through our website and mobile app, why we collect it, and how it is protected. The mobile app is used by security companies and their staff (guards and supervisors); each security company is the controller of its workforce data, and we process that data on its behalf.
Information we collect
- Account details: name, work email or username, phone number, employee number, and an optional profile photo, provided by your employer when your account is created.
- Attendance records: check-in and check-out times, the site you are assigned to, GPS/geofence status, and — where your employer enables photo attendance — a verification result (whether identity was confirmed), but not the live selfie image itself.
- Location data: your device location, used to confirm you are at the correct site when checking in or out, and to show your on-duty position to your supervisor during patrols and active shifts.
- Operational records you create in the app: task updates, incident reports (including any photos you attach), leave requests, and short voice messages if your employer enables the radio (walkie-talkie) feature.
- Device information: a push-notification token and basic device/session details, used to deliver alerts and keep your account secure.
- Website enquiries: name, email, phone, and organisation details you submit through the demo request form.
Face data and identity verification
When your employer enables photo attendance or face-match verification, the app uses the device camera to capture a live selfie at check-in or check-out. Your employer may also upload a profile photo to your account for identity reference.
Live selfies are transmitted to our servers only for real-time identity verification (face match and anti-replay checks). They are processed in memory during the request (typically seconds) and are not stored, retained, or shared after verification completes. We do not keep attendance selfies or any face biometrics captured at check-in or check-out.
Face data retention from attendance (we do not store face data indefinitely): live attendance selfies are retained for 0 days. They exist only for the duration of the verification request and are then permanently deleted. We retain them for this length of time (seconds only) because they are needed solely for immediate identity and anti-spoof verification at check-in or check-out; keeping them any longer would increase privacy risk without a legitimate operational need.
Face matching is performed on our secure servers after you take a live photo in the app. The mobile app does not perform face recognition on your device. Face data is not used for advertising, emotion analysis, or profiling, and is not sold to third parties.
Where your employer uploads a profile photo, that photo is kept only while your workforce account remains active and your employer maintains an active deployment agreement with us. It is deleted when your account is deactivated, when your employer requests deletion, or when the deployment agreement ends — whichever comes first. It is retained for this period only so your employer can verify attendance identity on each shift while you use the service.
Location: only while you use the app
We access your device location only while you are actively using the app — for example, when you check in or out of a shift, record a patrol checkpoint, or are on an active duty shift your employer monitors. Location is used to verify accurate check-in at the assigned site (geofencing) and for on-duty visibility.
The app does not track your location when you are off duty or when you are not using the app. You can control location permission at any time in your device settings; note that denying it will prevent location-verified check-in.
How we use information
- To verify attendance and confirm check-ins happen at the right place and time.
- To let supervisors and managers coordinate shifts, tasks, patrols, incidents, and SOS alerts in real time.
- To send push notifications about your shifts, tasks, and alerts.
- To keep accounts secure, prevent misuse, and maintain the service.
What we do not do
- We do not sell your personal information.
- We do not use your data for advertising.
- We do not collect location in the background when the app is not in use.
- We do not share workforce data with anyone other than your employer (the security company that manages your account) and the service providers needed to run the platform, such as cloud hosting and push-notification delivery.
Data retention and security
Workforce records are retained for as long as your employer maintains its deployment agreement with us, and are deleted or returned in line with that agreement. Face data captured at check-in or check-out is never retained after verification (0 days). Face data is not stored indefinitely. Data is protected in transit with encryption (HTTPS), and access is restricted by role-based permissions.
Your rights
You may request access to, correction of, or deletion of your personal data. Because your employer controls your account, requests about workforce data should be made to your employer in the first instance; we will support them in fulfilling your request. For website enquiries, contact us directly using the details in the footer.
Contact
For any privacy question or request, reach us through the contact form on this website and we will respond as soon as possible.