Privacy Policy

WIMS Face Match Mobile App — Privacy Notice

Applies to: WIMS Face Match for Android and iOS (com.focusq.wims.facematch). Publisher: FocusQ Global Technology and Trading. This notice supplements the general WIMS Privacy Policy above.

A. Data we collect

We do not collect: contacts, calendars, microphone audio, browsing history, search history, financial data, health/fitness data, files outside the app, SMS, or call logs.

B. What is sent to the WIMS server

The following is transmitted from the app to the customer's WIMS server over encrypted HTTPS/TLS:

• Face template (mathematical embedding, ≈128 floating-point values) for every enrolled employee
• Enrollment photograph when the administrator has enabled "Send image with recognition"
• Recognition events — each attendance punch: matched employee ID, timestamp (UTC), match confidence score, optional GPS coordinates, optional captured photo
• Device registration metadata — device serial, device name, organisation ID, timezone, device key
• Heartbeat status — every 60 seconds while the app is in the foreground (connectivity check + pending task acknowledgement)

Never transmitted: raw camera frames outside enrollment/recognition events, microphone audio, contacts, calendar entries, files, browsing history, or any data unrelated to attendance.

The customer's WIMS server is operated by the employer or organisation deploying the app under their own data-protection agreement. FocusQ does not have access to attendance records on the customer's WIMS instance.

C. How face data is handled

Face biometric processing happens on the device. The raw face image captured by the camera is converted into a numerical face template (an "embedding" — ≈128 floating-point values) locally using the MobileFaceNet model bundled with the app. The original image is not transmitted in raw form unless the customer's administrator has explicitly enabled image capture.

The face template and, when enabled, the associated enrollment photograph are then transmitted to the customer's WIMS server over an encrypted HTTPS connection. This is necessary so that the same employee can be recognised across multiple enrolled devices, administrators can manage records centrally, and new devices can receive existing templates without requiring every employee to re-enrol.

Face templates are stored encrypted on the device (iOS Keychain / Android EncryptedSharedPreferences) and on the customer's WIMS server (subject to the customer's server-side security configuration). Templates are never shared with FocusQ, with any third party, or with any other tenant.

Real-time recognition matches are computed on-device against the locally cached templates; the resulting recognition event is sent to the customer's WIMS server.

D. How we use your data

We use the data only to provide the workforce attendance functionality of the WIMS platform:

• Authenticating the device administrator at registration
• Identifying enrolled employees during attendance punches
• Recording attendance events with date, time, and (when enabled) location
• Synchronising attendance to the customer's WIMS workforce-management server

We do not use the data for advertising, marketing, or personalised promotions; track users across other apps or websites; share with data brokers; build profiles unrelated to workforce attendance; or sell the data to anyone, for any purpose.

E. Data sharing

Data is shared exclusively with the customer's own WIMS server (the workforce-management instance operated by the employer or organisation deploying the app). FocusQ does not have access to customer attendance records.

No data is shared with advertising networks, analytics services, social networks, or third-party data processors outside the customer's WIMS instance.

F. Data security

• In transit: All data sent from the app to the WIMS server is encrypted using HTTPS/TLS.
• At rest on device: Credentials, device keys, and face templates are stored in the platform's secure storage (iOS Keychain / Android EncryptedSharedPreferences), encrypted by the operating system.
• Authentication: The app uses a per-device key issued at registration; the administrator's login password is never stored after the initial registration.

G. Retention of Face Data

Face data — meaning face templates (mathematical embeddings) and face enrollment images — is retained ONLY while the employee is actively enrolled in the customer's WIMS organisation. We do not retain face data indefinitely.

Reasons we store face data

Face data is stored solely to (a) identify the employee during attendance punches on the device, (b) synchronise enrolment across the customer's multiple enrolled devices so the employee does not have to re-enrol, and (c) allow the customer's WIMS administrator to manage the workforce roster.

Length of retention

Face data is retained for as long as the employee remains actively enrolled in the customer's WIMS organisation, plus a maximum of 30 days after the employee's enrolment is deactivated, the device is de-registered, or the customer's WIMS subscription ends — whichever occurs first. After this 30-day grace window (provided to allow the customer to restore an accidental deactivation), face templates and enrollment images are automatically deleted from both the device and the customer's WIMS server.

This 30-day grace period is the maximum. The customer's WIMS administrator can configure shorter retention windows in the app settings (1 month, 3 months, or 6 months) for attendance images and recognition logs, and the administrator can delete any individual face record at any time.

User-initiated deletion

An employee can request immediate deletion of their face template and attendance records at any time by contacting their WIMS administrator or by emailing support@wims.pro. Deletion is completed within 5 business days of request.

Distinction from attendance records

Attendance event records — which contain only the matched employee ID, timestamp, optional GPS coordinates, and match confidence score (no face image, no face template) — may be retained longer by the customer's WIMS instance for labour-compliance audit purposes, in accordance with applicable employment law in the customer's jurisdiction (e.g., Qatar Labour Law typically requires 5-year retention of payroll/attendance records).

Third-party sharing of face data

Face data is NOT shared with any third party. We do not share face data with advertising networks, analytics providers, data brokers, social networks, or any other third party. Face data flows ONLY between the enrolled device and the customer's own WIMS server instance. FocusQ Global Technology and Trading does not have access to face data on customer WIMS instances.

Because no face data is shared with third parties, no third party stores face data and no third-party retention policy applies.

H. Your rights

You can:

• Request a copy of your attendance data — contact support@wims.pro or your employer's WIMS administrator.
• Request deletion of your face template and attendance records — contact your employer's WIMS administrator, who can de-register your device or delete your user record. You can also email support@wims.pro to escalate.
• Withdraw camera or location consent — revoke permission in your phone's Settings → WIMS Face Match. The app will stop collecting that data type, but recognition will not function without the camera.

Where applicable under GDPR, CCPA, or local data-protection laws (Qatar PDPL, UAE PDPL, DIFC), you have additional rights including access, rectification, restriction of processing, and lodging a complaint with your local supervisory authority.

I. Children's privacy

The WIMS Face Match app is intended for use by employees aged 18 and over in workplace settings. It is not directed at, and we do not knowingly collect data from, children under 18.

J. Contact (mobile app)

For privacy questions, data-access requests, or complaints related specifically to the WIMS Face Match mobile app: