Privacy policy

Who is responsible

Mihnaro is used by companies to manage their employees. Your employer decides what data is kept about you, which features are on (for example live location or a selfie when clocking in) and why: your employer is the data controller.

Mihnaro LTD processes that data on your employer’s behalf, only to provide the service, as its data processor.

What we collect, and why

Account and profile: your name, email or username, phone number, company, branch, role, language and display preferences — to sign you in and show you the right screens.

Employee records your employer keeps: job details, contracts, attendance, leave, requests and approvals, payroll and payslips, documents, tasks, evaluations — to run your employer’s HR.

Attendance punches: the time, the action (in or out), whether it was made offline, and the checks your employer runs on it — to record your working time.

Precise location when you clock in or out (latitude and longitude, accuracy, how fresh the reading is, and whether your phone reports a fake “mock” location) — to check your employer’s work-location rules.

Live location in the background, only if your employer turns it on for your job: while it applies (for example only while you are clocked in, during your shift, or while the app is open, as your employer chooses), the app sends your position, accuracy, speed, direction, altitude, the time, your battery level and the mock-location flag, about once a minute or when you move. The app shows a screen explaining this before asking for permission, shows a “Location on” mark while sharing, and Android shows a notification. Nothing is collected when the rule doesn’t apply or after you sign out.

Location with app opens and sign-ins, only if your employer turns it on and you have already allowed location: each time you open or return to the app, and when you sign in, the app sends your phone’s position (latitude and longitude, accuracy, altitude, speed, direction, the time of the reading, and whether your phone reports a fake “mock” location) — so your employer sees where the app was really used instead of only the city of your internet address.

Location as a condition of using the app, only if your employer requires it for your work: the app can’t be used while location is off, and it shows a screen asking you to turn it on. You can always sign out.

Phone details, each kind only if your employer turns it on, sent when you open or return to the app, sign in or clock in: device (model, maker, system and version, app version and build, the app’s own random installation id, phone or tablet, whether it is an emulator); network (Wi-Fi, mobile data or none, the Wi-Fi’s name and address when location is allowed, the mobile network’s name and code, whether a VPN is on, and the IP address); battery (level, charging, battery saver, background restrictions); Mihnaro’s permission settings (location, precise location, notifications, camera); security signals (a fake-location app in use, developer mode, whether a face or fingerprint was added to the phone — never the face or fingerprint itself); time (time zone, automatic time, how far the phone’s clock is from ours); language and display (language, region, dark mode, font size, screen size); and app health (when the app last crashed and the kind of crash, never its content, and whether the phone is low on free space).

Approximate location from your IP address (country and city), looked up on our own server from a local database — your IP address is never sent to another company for this — to spot clocking from far away or through a VPN when your employer turns that check on.

Device information: a random identifier created for each installation of the app, the phone’s model, its system version and the app’s version — to know which phone a punch came from, to let your employer approve new phones, and to tie your sign-in to your phone.

Push notification tokens (from Google Firebase Cloud Messaging on Android and Apple Push Notification service on iPhone) and the phone’s name — to send you notices.

App integrity results: when your employer turns this check on, Google Play Integrity (Android) or Apple App Attest (iPhone) confirm that a punch comes from the genuine Mihnaro app on a genuine phone. Google or Apple receive a code for that punch, not your records.

Selfies and photos: a photo when you clock in, if your employer requires one, and photos or files you choose to attach to requests, tasks or documents.

Office Wi-Fi: if your employer requires clocking from its network, the name (SSID) and address (BSSID) of the Wi-Fi your phone is connected to when you clock in.

Phone biometrics: if you unlock the app or confirm a punch with Face ID, face unlock or a fingerprint, the check happens only on your phone. Your Face ID and fingerprints stay on your phone and never reach us — we receive only which method you used (face, fingerprint or passcode) and when. This is separate from the face check below: a selfie and an encrypted face template are kept only where your employer has turned that on and you have agreed.

Face check, only if your employer turns it on and only after you agree in the app: when you clock in or out, and if your employer asks you to confirm you are at work, the app takes a few pictures while you make a movement the server asks for, and a short silent clip while you blink. Our own servers compare them with an encrypted numeric template of your face (numbers, not a picture), made from your first selfie and compared once with your profile photo if you have one. The pictures and the clip are deleted right after the comparison; only the match score stays, and a photo stays with your punch only if your employer requires one. If your employer approves biometric photos before they count, your first photo stays encrypted for its HR alone to see, and is deleted as soon as HR decides, or when the period your employer sets ends. The template stays on Mihnaro’s servers, encrypted with its own key. It is never sent to anyone else, never used for advertising or anything else, and never used to train a model. It is deleted when your employment ends, when you withdraw consent in the app’s settings, when HR resets it, or when it has not been used for a year. If you do not agree, your employer’s setting applies: your punch may be accepted, marked for review or refused.

Fingerprint or face attendance devices at your workplace (not the app): if your employer uses them, the templates those devices create (not images) are stored encrypted, only to keep the devices in step.

Announcements and notifications: what your employer publishes to you and the notices you receive, and whether you have read them.

IP addresses and activity logs: the IP address of each connection, with your account’s activity, for security and to investigate misuse.

Crash and diagnostic data: only the time and kind of the app’s last crash and a low-space flag, with the phone details above. The app has no crash-reporting or analytics library and sends no usage analytics.

The app never collects your contacts, photos or media (other than what you choose to attach), messages or SMS, call logs, calendar, the list of your other apps, browsing, the clipboard, the microphone or audio, hardware identifiers such as IMEI, serial number or MAC address, or advertising identifiers. The camera is used only while you scan a code or take a photo.

Who can see it

Your employer and the people it gives access to, for example HR and your manager. Live location can be seen only by people your employer gives that specific permission; every time someone looks at the live map or a trail, Mihnaro records who looked and when, and your employer can review that record.

Mihnaro’s own staff only when needed to run or support the service, under confidentiality.

Authorities, when the law requires it.

Service providers

Google (Firebase Cloud Messaging) and Apple (Apple Push Notification service) deliver notifications: they receive the notification’s title, text and the screen it opens.

Google (Play Integrity) and Apple (App Attest) check the app’s integrity when your employer turns it on.

Cloudflare carries the encrypted connection between your phone or browser and our servers.

Our hosting, where the data is stored. We do not use advertising or analytics companies.

AI assistants, only if you connect one

You can connect an AI assistant, such as ChatGPT, to your own Mihnaro account. Nothing is shared with an assistant unless you connect it yourself, signing in on Mihnaro’s own page and choosing Allow. The assistant never sees your password, and it works only within your role in the company you choose.

The Mihnaro app in the ChatGPT app directory only reads. When you ask, it can read: your name, company and branches; your work details (job title, department, branch, manager and hire date); your attendance (each day’s status, worked time, and first and last clock times); your schedule (working days, shifts and holidays); your leave (balances, and requests with dates and status, except sick leave); your company’s holidays; and Mihnaro’s public help articles. If your role covers other people, it can also read their names with their clock times and worked time, and their dates off without the kind of leave or the reason. If your role allows it, it can also read three summary reports: headcount per department, leave balances (names, department, type except sick leave, and amounts), and attendance (names, department, days present and absent, lateness and working hours).

That app can’t read pay and payslips, government IDs and passports, bank details, payment details, medical and insurance information, sick leave, your contact details, location, device details, photos, or any password or sign-in code. It can’t change, approve or send anything.

A direct connection, which you add yourself using Mihnaro’s connection address, isn’t limited in that way: it can read and do what your role allows in Mihnaro. Depending on your role, that can include pay, documents and other people’s records, and making changes.

Why: to answer what you ask the assistant, and to do what you ask it to.

Who receives it: the provider of the assistant you connected, such as OpenAI for ChatGPT, under its own terms and privacy policy. Check them before connecting. Your employer remains responsible for its data.

What we keep: which assistant you connected, the company, when you connected, when it was last used and from which IP address. We keep this while the connection stands and for 12 months after it ends, then delete it automatically. We keep only scrambled copies of the connection’s keys. Requests also appear in the logs described under How long it is kept.

Your control: you can disconnect at any time from My profile → Connected AI apps, which stops it at once. Your company’s admins can see connections in the company and disconnect them. Changing your password also ends them. What the assistant already received stays with its provider, and you can manage it in your account there.

App diagnostics, only when Mihnaro support turns them on for you

Diagnostics are off for everyone. Mihnaro support can turn them on for one account, for a limited time (24 hours unless set otherwise), to find a problem in the app. While they are on, the app shows a band at the top of the screen saying so. Who turned them on, and when, is recorded.

What a diagnostics report holds: the app version, the server it uses, your account, company and branch numbers, the permissions the app holds, whether notifications are registered, whether the location and camera are allowed, how many photos and punches are waiting to be sent, the phone’s clock difference, and the app’s last requests (address without parameters, result and time) and errors.

What it never holds: passwords, sign-in keys or codes, the content of what you send or receive, photos, face data, or your location.

Where it goes: to Mihnaro’s own servers only, when you press Send report or when support asks your phone for one. No crash-reporting company receives it. Only Mihnaro’s platform team can read it, never your employer. Reports are deleted automatically after 14 days.

What we never do

We never sell your data, never use it for advertising, and never track you across other apps or websites.

How long it is kept

Employee records: as long as your employer’s policies and the law require.

Live location points: 90 days by default; your employer can set between 7 and 730 days. Older points are deleted automatically every night. The location sent with app opens and sign-ins is kept as long as live location points.

Phone details: 90 days by default; your employer can choose between 7 and 730 days for each kind. Older details are deleted automatically every night.

Activity logs: 6, 12 or 24 months, as your employer chooses (or longer if it chooses to keep them). Web server logs with IP addresses: 14 days.

On your phone: the sign-in key, punches and location points not yet sent are kept encrypted in the phone’s secure storage until they are sent; payslips, documents and photos are not kept, and files you open are deleted when you close them. Signing out removes them.

How it is protected

All connections are encrypted (HTTPS), and the mobile app only trusts the certificates Mihnaro’s servers use.

Your sign-in can be tied to your phone, changing or resetting your password signs your other phones out, and you can lock the app with Face ID or your fingerprint.

Your rights and deleting your account

You can see your own records in Mihnaro, and ask your employer to correct them.

To delete your account and data: in the app, Settings → Request account deletion, or email [email protected] from your account’s email. The steps, what is deleted and what your employer must keep by law are at mihnaro.com/account-deletion.

You can turn off location, camera and notifications in your phone’s settings at any time; features your employer requires (for example live location) will then ask you to turn them on again before you can clock in.

Children

Mihnaro is a workplace service for employees; it is not meant for anyone under 16 and we do not knowingly collect their data.

Changes and contact

If this policy changes, the date at the top changes, and important changes are announced in the app.

Questions or requests: [email protected].