LucidMedia Privacy Policy

1. Information We Collect

Depending on the features enabled for your organization, LucidMedia may collect and process the following information.

Account and Employee Information

• Employee name
• Employee ID
• Official email address
• Mobile number
• Designation
• Department
• Branch or work location
• Employee profile information
• Authentication information

Attendance and Leave Information

• Attendance records
• Punch-in and punch-out information
• Leave applications
• Leave balances
• Holiday information
• Attendance history
• Work-related location information, where enabled

Device and Technical Information

• Device model
• Operating system and version
• Application version
• Device identifiers where required
• IP address
• Network information
• Application crash and error information
• Login and session information

2. Camera and Photo Information

If a feature requires camera access, LucidMedia may request permission to access your device camera.

Camera access may be used for:

• Employee profile photographs
• Attendance verification
• Identity verification
• Uploading documents or images

3. Location Information

If location-based attendance or another authorized feature is enabled, LucidMedia may request access to location information.

Location information may be used for:

• Attendance verification
• Location-based employee services
• Security and fraud prevention
• Compliance with organizational attendance policies

Location access is requested through the device's permission mechanism.

4. How We Use Your Information

Personal information may be used for legitimate organizational and operational purposes, including:

• Creating and managing employee accounts
• Providing access to LucidMedia features
• Managing attendance
• Processing leave requests
• Displaying holiday lists
• Managing employee profiles
• Sending important notifications
• Authenticating users
• Maintaining application security
• Preventing unauthorized access or misuse
• Troubleshooting application problems
• Monitoring application performance
• Maintaining audit records
• Complying with applicable laws

5. Sharing of Personal Information

We may share personal information only where necessary for legitimate purposes, including with:

• Authorized personnel within your organization
• HR and administration teams
• IT and system administrators
• Authorized service providers
• Hosting and infrastructure providers
• Security and technology providers
• Government authorities where legally required

6. Data Security

We take reasonable technical and organizational measures to protect personal information against:

• Unauthorized access
• Unauthorized disclosure
• Loss
• Misuse
• Alteration
• Destruction

Security measures may include authentication controls, access restrictions, secure network communication, logging, monitoring, and other appropriate controls.

However, no electronic system or Internet transmission can be guaranteed to be completely secure.

7. Account Deactivation and Deletion

When an employee leaves the organization, their LucidMedia account may be deactivated in accordance with the organization's employee separation process.

This retention period allows the organization to complete necessary administrative, payroll, attendance, leave, audit, security, and other related activities.

After the 60-day retention period, the LucidMedia account will be scheduled for deletion. Personal information associated with the account will be deleted or anonymized, unless retention is required or permitted under applicable law or organizational policy.

Exceptions to Account Deletion

Certain information may need to be retained beyond 60 days in the following circumstances:

• Retention is required by applicable law or regulation.
• Information is required for legal, regulatory, audit, or compliance purposes.
• Information is required to resolve a dispute or investigation.
• A longer retention period is required under the organization's records-retention policy.

During the retention period, the employee's access to the LucidMedia may remain disabled.

Deletion of an account may not immediately remove information that the organization is legally required to retain, including certain attendance, payroll, financial, employment, audit, or statutory records.

Once the applicable retention period has expired, retained information will be securely deleted or anonymized in accordance with the organization's data-retention procedures.

8. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and in accordance with applicable law and organizational retention policies.

Employees Who Leave the Organization

• LucidMedia access may be disabled after the employee's separation.
• The account and associated personal information will generally be retained for 60 days after the separation date.
• After 60 days, the account will be scheduled for deletion or anonymization.
• Information required for legal, regulatory, audit, financial, employment, or compliance purposes may be retained for the applicable required period.
• After the applicable retention period expires, information will be securely deleted or anonymized.

Retention periods may vary depending on the type of information and the legal or organizational requirement applicable to that information.

9. Your Rights

Subject to applicable law, you may have rights relating to your personal information, including:

• Requesting information about processing of your data
• Requesting correction of inaccurate information
• Requesting deletion where applicable
• Withdrawing consent where applicable
• Raising a privacy-related grievance
• Requesting assistance with applicable data rights

10. Account Security

You are responsible for maintaining the confidentiality of your LucidMedia login credentials.

• Do not share your password or PIN.
• Do not share authentication credentials.
• Log out when using a shared device.
• Report suspected unauthorized access immediately.
• Keep your device and operating system secure.

11. Notifications

LucidMedia may send notifications relating to:

• Attendance
• Leave applications
• Leave approvals or rejections
• Holiday information
• Organizational announcements
• Account and security events
• Application-related communications

You may control certain notification permissions through your device settings.

12. Device Permissions

Certain LucidMedia features may require access to device permissions such as camera or location.

You can manage these permissions through your device's operating system settings.

If you deny a required permission, certain features depending on that permission may not function correctly.

13. Cookies and Local Storage

The LucidMedia application may use locally stored information, authentication tokens, identifiers, or similar technologies to:

• Maintain authentication sessions
• Remember application preferences
• Improve application functionality
• Maintain application security

14. Third-Party Services

LucidMedia may rely on trusted third-party technology providers for services such as:

• Cloud hosting
• Authentication
• Application infrastructure
• Push notifications
• Error monitoring
• Security services
• Analytics, where enabled

Third-party providers may process information only as necessary to provide their services and subject to applicable contractual, security, and legal requirements.

15. Children's Privacy

LucidMedia is intended for employees and authorized users of the organization.

The Application is not intended for children or individuals who are not authorized users of the organization's LucidMedia.

16. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to the LucidMedia Application, organizational practices, applicable laws, or security practices.

Significant changes may be communicated through the Application, website, email, or other appropriate communication channels.

17. Grievance Redressal

If you have a question, concern, complaint, or request regarding the processing of your personal information, please contact the privacy or grievance contact provided below.