MOBILE APPLICATION

Privacy Policy

Last updated: 1 October 2026

HC ESS is an Employee Self Service (ESS) mobile application integrated with Odoo, designed for employees to manage attendance, time off, payslips, and document requests through their organization.

Introduction

This Privacy Policy explains how Hash Code IT Solutions Est. ("Hash Code", "we", "us") collects, uses, protects, and handles personal information when you use the HC ESS mobile application on Android or iOS.

HC ESS is used by employees whose organization has enabled the service. It is integrated with Odoo and is available globally, with primary use in the GCC and India. Hash Code IT Solutions Est. is responsible for information collected through the mobile application. Contact info@hashcodeit.com or write to 117 - Al Nasr Plaza, Oud Mehta, Dubai, UAE.

What personal information do we collect?

Depending on the features your employer enables, we may collect:

• Identity and contact details (such as name, work email, and phone number)
• Employment and organization information (employer, employee ID, department, or role where configured)
• Attendance records, including check-in and check-out times
• Time off requests and related approval status
• Payslip and document request activity
• Device and app technical data needed to operate and secure the service
• Location data when you use attendance check-in or check-out (see Location data below)

We do not collect payment card or in-app payment information through HC ESS.

Data security and sharing

We do not sell personal information. Information is used to provide HC ESS features, connect with your organization's Odoo environment, and maintain security and support.

We may share data with:

• Your employer or authorized organization administrators
• Cloud hosting and infrastructure providers that support the application and Odoo integration
• Professional advisers or legal authorities when required by law

Service providers engaged by Hash Code are required to protect information through appropriate contractual and security measures.

Third-party services

HC ESS may rely on third-party services to host, deliver, or secure the application and its connection to Odoo. Those providers process information on our instructions and under confidentiality obligations. We may disclose information when required to comply with law, enforce our policies, or protect rights, property, or safety.

Location data

HC ESS may access and collect your device's location (precise or approximate) only when you check in or check out for employee attendance, and only if you grant permission through your device settings and your organization's configuration allows it.

Location is used to record attendance at the relevant check-in or check-out event. We do not sell location data. Location information may be shared with your employer or organization administrators, our hosting providers for processing, or when required by law.

You can disable location access through your device settings; however, attendance check-in or check-out may not work as intended if location is required by your employer's policy.

Your rights

Depending on applicable laws (including the UAE Personal Data Protection Law and India's Digital Personal Data Protection Act, where applicable), you may have the right to:

• Access your personal data
• Request correction of inaccurate information
• Request deletion of your data (subject to employer and legal retention requirements)
• Withdraw consent where processing is consent-based

Many requests relating to employment data should also be directed to your employer as the organization controlling HR records in Odoo. Send requests to info@hashcodeit.com; identity verification may be needed.

Updates to this policy

We may update this Privacy Policy periodically. Changes will be reflected with a revised effective date on this page and, where appropriate, within the application. See also the Mobile App Terms and Conditions and the Website Privacy Policy for related information.