Talent Sync IQ — Privacy Policy

This policy applies to:

• Visitors to our marketing website and demo request forms
• Users invited by an employer or organization administrator (organization admins, managers, and employees), whether accessing via web or the Android app
• Organization administrators who register a company account
• Recipients of system emails such as invitations, payslips, or e-signature requests

We collect information necessary to provide HR operations, performance management, attendance, payroll, asset tracking, people management, and electronic signature features.

• Account data: name, work email address on your organization's official company domain (provisioned by your organization administrator — we do not create accounts using personal email addresses), password (stored securely), role, job title, and organization affiliation
• Employee profile data: contact details, emergency contacts, employment information, and documents uploaded by your organization
• Attendance & location data: clock-in/out records, leave requests, and attendance compliance data. See Section 4 (Location Data) below for details on precise geo-location.
• Performance data: objectives, key results, OKR cycles, evaluations, comments, and progress metrics
• Payroll-related data (sensitive/financial): compensation fields, payslip records, and bank details where configured by your organization
• Asset data: equipment assignments and recovery records
• e-Signature data (sensitive): documents, signer identity, one-time passcode (OTP) verification events used to authenticate each signer before a signature is applied, IP address and device information (device type, operating system, and browser) captured at the time of signing, and audit trails
• Technical & device data: IP address, device model, operating system version, unique device or advertising identifiers, browser type, crash logs, and usage/diagnostic logs, collected directly by us and, where used, by service providers such as cloud hosting, crash reporting, push notification, or analytics providers, for security, reliability, and app performance
• Demo requests: name, email, company, phone, and message content submitted via our website

Your organization administrator can enable geo-attendance with automatic clock-in/out for your role in the web app's admin settings, so your organization can track attendance at authorized work locations. When enabled, the App uses your device's precise location — including in the background, while the App is not open or in active use — to detect when you arrive at or leave an authorized work location around your scheduled shift, so it can automatically record your clock-in and clock-out and notify you that this has happened.

• Limited to shift time only: The App only accesses your location during the window of your scheduled shift (from shortly before it starts to its scheduled end) — it does not access or collect your location outside your assigned shift hours, and does not track your location continuously or indefinitely in the background.
• Purpose limitation: Location data collected for this feature is used solely to determine attendance at a scheduled shift and is not used for advertising, profiling, or any purpose unrelated to attendance.
• Your control: Automatic geo-attendance must be enabled by your organization administrator for your role; you cannot enable it yourself, and it has no effect unless your organization has configured it. On your device, you will be asked to grant precise location permission and, separately, "Allow all the time" (background) location permission, as required by Android, before the feature can function. You may decline or later revoke background location permission in your device settings; if you do, automatic clock-in/out will not work, and your organization administrator can advise on manual alternatives.
• Retention: Geo-attendance records generated by this feature are retained for as long as your organization's attendance and compliance records are retained (see Section 8) and are visible only to authorized personnel within your organization, per their role and permissions.

We use collected information to:

• Provide, operate, and maintain the Talent Sync IQ platform and App
• Authenticate users and enforce role-based access within each organization
• Process attendance, leave, OKR, payroll, asset, and e-signature workflows
• Send transactional emails (invitations, notifications, payslips, signing requests)
• Generate analytics and AI-assisted insights for authorized administrators and managers
• Respond to demo requests and customer support inquiries
• Improve security, prevent fraud, diagnose crashes, and comply with legal obligations

Talent Sync IQ uses AI-assisted features (for example, performance insights, summaries, or recommendations) to help managers and administrators interpret HR data.

• AI processing is performed on data already described in Section 3, using our own systems and/or vetted third-party AI infrastructure providers operating under confidentiality and data protection obligations.
• We do not use your organization's employee data to train general-purpose or public AI models. Data used for AI-assisted features within Talent Sync IQ is used solely to provide those features to your organization.
• Outputs of AI-assisted features (such as suggested evaluation summaries) are recommendations only; final decisions remain with your organization's administrators and managers.

We do not sell personal data. We may share information only in these circumstances:

• Within your organization: according to roles and permissions set by your administrator
• Service providers: cloud hosting, email delivery, push notification, crash reporting/analytics, and other infrastructure partners, bound by confidentiality obligations, who process data only on our instructions and only as needed to provide the service
• Legal requirements: when required by law, regulation, or valid legal process
• Business transfers: in connection with a merger, acquisition, or sale of assets, with notice where required

We retain data for as long as your organization maintains an active account or as needed to provide services. When an organization terminates service, we delete or anonymize data within a reasonable period (generally within 90 days) unless a longer retention period is required by law or legitimate business needs, such as audit logs for e-signatures, which may be retained longer to satisfy legal or evidentiary requirements associated with signed documents.

Talent Sync IQ is provided to companies under a subscription agreement between that company and AIREC Soft Inc. The company is our contracting customer and the controller of its employees' data (see Section 2); we act as a processor under that agreement and generally act on the company's instructions with respect to employee data. Account and data deletion works as follows:

Where applicable under data protection laws, we process personal data based on: performance of a contract with your organization, legitimate interests in operating a secure HR platform, compliance with legal obligations, and consent where required (for example, certain optional profile fields, device location permission, or marketing communications).

We implement administrative, technical, and organizational measures designed to protect personal data, including access controls, encryption in transit, authentication safeguards, and audit logging for sensitive workflows such as electronic signatures and payroll. Accounts are provisioned only on your organization's official company email domain, reducing the risk of unauthorized or impersonated accounts. Each e-signature request is additionally authenticated with a one-time passcode (OTP) sent to the verified signer before the signature is applied, and the signer's IP address and device information are recorded in the audit trail to support the integrity and evidentiary validity of the signed document. No method of transmission over the Internet is completely secure; we encourage organizations to use strong passwords and limit access appropriately.

Depending on your location, you may have rights to access, correct, delete, or restrict processing of your personal data, or to object to certain processing. Employees should contact their organization administrator first, as the employer typically controls HR data in the system. You may also contact us at the address in Section 16, including to exercise the account deletion right described in Section 9.

Your data may be processed in countries other than your own where our service providers operate. We take steps to ensure appropriate safeguards are in place when data is transferred internationally.

Talent Sync IQ is intended for workplace use by adult employees and organizations, and is not directed at or targeted toward children. Our App is not designed for use by anyone under the age of 16, and we do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child, we will take steps to delete it.

We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the "Last updated" date. Material changes may be communicated to organization administrators where appropriate, and where required by law or by Google Play policy, we will provide additional notice.

For privacy questions, data subject requests, or account/data deletion requests, contact us at:

AIREC Soft Inc. 8 The Green STE A, Dover, DE 19901, United States Email: hello@airec.io

Platform: Talent Sync IQ · Operated by AIREC Soft Inc.