Introduction
Welcome to Presence, a digital attendance management system provided by EBITS Company Limited (“EBITS”, “we”, “our”, or “us”). Presence uses facial recognition technology to help organizations verify the identity of employees and maintain accurate workplace att endance records.We are committed to protecting the privacy and security of personal and biometric information processed through Presence. This Privacy Policy explains what information we collect, how we use it, who may access it, how long we retain it, and how users can request deletion or withdraw consent.
Information We Collect
Presence may collect the following facial data during employee enrollment:
- Facial Image: A photograph of the employee’s face captured during enrollment.
- Facial Template: A mathematical representation of facial characteristics generated by the facial-recognition software used by Presence.
The facial template is generated on the user’s device by the facial-recognition SDK. The facial image and facial template may then be securely transmitted to the Presence backend and associated with the employee’s Presence account.
The enrollment facial image may also be used as the employee’s profile picture within Presence.
In addition to facial data, Presence may process information required to operate the attendance system, such as the employee’s name, employee ID, organization, attendance records, device information, and other information provided by the organization using Presence.
How We Use Information We Collect
Facial data collected by Presence is used only for the operation and security of the attendance system.
Specifically, facial data may be used to:
- Enroll an authorized employee into the Presence attendance system.
- Generate a facial template for identity verification.
- Authenticate an employee during attendance clock-in and clock-out.
- Verify that the person recording attendance is the enrolled employee.
- Help prevent impersonation, proxy attendance, and fraudulent attendance records.
- Display the employee’s enrollment photograph as their profile picture within Presence.
Facial data is not used for advertising, targeted marketing, behavioral profiling, or analytics unrelated to attendance-system operation.
Facial data is also not used to train artificial intelligence or facial-recognition models.
Disclosure and Sharing of Your Information
Facial data is not sold, rented, or shared with third parties for advertising, marketing, or unrelated commercial purposes.
Facial data may be processed by carefully selected service providers that are necessary to operate Presence, such as secure cloud-hosting and infrastructure providers.
Where such providers process facial data on behalf of EBITS, they act as data processors/service providers and are contractually required to:
- Process the data only for authorized service-related purposes.
- Maintain appropriate technical and organizational safeguards.
- Keep the information confidential.
- Not sell, advertise with, profile, or otherwise use the facial data for their own independent purposes.
- Provide the same or equivalent level of protection for user data required by this Privacy Policy and applicable privacy requirements.
Retention of Your Information
Presence retains facial images and facial templates only for as long as they are required to provide the attendance service or as otherwise permitted or required by applicable law.
Facial data will be deleted when:
- The employee’s Presence account is removed by the organization;
- The employee’s enrollment is deleted; or
- The user successfully requests deletion of their facial data,
subject to any legal or contractual requirement that requires continued retention.
Once deletion is authorized, EBITS will delete the applicable facial images and facial templates from its active production systems within 30 days. Where facial data exists in system backups, it will be removed in accordance with the backup-retention cycle and will not be restored for ordinary use except where necessary for disaster recovery or legal compliance.
Revoking Consent
Users may withdraw their consent to the collection and use of their facial data at any time.
To withdraw consent, users may:
- Contact their organization’s authorized Presence administrator; or
- Send an email to info@ebitsgh.com. with the subject line “Withdraw Facial Data Consent”.
The request should include the user’s name, employee ID or organization, and the email address associated with their Presence account where applicable.
Once a valid request is received and verified, EBITS and/or the organization operating Presence will take the necessary steps to stop further use of the user’s facial data and process deletion in accordance with this Privacy Policy and applicable legal or contractual requirements.
Withdrawing consent may prevent the user from using facial recognition for attendance. Where available, the employing organization may provide an alternative attendance method.
Requesting Deletion of Facial Data
Users may request deletion of their facial data at any time by:
- Contacting their organization’s authorized Presence administrator; or
- Sending an email to info@ebitsgh.com with the subject line “Delete My Facial Data”.
The request should include sufficient information to verify the user’s identity and locate the relevant Presence account.
After receiving and verifying a deletion request, EBITS will process the request within 30 days, unless a longer period is required by applicable law or a legitimate legal, security, or contractual obligation.
Once facial data has been deleted, the user will no longer be able to use facial recognition for attendance unless they subsequently complete a new enrollment process where permitted.
Other Privacy Rights
Subject to applicable law and legitimate restrictions, users may have the right to:
- Request access to personal information held about them.
- Request correction of inaccurate personal information.
- Request deletion of their personal information.
- Object to or restrict certain forms of processing.
- Withdraw consent where processing is based on consent.
Requests may be submitted through the contact information provided in this Privacy Policy.
Security of Facial Data
EBITS takes the security of facial and other personal information seriously.
We implement appropriate technical and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, loss, or destruction.
These measures may include:
- Encryption during transmission.
- Secure storage of information.
- Access controls and role-based permissions.
- Authentication mechanisms.
- Monitoring and security controls for production systems.
- Restrictions on access to facial data by authorized personnel.
However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.
Protection by Third-Party Service Providers
Any third party that processes Presence user data on behalf of EBITS is required to provide the same or equivalent protection of user data described in this Privacy Policy and required by applicable privacy requirements.
Such third parties may not use Presence facial data for their own advertising, marketing, profiling, model training, or unrelated commercial purposes.
Changes to this Privacy Policy
EBITS may update this Privacy Policy when necessary to reflect changes to Presence, our data-processing practices, applicable laws, or security requirements.
When material changes are made, the updated policy will be published on this page and the Last Updated date will be revised accordingly.
We encourage users and organizations using Presence to review this Privacy Policy periodically.
Contact Us
For questions, privacy concerns, consent withdrawal, or requests to access, correct, or delete personal information, please contact:
EBITS Company Limited
Atwereboana Avenue, Adum
Kumasi, Ghana
Email: info@ebitsgh.com
Phone: +233 204 093 530
Acknowledgement
By enrolling in Presence and providing facial data, users acknowledge that they have been informed about the collection and use of their facial data as described in this Privacy Policy and applicable consent notice.
Where consent is required, Presence will request consent before collecting and processing facial data.
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