ChronosHQ
ChronosHQ Privacy Policy
This policy explains what the ChronosHQ app collects, why, who can see it, how long we keep it and how to ask us to delete it.
Who we are
ChronosHQ is an attendance, leave and payroll system operated by RAUDHAH CAPITAL GROUP SDN. BHD. (“RCG”, “we”) on behalf of your employer (RCG itself, or a company that RCG manages). Accounts are opened by your employer; the public cannot sign up. This policy covers the ChronosHQ app for Android and iPhone.
What we collect and why
| Data | Why |
|---|---|
| Name, IC (Malaysian identity card) number, phone number, job title, branch, bank account | Taken from your employer’s HR records. Your phone number is your username, and these details are needed to pay you. |
| Other HR details | Email, emergency contact and profile photo, from your employer’s HR records. |
| Password | Stored only as a one-way hash. Nobody, including admins, can see it. |
| Official phone code | A random code stored on your phone, so that only one phone can clock in for you. |
| Location | GPS is read once, at the moment you tap Clock In or Clock Out, together with your network’s IP address and, on Android, whether the location is faked. This confirms you are at your workplace. Your location is not tracked during your shift. |
| Workplace photos | Taken with the in-app camera when you clock in or out: sometimes at random, and always when a record looks suspicious. Each photo is stamped with your name, the time and the location. The app never opens your photo gallery. |
| Work trips | Only if your employer has enabled work trips for you: the purpose you type, and your location in the background (also when the app is closed) every few minutes during a trip you start, for your safety and as evidence for SOCSO. A notification stays on your phone while the trip is active. Tracking stops when you end the trip, when you clock out, or after 12 hours. |
| Work records | Attendance, leave, timeslips (short time-off requests) and your schedule. |
| Pay | Payslips and Form EA (yearly pay statement for tax). Amounts stay hidden (******) until you tap the eye icon. |
| Notification address | Used to send notifications to your phone. |
We do not access your contacts, photo gallery or microphone, and we do not collect your location outside the moment you clock (except during an active work trip) or any advertising ID. There is no advertising tracking and no third-party analytics.
Who can see it
- You.
- Your supervisor, for your branch only: your profile (name, phone number, IC number, email, emergency contact and photo), your attendance including where you clocked in, leave, timeslips, flagged records and their photos, and work-trip locations. Supervisors do not see your pay.
- RCG admins.
- EPF, SOCSO and the Inland Revenue Board (LHDN): only what the law requires.
- Your employer’s bank: your name, IC number, account number and net pay, to pay your salary.
- Notification providers (Expo, Apple, Google): only your notification address and the message text.
- Telegram: alerts to RCG admins, and messages to staff who are not yet using the app during the changeover.
- OpenAI: when an admin uploads a monthly schedule file, the file’s contents, together with the staff code, name and branch of each active staff member at that branch, are sent to OpenAI to fill in the schedule.
- Our email provider (Hostinger): your email address and the payslip or HR record sent to you.
Service providers that store, process or deliver data for us (our server host, our email provider, Expo, Apple, Google, Telegram and OpenAI) use it only to provide their service to us and must protect it at least as well as this policy does.
We do not sell your data and do not use it for advertising.
How long we keep it
- Raw evidence (GPS, IP address, the device ID recorded with each clock-in, workplace photos and work-trip routes) is deleted automatically after 12 months.
- Attendance records (clock-in and clock-out times, branch, status) and payroll records are kept as payroll and audit records, also after you leave.
- When you leave your job, you can still log in to view your payslips and Form EA until 31 March of the following year. After that the account closes automatically.
Keeping it safe
All connections use HTTPS. Passwords are stored only as hashes. Your login token is kept in your phone’s secure storage (Keychain on iPhone, Keystore on Android).
Your rights and deleting your data
Under Malaysia’s Personal Data Protection Act 2010 you can ask for a copy of your data and ask us to correct it. You can also ask us to delete it.
To make a request, email admin@raudhahcapitalgroup.my with your full name and phone number. We may confirm the request with you by phone or through your supervisor before we act. We reply within 21 days.
We keep what the law and payroll audits need: payslips, Form EA and your attendance times. We delete the rest, including your app login and raw evidence (GPS, IP address, photos). Our system log of who changed what is kept, and copies in our backups are overwritten as new backups are made.
You can also ask your supervisor to correct details such as your name or branch.
This website
This website does not use cookies or trackers. Our web server keeps standard access logs (IP address, page and time) to keep the site secure.
Changes to this policy
When this policy changes, we change the date at the top. Significant changes are announced in the app.
Contact
RAUDHAH CAPITAL GROUP SDN. BHD.
Company No. 201901015867 (1325195-X)
Tingkat 9A, Menara Yayasan Islam Terengganu, Jalan Sultan Omar, 20300 Kuala Terengganu, Terengganu