Easy Time Tracking

iCheckNow Privacy Policy

Effective Date: 9th October 2025

1. Introduction

Welcome to iCheckNow, a smart attendance and workforce management app designed for schools, universities, companies, events, and individuals.

We value your privacy, and this policy explains how we collect, use, store, and protect information within the app.

By using iCheckNow, you agree to this Privacy Policy. If you do not agree, please discontinue use of the app.

2. Core Privacy Principle

iCheckNow is built on a privacy-first, offline-first design.
Your data — especially facial and attendance data — stays under your control.

3. Data We Collect

Depending on your app mode (Guest, Institution, Workforce, or Personal), iCheckNow may collect the following information:

a) Facial Data

  • Used only for identity verification and attendance.
  • Stored locally on your device — not uploaded to the cloud unless explicitly enabled by your institution.
  • Processed securely using on-device face recognition.

b) User Information

  • Basic details like name, ID number, phone number, role (student/employee) — when manually entered or imported via CSV.
  • Used to identify users for attendance records.

c) Attendance Logs

  • Time and date of check-ins and check-outs.
  • Stored locally and can be exported by authorized users.

d) Device Data (non-personal)

  • Basic device information (model, OS version) to ensure compatibility.
  • No device tracking, advertising ID, or unnecessary permissions.

4. How We Use the Data

Purpose Description
Attendance Tracking Record presence for schools, organizations, or events.
Local Reports Generate attendance summaries, daily or weekly reports.
Offline Use Enable use without internet or account.
Cloud Sync (optional) If institution-linked, sync logs securely to admin servers.
Improvements Diagnose app performance (non-personal analytics).

5. Data Storage and Security

  • All facial data and attendance records are stored locally on your device.
  • When exported (CSV or PDF), users control where files are stored or shared.
  • Institutional users’ data may sync securely via encrypted HTTPS connections.
  • No third-party has access to personal or facial data.

6. Data Sharing

We do not sell, rent, or share your data with advertisers or third parties.

Data is only shared:

  • When you export it manually (CSV, PDF, etc.).
  • When an institution administrator sets up secure cloud synchronization.
  • When required by lawful government request (with due legal process).

7. User Rights

You have full control over your data:

  • Access — View all your attendance logs and personal data.
  • Export — Download data in CSV or PDF.
  • Delete — Clear all data and face templates from your device anytime.
  • Consent — Choose whether to enable or disable cloud synchronization.

8. Offline Operation

Most features, including face recognition and reporting, work entirely offline.
This ensures usability in low-connectivity regions and protects user privacy by keeping data on-device.

9. Children’s Privacy

For schools using iCheckNow:

  • We comply with child data protection standards.
  • Student data is managed by authorized school administrators.
  • No facial data is shared outside the school system.
  • Parents and guardians may request deletion of their child’s data at any time.

10. Data Retention

  • Data is stored locally until you delete it.
  • Institutions may retain attendance logs for compliance or academic purposes.
  • Once deleted, face data and logs cannot be recovered.

11. Third-Party Integrations

If your organization connects iCheckNow to other systems (e.g., SMS, payroll, or cloud dashboards):

  • Data transmission occurs only via secure, encrypted APIs.
  • Your institution manages these integrations under its own privacy policy.

12. Legal and Compliance

iCheckNow is developed and operated in full compliance with:

  • Kenya’s Data Protection Act, 2019 (DPA 2019).
  • General Data Protection Regulation (GDPR) principles for international users.
  • Children’s Online Privacy Protection (COPPA) standards for education-related use.

We are a licensed Data Processor in Kenya, duly registered under the Office of the Data Protection Commissioner (ODPC), and we adhere to all obligations regarding lawful data handling, storage, and processing.

Our commitment includes:

  • Processing data lawfully, fairly, and transparently.
  • Maintaining security and confidentiality of all personal and facial data.
  • Allowing users and institutions to control, correct, or delete their data at any time.

13. Changes to This Policy

We may update this policy periodically to reflect improvements or legal requirements.
Users will be notified through the app or release notes when significant changes occur.

14. Contact Us

If you have questions, concerns, or requests regarding your privacy or data, contact us:

📧 Email: info@ichecknow.com
🌍 Website: [www.ichecknow.com]

🔖 Data Processor License No.: [771-9142-22D2]

✅ Summary

  • iCheckNow is offline-first.
  • Facial and attendance data stay on your device.
  • No tracking, no ads, no hidden sharing.
  • Compliant with Kenya’s DPA 2019, GDPR, and COPPA.
  • Licensed Data Processor under the ODPC Kenya.
  • You’re always in full control of your data.