Privacy Policy

Last updated: October 19, 2026

HRMS is a human resources app operated by Mighty Warners. Your employer uses it to manage employee records, attendance, leave and payroll. This policy explains what data the HRMS web app and mobile app collect, why, and who can see it.

Data we collect

Most of this data is entered by your employer's HR team. Some of it you enter yourself.

Account details: your name, work email address and password. Passwords are stored only as a secure hash.
Employment records: your employee profile, job details, reporting manager, attendance, leave, payroll and payslips, and any personal or contact details your employer records.
Precise location: only at the moment you clock in or out on the mobile app. We store the coordinates, their accuracy and your distance from your office with that attendance record. The app does not track your location in the background.
Documents and photos: files and a profile photo that you or HR upload.
Sign-in and device information: IP address, device or browser type and sign-in times, used to keep your account secure.

How we use it

We use your data only to run HRMS for your employer:

Recording attendance, processing leave and approval requests, and producing payroll and payslips.
Checking whether a mobile clock-in happened at your office or remotely, according to your employer's attendance policy.
Sending in-app notifications and emails about requests, approvals and your account.
Protecting accounts, preventing misuse and fixing problems.

We do not sell your data, show ads or use third-party tracking or analytics.

Your employer: HR administrators and managers see your data according to the roles and permissions your employer sets.
Service providers that help run HRMS: server hosting, secure file storage and email delivery. They process data only on our behalf.
AI assistant: if your organization enables the HRMS Assistant, the questions you ask it, and the HR data needed to answer them, are sent to Anthropic to generate a reply.
Authorities, when the law requires us to disclose data.

How we protect it

Data is encrypted in transit (HTTPS). Passwords are hashed, access is limited by role, and each organization's data is kept separate from every other organization's. On your phone, the app keeps your sign-in token in the device's secure storage.

How long we keep it

We keep your data for as long as your employer uses HRMS and needs it for employment, payroll and legal records. Your employer decides when records are removed.

Your choices

You can deny or turn off the location permission at any time in your phone's settings. You won't be able to clock in from the mobile app without it.
You can view and update your own profile details in the app, or ask HR to correct them.
To access, export or delete your data, or to close your account, contact your HR administrator. Your employer creates and closes HRMS accounts; you can't create one in the app.

Children

HRMS is for employees and is not intended for anyone under 18.

Changes to this policy

If we change this policy, we will update the date at the top of this page.

Contact

For questions about this policy, or to ask about your data, contact your HR administrator.