Privacy Policy
Exasuite is an employee self-service app from Codonyx Limited (“Codonyx”, “we”, “us”). It lets you mark attendance, request leave and manage tasks. This policy explains what the app collects, why, who can see it, and the choices you have. We have written it in plain language and kept it specific to what the app actually does.
1. Who this applies to
Exasuite is for employees and staff of organisations that use the Exasuite / ERP service operated by Codonyx. You sign in with an account created by your organisation’s administrator. We do not offer public sign-up, and the app is not intended for the general public.
Your attendance, leave, task and profile records belong to your organisation’s ERP system. Codonyx operates that system on the organisation’s behalf, and your administrator decides who in the organisation can see these records.
2. Information we collect
| Information | When | Why |
|---|---|---|
| Account details: name, work email, employee ID, designation, department, company, shift and leave balances | When you sign in; supplied by your organisation’s ERP | To show your profile, shift and balances |
| Sign-in: your email and password | When you sign in or change your password | To authenticate you. The password is sent over an encrypted connection and is never stored on your phone. |
| Precise location: latitude, longitude, accuracy and the street address looked up from them | Only when you mark attendance at the office or submit a remote check-in | To confirm you are at the office, or to record where a remote entry was made |
| Attendance records: check-in and check-out times, remarks, remote sessions and their review status | When you mark or request attendance | To keep your attendance history and let your supervisor review entries |
| Leave records: leave type, dates, reason, delegate, any supporting document, and decisions with notes | When you apply for or decide on leave | To process leave requests |
| Tasks: titles, descriptions, assignees, subtasks, notes and attachments | When you create or update tasks | To manage and share work with colleagues |
| Profile photo | Only if you choose to upload one | To show your picture in the app. Large photos are shrunk on your phone before they are sent. |
| App version and request details | With each request to our servers | To run the service, prompt you to update, and diagnose problems |
We do not collect your contacts, messages, microphone, camera feed, browsing history or advertising ID. The app has no ads, no analytics SDK and no crash-reporting service.
3. Your location
- Location is read only while the app is open and only when you use an attendance feature: Geofence attendance or remote check-in.
- The app does not track you in the background and does not follow your movements during the day.
- The coordinates and address are sent to your organisation’s ERP together with the attendance entry, so a supervisor can review it.
- To turn coordinates into a readable address, the app uses your phone’s built-in address lookup. On most Android phones this service is provided by Google, so the coordinates may be sent to it for that purpose.
- The app refuses to submit a location that your phone reports as mock or fake.
You can turn location off at any time in your phone’s settings. Attendance features that need it will then be unavailable.
4. How we use it
- To provide the app: sign-in, attendance, leave, tasks, notifications and your profile.
- To let supervisors and delegates review requests that involve them.
- To keep the service secure, prevent misuse and fix problems.
- To meet legal or contractual obligations of your organisation.
We do not sell your personal information and we do not use it for advertising or profiling.
6. What stays on your phone
The app stores a few things locally so it works smoothly:
- A sign-in token that keeps you signed in until you sign out.
- If you tick “Remember me”, your work email (never your password).
- Preferences such as light or dark theme, whether the app tour was shown, and which notifications you have already seen.
- Your chosen profile photo, if you set one from the phone.
Signing out removes your sign-in token. Uninstalling the app removes everything stored on the phone.
7. Notifications
If you allow notifications, the app tells you about new tasks and leave decisions. To do this when the app is closed, it checks our servers for new items roughly every 15 minutes using a short background task. This check uses your sign-in token only. It does not use your location. You can turn notifications off in the app’s Profile screen or in your phone’s settings.
8. Retention and deletion
Records are kept for as long as your organisation needs them for payroll, HR and legal purposes, and for as long as your account is active. Because these are your organisation’s records, requests to access, correct or delete them are handled by your organisation’s administrator and by us on their behalf.
To make a request, email support@codonyx.com from your work address, or ask your administrator. We will respond within a reasonable time, and no later than 30 days. We may need to keep some information where the law or a legitimate business need requires it.
9. Security
All communication between the app and our servers uses HTTPS encryption. Access to records is limited by role, and passwords are never shown or stored in the app. No system is perfectly secure, so please keep your password private and sign out on shared phones. If you think your account has been misused, tell us straight away.
10. Your choices and permissions
- Location: allow or deny in your phone’s settings. It is only used for attendance.
- Notifications: allow or deny in your phone’s settings or the app’s Profile screen.
- Photos and files: the app only reads a photo or file you pick yourself.
- Profile photo: optional.
- Remember me: optional. Untick it to stop saving your email.
11. Children
Exasuite is a workplace tool for adults. It is not directed to children under 18, and we do not knowingly collect their information.
12. Changes to this policy
We may update this policy when the app or the law changes. The “Effective” date at the top shows the latest version. If a change is significant, we will tell you in the app or through your organisation before it takes effect.
13. Contact us
Codonyx Limited
Email: support@codonyx.com
Website: codonyx.com
Questions about your own attendance, leave or tasks are best sent to your organisation’s administrator. Questions about this policy or your data can come to us at the address above.