Privacy Policy
Privacy Policy
Effective date: 4 June 2026 Last updated: 6 June 2026
Contents
- Introduction
- Information we collect
- Face data we collect
- How we use face data
- Storage, security, and sharing of face data
- Retention and deletion of face data
- Other personal information we collect
- Third-party services we use
- Security
- Children’s privacy
- Your rights
- Changes to this policy
- Contact us
1. Introduction
This privacy policy sets out how SQR Software (Pty) Ltd (“SQR Software”, “we”, “us”, “the Company”) uses and protects any information that you share when you use our website, our web app Analyze, and the Mobilize mobile application (“the app”).
SQR Software is committed to ensuring that your privacy is protected. Mobilize is a business-to-business tool supplied to your employer under contract. Your employer is the data controller of the information processed through the app. SQR Software acts solely as a data processor, processing information only on behalf of and under the instructions of your employer.
This policy applies to both the Analyze web app and the Mobilize mobile app. If you have questions about how your employer uses your data, please contact your employer directly.
2. Information we collect
We collect only the information needed to provide the services contracted by your employer, including:
General Personal Information (Analyze and Mobilize)
- Name and surname
- Contact details
- Username and authentication details (issued by your employer)
- Operational records (time-and-attendance events, agricultural/field records, attached photographs, etc.)
- Device and diagnostic information
Face data (Mobilize app only — see Sections 3 to 6 below).
No passwords are stored on local devices.
3. Face data we collect
When your employer chooses to use the face-recognition feature on Mobilize (which requires a separate license), a supervisor employed by the same company uses the app to capture a short series of images of your face during enrollment.
The app processes these enrollment images on the device to produce a mathematical “face template” — a numerical representation of your facial features that cannot be used to reconstruct the original image. The app also retains a small cropped face image, which is used solely for supervisor verification and visual identification on time-and-attendance records.
During check-in and check-out, camera frames are processed in memory on the device, where they are converted to face templates and matched against your stored face template(s). The raw camera frames are discarded immediately and are never stored or transmitted. If a newly generated template is of higher quality than your existing template(s), the app may store it as an additional face template for you, solely to improve recognition accuracy in future check-ins. Additional templates are synchronised to the server and to the devices of other supervisors at your employer who are responsible for identifying employees, with the same protections (Section 5) and the same retention and deletion rules (Section 6) as your enrollment template.
In summary, the face data the app collects and stores is limited to: (a) your face template(s) and (b) the cropped face image described above.
4. How we use face data
Face data is used only to verify your identity for time-and-attendance purposes, as directed by your employer, including, where your employer enables it, checking new enrollments against existing face templates to detect and prevent duplicate enrollment of the same person under a different identity. Time-and-attendance data is collected for payroll and workforce management.
We do not use face data for advertising, marketing, profiling, analytics, social features, model training, or any purpose unrelated to the time-and-attendance service. Face data is never sold.
5. Storage, security, and sharing of face data
Face data is stored in two places:
- On supervisors’ devices — in the Mobilize app’s private, sandboxed storage (protected by iOS file-level encryption, or Android scoped storage with at-rest encryption). It is not accessible to other apps and is not written to shared storage.
- On a Microsoft Azure server — synchronised over an encrypted (TLS) connection to a dedicated, isolated server hosted by SQR Software in Microsoft Azure, where it is encrypted at rest.
Face recognition (matching) occurs entirely on-device. Face data is not shared with any third-party SDKs or services, and is not shared with any third parties other than Microsoft Azure in its capacity as our hosting provider (see Section 8).
Your employer is the data controller; SQR Software is the data processor and acts only on your employer’s instructions under contract. We do not sell, rent, distribute, or lease face data (or any personal data) to anyone.
6. Retention and deletion of face data
Face data is retained only for the purposes described in Section 4, as follows:
On supervisors’ devices: when your employer records that your employment has ended, your face templates and cropped face image are removed from all supervisor devices immediately (at the device’s next synchronisation).
On the server: your employer may instruct us to retain your face data on the server for a limited period after your employment ends, for two purposes only: (a) to allow straightforward re-enrollment if you return for a later period of work (for example, seasonal employment), and (b) to detect and prevent duplicate enrollment of the same person under a different identity. This retention period is determined by your employer and does not exceed 48 months after your last recorded attendance event.
Face data is deleted from the server at the earliest of: the end of the retention period above; a deletion request made via your employer or directly to us (see Section 11); or 30 days after your employer’s service agreement for the face-recognition feature ends. Deletion removes all of your face templates and the cropped face image.
7. Other personal information we collect
- Identity & authentication: Username, site, and session tokens stored securely on-device. Passwords are never stored locally.
- Location: Foreground GPS access for work-related features. Can be revoked in device settings.
- Photographs: User-attached photos to records are stored and synced like other operational data.
- Push notifications: Firebase Cloud Messaging token for work-related notifications.
- Cookies (SQR’s marketing website): Temporary cookies when not logged in; login and display cookies when logged in.
8. Third-party services we use
We use the following data processors:
- Microsoft Azure — hosting
- Firebase Cloud Messaging (Google) — push notifications
- Sentry — anonymised crash reports
- Mapbox — map tiles
Of these, only Microsoft Azure (as our hosting provider) processes face data. Face data is never provided to Firebase, Sentry, Mapbox, or any other third party.
9. Security
We implement suitable physical, electronic, and managerial procedures including firewalls, network authentication, TLS encryption, encryption at rest, and sandboxed storage. Access to servers is restricted to authorised personnel only.
10. Children’s privacy
Mobilize is a business application for adult employees. We do not knowingly collect personal information from children under 16.
11. Your rights
You may request access to, correction of, or deletion of your personal data (including face data) at any time. Requests can be made via your employer or directly to us at info@sqrsoftware.com. Deletion requests relating to face data are actioned as described in Section 6.
12. Changes to this policy
We may update this privacy policy from time to time. The “Last updated” date at the top of this page will be revised accordingly. Your continued use of our website or the Mobilize app after any changes have been posted constitutes your acceptance of the updated policy.
13. Contact us
For any questions or requests: Email: info@sqrsoftware.com
SQR Software (Pty) Ltd • Analyze and Mobilize are published by SQR Software.
