Privacy Policy

Nexsphere is BaikalSphere's mobile HR workspace application available on Android (Google Play Store) and iOS (Apple App Store). The application is issued to employees by their organisation and is governed by this privacy policy in addition to any applicable employer data processing agreements.

Data collected specifically through the Nexsphere mobile application includes:

• Employee identity and profile information
• Attendance check-in/check-out records, including optional geo-location for geo-fenced attendance verification
• Leave applications, approvals, and balances
• Payroll and compensation information (e.g., salary structure, payslips) as made available by your employer
• Performance review and appraisal data
• Expense and travel claim details, including receipt images and PDF documents you upload
• Device identifiers and push notification tokens for in-app alerts
• Session and usage data for diagnostics and performance monitoring

Location data is collected only when the geo-fenced attendance feature is actively used and only at the moment of check-in/check-out. Continuous background location tracking is not performed.

On-Device Storage: Authentication tokens and session credentials are stored exclusively using iOS Keychain / Android Keystore. No sensitive data is written to unencrypted local storage. All on-device data is cleared upon sign-out or session expiry.

We collect the following categories of information:

• Account Information: Name, work email address, phone number, and profile picture.
• Employee Information: Job title, department, shift schedules, attendance records, and leave data provided by your employer.
• Payroll & Performance Data: Compensation and payslip details, and performance review/appraisal records.
• Expense Data: Expense and travel claim details, including uploaded receipt images and PDF attachments.
• Authentication Data: Login credentials (passwords are stored in hashed form and never readable).
• Device Information: Device type, operating system, app version, and push notification token to deliver alerts.
• Usage Data: Features accessed, session timestamps, and error/crash reports for platform reliability.
• Location Data: Only when you explicitly grant location permission, used solely for geo-fenced attendance verification.

We use the information we collect to:

• Authenticate and manage your account securely.
• Deliver HR and workforce management features, including scheduling, attendance, and payroll processing.
• Send push notifications for shift reminders, leave approvals, and important HR updates.
• Diagnose technical issues and improve application performance.
• Comply with applicable employment and data protection laws.
• Respond to your support requests and enquiries.

We do not sell, rent, or trade your personal information. We may share your data only in the following limited circumstances:

• With Your Employer: HR data you generate is accessible to your organization's authorised administrators.
• Service Providers: Trusted third-party vendors (e.g., cloud hosting, email delivery) who process data solely on our behalf under strict confidentiality agreements.
• Legal Obligations: When required by law, court order, or governmental authority.
• Business Transfers: In the event of a merger, acquisition, or asset sale, your data may transfer to the successor entity under equivalent protections.

Your data is stored on secure cloud infrastructure with encryption at rest (AES-256) and in transit (TLS 1.2+). We implement role-based access controls, audit logging, and regular security assessments to protect your information. Access to personal data is limited to personnel who require it to perform their job functions.

While we apply industry-standard safeguards, no system is completely immune to risk. We encourage you to use a strong, unique password and to report any suspected security incidents to us immediately.

We retain your personal data for the duration of your employment or active account, plus a maximum of 7 years thereafter, in compliance with applicable labour and tax laws. Attendance records, payroll data, and leave history are retained for the legally mandated minimum period in your jurisdiction.

Upon a verified deletion request, non-legally-mandated data is purged within 30 days. Anonymised and aggregated data may be retained indefinitely for analytics purposes and cannot be used to identify you.

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your data where no legal obligation requires its retention.
• Portability: Receive your data in a structured, machine-readable format.
• Objection: Object to certain processing activities, including direct marketing.
• Withdraw Consent: Where processing is based on consent, withdraw it at any time without affecting prior processing.

To exercise any of these rights, contact us at support@baikalsphere.com. We will respond within 30 days. Note that some rights may be limited where data is processed on behalf of your employer — in such cases, requests should be directed to your HR administrator.

If you are located in India, these rights are provided under the Digital Personal Data Protection Act, 2023 (DPDP Act).

Our web platform uses essential cookies to maintain your login session and ensure security. We do not use third-party advertising cookies. You can control cookie preferences through your browser settings; however, disabling essential cookies may prevent the platform from functioning correctly.

BaikalSphere is an enterprise HR platform intended for use by working adults. We do not knowingly collect personal information from individuals under the age of 16. If we become aware that a minor has provided us with data, we will delete it promptly.

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. When we do, we will update the effective date above and, where the changes are significant, notify you via email or an in-app notice. Continued use of our services after the updated policy takes effect constitutes your acceptance of the revised terms.

If you have any questions, concerns, or requests regarding this Privacy Policy, please reach out to us: