Privacy Policy

1. Introduction

Mastermind Consultants ("we", "our", or "us") operates the Mastermind Consultants HRMS mobile application (the "App"). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use the App.

By downloading or using the App, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the App.

2. Who Uses This App

The App is an internal Human Resources Management System used exclusively by:

• Employees of Mastermind Consultants
• HR Administrators and Managers
• Recruiters and Payroll Officers
• Client companies with assigned staff

Access requires valid login credentials issued by Mastermind Consultants. The App is not open to the general public.

3. Information We Collect

3.1 Information You Provide

• Full name, email address, and phone number
• Employment details (job title, department, salary information)
• Attendance records (clock-in/clock-out times)
• Leave requests and balances
• Performance reviews and goals
• Training enrolments and certifications
• Documents uploaded (payslips, contracts, identity documents)
• Next-of-kin information

3.2 Information Collected Automatically

• Location data: Approximate GPS coordinates are collected only when you clock in or clock out, to verify attendance location. Location is not tracked continuously.
• Device information: Device type and operating system version, used for technical support purposes.
• Usage logs: Actions performed within the App (e.g., leave requests submitted, documents accessed) are stored as audit logs for security and compliance.

4. How We Use Your Information

We use the information collected for the following purposes:

• To authenticate your identity and provide access to the App
• To manage HR processes — payroll, attendance, leave, performance, and recruitment
• To verify attendance via geolocation during clock-in/out
• To send notifications about leave approvals, payslips, and announcements
• To generate HR reports for management
• To maintain audit trails for compliance and security
• To improve the App's functionality

5. Location Data

The App requests access to your device's location (ACCESS_FINE_LOCATION, ACCESS_COARSE_LOCATION) only for the purpose of verifying your physical location when you clock in or clock out of work.

• Location is accessed only when you initiate a clock-in or clock-out action
• Location is not tracked continuously or in the background
• Location coordinates are stored in our secure server and are accessible only to HR Administrators
• You may deny location permission; however, geofence attendance verification will not be available

6. Data Storage & Security

All data is stored on secure servers hosted at mastermind.autos (managed by Mastermind Consultants).

• All data is transmitted over HTTPS (TLS encryption)
• Authentication tokens are stored in the device's secure storage (Android Keystore)
• Passwords are never stored in plain text — they are hashed using bcrypt
• Access to data is restricted by role-based permissions
• Two-factor authentication (MFA) is available for additional security

While we implement industry-standard security measures, no method of electronic storage is 100% secure. We cannot guarantee absolute security.

7. Data Sharing & Disclosure

We do not sell, trade, or rent your personal information to third parties.

Data may be shared in the following limited circumstances:

• Client companies: If you are placed at a client site, that client may have limited access to your attendance and leave records relevant to their contract
• Legal requirements: If required by law, court order, or government authority
• Payroll processing: Salary and banking details are shared only with authorised payroll officers within Mastermind Consultants

8. Data Retention

We retain your personal data for as long as your employment or engagement with Mastermind Consultants is active, and for a period of 5 years thereafter, as required by applicable labour and tax laws in Uganda. After this period, data is securely deleted.

9. Your Rights

Depending on applicable law, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Delete your data (subject to legal retention requirements)
• Object to certain processing of your data
• Withdraw consent where processing is based on consent

To exercise these rights, contact your HR Administrator or email us at privacy@mastermind.co.za.

10. Children's Privacy

The App is intended for use by adults (18+) who are employees or authorised users of Mastermind Consultants. We do not knowingly collect personal data from children under 18.

11. Third-Party Services

The App does not integrate with third-party advertising networks or analytics SDKs. It communicates exclusively with the Mastermind Consultants backend API at mastermind.autos.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Continued use of the App after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy, please contact: