Privacy Policy

Last updated 18 October 2026

Who we are

Meshvane is a workforce attendance service operated by Invansys Technologies Pvt Ltd ("we", "us"), and used by organisations ("workplaces") to record when and where their people check in. This policy covers the Meshvane web app, mobile app, kiosk mode, and Slack integration.

When your employer or organisation uses Meshvane, they decide what is recorded about their members and why; we process that data on their behalf. Questions about how your workplace uses your attendance records are best directed to them first.

What we collect

• Account details: your name, mobile number, and optionally an email address. Your password is stored only as a one-way hash, and your two-step verification secret is never shown back to anyone.
• Workplace details: the workplaces you belong to, your role, work email, shifts, and leave, and, if your workplace records them, your gender and whether your job is permanent or temporary.
• Face data: when you enrol your face, the device you enrol on (your phone or computer, or a workplace kiosk) converts it into a numeric template. This template is biometric data. We store it on our servers and compare it against a new template each time you check in. We also keep one photo from enrolment, shown as your profile picture. We keep both until you delete your face data or your account, and delete them straight away when you do.
• Check-in photos: a face check-in on the web app, the mobile app or a kiosk also uploads a small photo of that scan so your workplace can review attendance. PIN check-ins carry no photo.
• Location: your device's location at the moment you check in or out, used to decide whether you were at an office or working from home. We do not track location at any other time. Your workplace's admins can see where each of your check-ins happened. If you register a home address for working from home, we store it and its map position.
• Badge check-ins: if your workplace runs a front desk, staff there can check you in by scanning the badge on your ID card. We record the check-in and which staff member made it.
• Billing details: if your workplace pays for a plan, the billing contact's name and email, the billing address, and the workplace's tax number (such as a GSTIN) where one is given. Card and bank details go straight to the payment provider; we never see or store them.
• Technical data: basic device and browser details, and error reports, used to keep the service working and diagnose faults.

How we use it

We use this data to run the service: to sign you in and keep your account secure, to verify who is checking in and where, to calculate attendance, hours, and leave for your workplace, and to send the notifications your workplace has turned on. We do not sell your data, use it for advertising, or use your face data for anything other than matching your own check-ins.

Who processes it

We rely on a small number of providers to run Meshvane:

• Cloud hosting, database, and file storage providers, which hold the service's data. Our main servers and database are in Singapore.
• SMS, WhatsApp, and email providers, which deliver sign-in codes and notifications to your number or address.
• An error-monitoring provider, which receives technical fault reports. Face data is never included.
• A bot-protection provider on sign-up and sign-in forms.
• Payment providers, only when a workplace pays for a plan. Razorpay handles payments from India and Dodo Payments handles payments from other countries. They receive the billing contact's name and email (and, when a workplace in India turns on automatic renewal, their phone number, which Razorpay requires for it), the billing address, the tax number where one is given, and payment details, and never any attendance or face data.
• An AI provider, only when a workplace admin asks the app for a suggestion. To suggest how a department or holiday name, your workplace's name or a job title is written in another language, it receives that text. To suggest how a person's name is written in another script, such as Hindi, it receives that person's name and nothing else about them. To suggest which column of an uploaded staff file holds which detail, it receives the column headings and the shape of a few values with every letter and digit replaced (so "Asha Rao" is sent as "Aaaa Aaa"), never the values themselves. Apart from those names and job titles, it receives no personal or attendance data.
• Your workplace's own storage, only if its owners turn on backups. A daily copy of the workplace's records goes to the Google Drive or storage account they choose: the same records the workplace sees in the app, including your name, phone number and email. Passwords, two-factor codes, face data and check-in photos are never included.
• Slack, only if your workplace connects it. Slack receives the attendance notifications your workplace turns on, including private reminders sent to you, and your work email address (or your personal email, if your workplace hasn't set a work email), so that we can find your Slack account.

Each provider may use the data only to provide its service to us, under terms that protect it at least as well as this policy does. We share data with others only when the law requires it.

How long we keep it

We keep records for as long as your workplace uses Meshvane, so that attendance history stays accurate. The exception is check-in photos, which we delete automatically 90 days after the scan, unless your workplace has agreed a different period with us. Its administrators can see the period that applies in the app's workplace settings. When you delete your account, we erase your personal details, face data and check-in photos straight away; your workplaces keep their attendance and leave records without your name (see Delete your account). For any other deletion request, email us and we will act on it within 30 days, involving your workplace where the records are theirs.

Your choices

• You can view and correct your profile details in the app.
• You can delete your face template and enrolment photo yourself at any time from the face enrolment page. Your workplace may then ask you to use a PIN instead. Check-in photos are not removed by this; email us to have them deleted.
• You can delete your account yourself, in the app (Settings → Security) or on the web. Here is what that deletes and what your workplace keeps.
• To request a copy of your data, email us at the address below. Some attendance records may belong to your workplace, and we may need to involve them.

Security

Data is encrypted in transit. Sign-in uses a password, plus a second step for anyone who turns it on or whose workplace requires it. Access is limited by role within each workplace, and each workplace's data is kept separate from every other's.

Children

Meshvane is a workplace tool and is not intended for anyone under 18.

Changes

If we change this policy, we will update the date above, and we will tell workplaces directly about significant changes.

Contact

Questions or requests: admin@invansys.com