Onfinity ERP by Ascot

1. Scope and responsibilities

This policy explains how Onfinity ERP by Ascot handles information. The app is developed and supported by Ascot Enterprise Solutions and connects employees to the Onfinity ERP environment selected or provided by their organization.

Your employer or organization normally decides why and how employment and ERP data is processed and is the primary data controller. Ascot may process data as a service provider when it hosts, maintains, or supports the app or the connected service. Questions about a specific employment record should first be directed to your organization.

2. Information handled by the app

Depending on the modules enabled by your organization and the actions you choose, the app may access, receive, store, or transmit:

• Identity and contact information, including name, username, employee or user ID, email address, phone number, profile photo, company, role, and organization.
• Authentication and security information, including session tokens, Microsoft single sign-on claims, an app-generated installation identifier, device name/model, push-notification token, and biometric-unlock preference. Biometric templates remain under the device operating system and are not received by Onfinity.
• Employment and ERP information, including attendance and working time, leave, approvals, tasks, training, assets, documents, support requests, complaints, warnings, resignation requests, expenses, claims, advances, loans, payslips, and other records made available by your organization.
• Precise or approximate location and network information when required for an attendance action, including coordinates and local network/IP information used to validate an authorized workplace.
• Photos and files you select or capture, such as attendance selfies, profile photos, receipts, leave evidence, employee documents, CRM files, or support attachments.
• Messages and other user-generated content submitted through enabled chat, comment, workflow, and support features.
• Technical and operational information needed to deliver the service, such as app version, operating system/device type, notification delivery data, feature use, and locally stored diagnostic records.

3. Why information is used

• Authenticate users, keep sessions secure, and connect the correct employee, company, role, and organization.
• Provide the ERP, HR, attendance, workflow, document, communication, and notification functions requested by the user or organization.
• Validate attendance location or workplace network when the organization enables those controls.
• Protect accounts, prevent misuse, troubleshoot faults, provide support, and maintain service reliability.
• Meet contractual, employment, audit, security, and legal obligations that apply to Ascot or the organization.

4. Permissions and user choices

The app asks for device permissions only when relevant. Camera access supports QR scanning and attendance selfies. Location supports attendance validation. Notifications deliver ERP and HR alerts. NFC supports enabled badge functions. Photo or file selection is initiated by the user. Biometric access can unlock a locally protected session when enabled. You can refuse optional permissions in device settings, but the related feature may not work.

5. Disclosures and service providers

Information may be transmitted to the Onfinity ERP server configured by your organization. It may also be processed by Ascot personnel specifically authorized to provide hosting or support, and by service providers used for essential app functions, including Microsoft for Microsoft sign-in and Google Firebase for push notifications and enabled chat services. Information may be disclosed when required by law or to protect users, the organization, Ascot, or the service.

Ascot does not sell personal information and the app does not use personal information for third-party advertising or cross-app advertising tracking.

6. Security

Onfinity ERP by Ascot requires HTTPS for all supported runtime connections. HTTP-only customer endpoints are not supported. Data transmitted between the app and configured ERP, attendance, Microsoft single sign-on, Firebase, and other supported service endpoints is encrypted in transit using TLS. Ascot also uses access controls and secure device storage for sensitive session material. Organizations remain responsible for the security and configuration of their private, on-premises, or internally managed systems and networks. No method of electronic storage or transmission is completely secure.

7. Retention and deletion

Employment and ERP records are retained according to the connected organization's instructions, policies, legal obligations, and configured retention periods. Local app data is retained only as needed for authentication, offline continuity, notifications, and app operation, and is removed or invalidated when appropriate on sign-out, app reset, or uninstall. Some audit, security, backup, or legal records may be retained for a longer required period.

The app does not create a standalone consumer account. Accounts are provisioned and managed by the user's organization. To request access, correction, export, restriction, or deletion of an account or employment record, contact your organization's HR, system administrator, or privacy contact. Ascot will assist the organization where required.

8. International processing

Information may be processed in the country where the connected organization hosts Onfinity, where Ascot or its authorized providers operate, or where Microsoft and Google provide their services, subject to applicable contractual and legal safeguards.

9. Children's privacy

The app is an enterprise workforce and ERP application and is not directed to children. Organizations must not provision users who are below the minimum age permitted for the relevant employment or service unless legally authorized.

10. Changes and contact

We may update this policy when the app, services, or legal requirements change. The current version will be published at this address with a revised effective date.

For an app privacy question, contact info@ascot.ws or use the Ascot contact page. For a request concerning your employment or ERP record, contact your organization first.