Sistema — Privacy Policy

Effective date: July 21, 2026

Sistema is the internal workforce application of your employer Philippines, Inc. ("we", "us"). It is used exclusively by our employees and authorized personnel for attendance, scheduling, approvals, expense and payroll processes. It is not offered to the general public.

Information we collect

• Account information — your name, company username, role and department, provided by our HR department.
• Location — your device's precise location is captured only at the moment you record a time-in/out or meeting punch, to verify presence at the assigned worksite. The app does not track location in the background, with one optional exception you control: if you turn on the "Remind me to time out when I leave the site" feature in Settings, the app asks your phone's operating system to watch a geofence around your worksite only while you are timed in. That monitoring runs entirely on your device: crossing the boundary triggers a local reminder notification on the phone itself, and no background location is ever transmitted to us or stored. The feature is off by default, requires the "allow all the time" location permission the OS will ask you for, and stops the moment you time out, sign out, or switch it off.
• Photos — the self-portrait you take when punching (attendance verification) and receipt photos you attach to expense requests.
• Work records — attendance, schedules, leave, overtime, expense and payroll records you create or that concern you as an employee.
• Device push token — so we can deliver work notifications (schedule confirmations, approval decisions) to your device.

How we use it

Solely to operate company workforce processes: verifying attendance, building work schedules, routing approvals, reimbursing expenses and running payroll. We do not use your data for advertising, we do not sell it, and we do not share it with third parties except the cloud infrastructure providers that host our systems (Amazon Web Services, Asia-Pacific region) and notification delivery services (Google Firebase Cloud Messaging / Apple Push Notification service), each acting on our instructions.

Security & retention

Data is encrypted in transit (TLS) and stored on access-controlled infrastructure. Payroll data is additionally restricted inside the company to the HR, finance and executive roles that need it. Records are retained for the period required by Philippine labor, tax and accounting regulations, then deleted.

Your choices

Location and camera permissions can be revoked in your device settings (attendance punching requires them by company policy). The leave-site time-out reminder and its background-location permission are optional — the app works fully without them. To review, correct or request deletion of your personal data, or to ask any question about this policy, contact our HR department or email hello@sistema.ph.

Changes

We will post any revision of this policy at this address with an updated effective date.