A strategic partner across your IT landscape

cluBITS Solutions ("cluBITS", "we", "us", "our") respects your privacy. This Privacy Policy explains what information we collect, how we use it, and the choices you have — both through clubitssolutions.com (the "Site") and through the software products and applications we design, build and support for clients (the "Products"), which include web and mobile applications such as HR software and attendance systems, tech park / apartment visitor and gate management apps, CMMS, helpdesk and lead-tracking tools, and similar business software.

1. Scope of This Policy

This Policy covers two distinct contexts, which are described separately below because they involve different data and different purposes:

• The Site — clubitssolutions.com, which you are browsing now, used to describe our company and let visitors get in touch.
• The Products — the applications cluBITS builds and operates for client organizations. Where a Product is deployed for a client (e.g. a company's HR software, a tech park's or apartment's visitor/gate system), that client is normally the data controller for its employees', residents' or visitors' data, and cluBITS acts as the data processor/vendor operating the Product on the client's behalf and instructions.

2. Information We Collect — the Site

• Information you provide: when you use our contact form or "Talk to us" enquiry drawer, we collect your name, phone number, email address, and the details you enter about your project or enquiry.
• Information collected automatically: standard technical information such as browser type, device type, pages visited, and approximate location, which may be collected if analytics tools are enabled on the Site.

3. Information We Collect — the Products

Depending on which Product is deployed and its purpose, this may include an employee, resident or visitor's name, employee/unit ID, designation, contact details, photo, biometric or badge identifier used for access, and operational records such as attendance/check-in timestamps, breakdown or maintenance tickets, and asset or visitor logs. A Product only collects the categories of data required for the specific business function it performs (for example, an attendance module does not collect visitor-management data, and vice versa).

4. Location Data

Location is handled differently on the Site than in the Products, and in both cases only for a specific, disclosed purpose — never for advertising, and never sold to third parties.

• On the Site: we do not request or use your device's location-sharing permission, and we do not collect precise, GPS-based location. If analytics tools are enabled, they may derive an approximate, city/region-level location from your IP address, solely to understand which countries and regions visitors come from and to keep the Site secure. This is analytics-only and is not used to identify you individually.
• In the Products: certain Products — principally attendance and field/site check-in features within our HRMS and similar workforce apps — request device location (typically while the app is in use) strictly to verify that an employee is checking in or out at an authorized work location or site. This is a sole, specific business requirement of attendance and field-operations verification for the deploying organization; it is not used to track movement outside that purpose, not used for advertising or profiling, and not shared with unrelated third parties. Any such Product only requests location where the user's role requires attendance/check-in verification, and access can be withdrawn through the deploying organization's own admin controls.

5. How We Use Information

Site information is used to respond to enquiries, understand which products or regions visitors are interested in, and improve the Site. Product information is used strictly to operate the business function the Product was deployed for by the client (e.g., recording attendance, managing visitor entries, tracking maintenance) and to support and maintain that Product. We do not sell personal information collected through the Site or the Products.

6. How We Share Information

We may share information with cluBITS employees or contractors who need it to respond to your enquiry or to support a Product, service providers who help us operate the Site or host the Products, and authorities where required by law. For Products deployed for a client, data is otherwise only accessible to that client (as data controller) and is not shared with other clients or unrelated third parties.

7. Data Retention

We retain Site enquiry and contact information for as long as necessary to respond to your request, and delete or anonymize it when no longer needed, unless a longer period is required by law. Approximate IP-derived location on the Site is not stored against your identity beyond standard analytics retention periods. Product data (including attendance/location records) is retained according to the retention period agreed with the deploying client organization, which controls that data.

8. Data Security

We take reasonable technical and organizational measures to protect the information we hold, on the Site and within the Products. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Depending on where you are located — including under India's Digital Personal Data Protection Act, and data protection frameworks that may apply to our clients in the UAE/MENA, APAC, and the USA — you may have rights to access, correct, or request deletion of your personal information. For the Site, contact us directly using the details below. For a Product, please contact the organization that deployed it for you (your employer, RWA, or facility operator), as they control that data; we support them in fulfilling such requests.

10. Cookies

The Site may use essential cookies required for basic functionality. If we introduce analytics or marketing cookies in the future — including any that derive approximate location from your IP address — we will update this Policy and, where required, seek your consent first.

11. Children's Privacy

The Site is intended for business use and is not directed at children. We do not knowingly collect personal information from children through the Site. Products are provided to organizations for use by their adult employees, residents, or authorized visitors.

12. App Store & Play Store Permissions Summary

For reviewers and users of our Products on app marketplaces: a Product only requests the device permissions its core feature set needs, and each is used solely for the stated purpose below — never for advertising or resale.

• Location: requested only by attendance/check-in and field-operations features, only while the app is in use, solely to verify presence at an authorized work location or site.
• Camera / Storage: requested only where a Product needs to capture or attach photos — for example, an asset or breakdown photo in CMMS, or a visitor ID photo in gate-management apps.
• Contacts / Notifications: requested only where a Product's function depends on them (e.g., notifying a resident of a visitor, or a technician of a new ticket), and only within that Product.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The date above reflects the most recent revision.

14. Contact Us

cluBITS Solutions, SSPDL Building, Alpha IT City, Gamma Block, 3rd Floor, Kasturi Group, Navalur, OMR, Chennai 600130, Tamil Nadu, India. Or use the contact form on this site.