1. Introduction
Talent Sync IQ ("we", "us", or "our") is a product of AIREC Soft Inc. and operates the Talent Sync IQ platform - an AI-powered human resources and workforce management application, available via web browser and as an Android mobile app ("the App"). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, request a demo, download or use the App, or otherwise use our services as an authorized user of a customer organization.
A link to this Privacy Policy is accessible from within the App (in the Settings or Account menu) as well as on our website. Where location-based attendance is enabled, the App may also present a just-in-time location notice that summarizes the relevant processing and links to this Privacy Policy for more detail. If you are an employee, you are typically directed to download and use the App by your employer, as a tool your employer has subscribed to for managing its workforce - AIREC Soft Inc. does not install the App on your device or instruct you individually to use it. By accessing or using Talent Sync IQ - through the website or the App - you agree to the practices described in this policy. If you do not agree, please do not use our services; if use of the App is a condition of your employment, you should raise any concerns with your employer.
2. Who this policy applies to
This policy applies to:
- Visitors to our marketing website and demo request forms
- Users invited by an employer or organization administrator (organization admins, managers, and employees), whether accessing via web or the Android app
- Organization administrators who register a company account
- Recipients of system emails such as invitations, payslips, or e-signature requests
Controller and processor roles
Talent Sync IQ is a business-to-business platform. The organization that registers for and administers Talent Sync IQ (your employer, "the Customer") controls what employee data is added, edited, or deleted within the platform, and its administrators are able to add, edit, or delete employee records directly using administrative tools within Talent Sync IQ. AIREC Soft Inc. acts as a data processor (or "service provider," depending on applicable law) on behalf of the Customer with respect to employee data, and we process such data according to the Customer's instructions and configuration, not on our own initiative.
3. Information we collect
We collect information necessary to provide HR operations, performance management, attendance, payroll, asset tracking, people management, and electronic signature features.
- Account data: name, work email address on your organization's official company domain (provisioned by your organization administrator - we do not create accounts using personal email addresses), password (stored securely), role, job title, and organization affiliation
- Employee profile data: contact details, emergency contacts, employment information, and documents uploaded by your organization
- Attendance & location data: clock-in/out records, leave requests, and attendance compliance data. See Section 4 (Location Data) below for details on precise geo-location.
- Performance data: objectives, key results, OKR cycles, evaluations, comments, and progress metrics
- Payroll-related data (sensitive/financial): compensation fields, payslip records, and bank details where configured by your organization
- Asset data: equipment assignments and recovery records
- e-Signature data (sensitive): documents, signer identity, one-time passcode (OTP) verification events used to authenticate each signer before a signature is applied, IP address and device information (device type, operating system, and browser) captured at the time of signing, and audit trails
- Technical & device data: IP address, device model, operating system version, unique device or advertising identifiers, browser type, crash logs, and usage/diagnostic logs, collected directly by us and, where used, by service providers such as cloud hosting, crash reporting, push notification, or analytics providers, for security, reliability, and app performance
- Demo requests: name, email, company, phone, and message content submitted via our website
We do not knowingly collect more data through the App than is described in this policy or in the Data Safety section of our Google Play listing. If a mismatch is ever identified, please contact us using the details in Section 16.
4. Location data
Talent Sync IQ supports two location-based attendance features: Geo Attendance (manual clock-in/out verification) and Auto Geo Attendance (automatic attendance based on entry to or exit from a designated work geo-fence).
Geo Attendance (manual clock-in/out)
When Geo Attendance is enabled, the App uses your device's precise location when you initiate a clock-in or clock-out to determine whether you are within your organization's designated work location.
- Purpose: Location is used to verify the attendance event against the designated work geo-fence.
- Limited collection: The feature is not intended to provide continuous location tracking or a location history.
- Off-site location: A location outside the designated work location is not retained as an employee location history for attendance purposes.
- Attendance record: The resulting attendance event, verification status, work location/geo-fence reference, and relevant timestamp may be retained according to Section 8.
Auto Geo Attendance
When your organization enables Auto Geo Attendance for your role, the App may use your device's precise location and supported background geo-fencing capabilities during the configured attendance period to determine whether you have entered or left your designated work location. This allows the system to automatically record clock-in or clock-out events.
- Attendance purpose only: Location checks are used to determine attendance status at the designated work location and are not used for advertising, profiling, or unrelated purposes.
- Periodic geo-fence checks, not continuous tracking: The feature is designed to perform location checks needed to determine whether you are inside or outside the designated work geo-fence. It is not intended to maintain a continuous employee location trail.
- Off-site location: When a location check indicates that you are outside the designated work location, the system records the attendance status/event needed for attendance purposes rather than retaining a continuous record of your precise off-site movements or location history.
- Offline operation: If a device temporarily has no internet connection, an attendance-related geo-fence event may be stored temporarily on the device and synchronized when connectivity is restored. The system is designed to synchronize the attendance event rather than use the employee's later/current off-site location to reconstruct the event.
- Shift limitation: Auto Geo Attendance operates only during the attendance window configured by the organization, subject to the capabilities and permissions of the device operating system. It is not intended to access location outside that configured attendance window.
- Device permissions: Depending on the device and operating system, you may be asked to grant precise location and, where required for automatic attendance, background/"Allow all the time" location permission. You may decline or later revoke these permissions in your device settings. If the required permission is unavailable, Auto Geo Attendance may not function and your organization may provide a manual attendance alternative.
- Retention: Attendance records generated by Geo Attendance or Auto Geo Attendance are retained according to the organization's applicable attendance and compliance retention requirements described in Section 8 and are visible only to authorized personnel within the organization according to their roles and permissions.
What Talent Sync IQ does not use Geo Attendance for
Talent Sync IQ does not use Geo Attendance or Auto Geo Attendance to create a continuous employee location history, monitor an employee's movements for purposes unrelated to attendance, or use precise off-site location for advertising or profiling.
Organizations that enable employee location-based attendance are responsible for configuring the feature appropriately, providing employees with any additional workplace monitoring notices required by applicable law, and determining the appropriate lawful basis for processing employee location information.
5. How we use information
We use collected information to:
- Provide, operate, and maintain the Talent Sync IQ platform and App
- Authenticate users and enforce role-based access within each organization
- Process attendance, leave, OKR, payroll, asset, and e-signature workflows
- Send transactional emails (invitations, notifications, payslips, signing requests)
- Generate analytics and AI-assisted insights for authorized administrators and managers
- Respond to demo requests and customer support inquiries
- Improve security, prevent fraud, diagnose crashes, and comply with legal obligations
6. AI and automated processing
Talent Sync IQ uses AI-assisted features (for example, performance insights, summaries, or recommendations) to help managers and administrators interpret HR data.
- AI processing is performed on data already described in Section 3, using our own systems and/or vetted third-party AI infrastructure providers operating under confidentiality and data protection obligations.
- We do not use your organization's employee data to train general-purpose or public AI models. Data used for AI-assisted features within Talent Sync IQ is used solely to provide those features to your organization.
- Outputs of AI-assisted features (such as suggested evaluation summaries) are recommendations only; final decisions remain with your organization's administrators and managers.
8. Data retention
We retain data for as long as your organization maintains an active account or as needed to provide services. When an organization terminates service, we delete or anonymize data within a reasonable period (generally within 90 days) unless a longer retention period is required by law or legitimate business needs, such as audit logs for e-signatures, which may be retained longer to satisfy legal or evidentiary requirements associated with signed documents.
9. Account and data deletion
Talent Sync IQ is provided to companies under a subscription agreement between that company and AIREC Soft Inc. The company is our contracting customer and the controller of its employees' data (see Section 2); we act as a processor under that agreement and generally act on the company's instructions with respect to employee data. Account and data deletion works as follows:
If you are an organization administrator
You can add, edit, or delete employee accounts and records directly within the platform's admin tools, at any time, without contacting us. This is the primary way employee data is deleted.
If you are an individual employee/user
Your organization administrator can delete your account and associated data directly, since your employer controls HR data in the system (see Section 12). You can also submit a deletion request yourself, in either of the following ways:
- In the website: go to Profile → Delete my account (or Account menu → Delete Account) and follow the prompts, or
- By email: send a request to hello@airec.io with the subject line "Account Deletion Request"
When we receive a request directly from an individual, we will promptly route it to your organization administrator for action, since your employer - not AIREC Soft Inc. - controls whether and how your employee data is deleted. We will delete or deactivate account data ourselves only where our agreement with your employer authorizes us to do so, or where required by law or valid legal process. We will delete (rather than merely deactivate) data once actioned by the appropriate party, except for information that must be retained for legitimate reasons such as:
- Security and fraud prevention
- Legal, tax, or regulatory compliance (for example, payroll records or e-signature audit trails your organization is legally required to retain)
- Records your organization administrator has separately instructed us to retain
If your organization's account is deleted or your organization removes an employee record, all associated data is deleted or anonymized in line with Section 8, subject to the same legal retention exceptions.
10. Legal bases for processing
Where applicable under data protection laws, we process personal data based on: performance of a contract with your organization, legitimate interests in operating a secure HR platform, compliance with legal obligations, and consent where required. Device operating-system permissions for location are separate from the legal basis that your organization may rely on for workplace attendance processing. For employee location-based attendance, your organization is responsible for determining and documenting the appropriate lawful basis and providing any additional notices required by applicable law.
11. Security
We implement administrative, technical, and organizational measures designed to protect personal data, including access controls, encryption in transit, authentication safeguards, and audit logging for sensitive workflows such as electronic signatures and payroll. Accounts are provisioned only on your organization's official company email domain, reducing the risk of unauthorized or impersonated accounts. Each e-signature request is additionally authenticated with a one-time passcode (OTP) sent to the verified signer before the signature is applied, and the signer's IP address and device information are recorded in the audit trail to support the integrity and evidentiary validity of the signed document. No method of transmission over the Internet is completely secure; we encourage organizations to use strong passwords and limit access appropriately.
12. Your rights
Depending on your location, you may have rights to access, correct, delete, or restrict processing of your personal data, or to object to certain processing. Employees should contact their organization administrator first, as the employer typically controls HR data in the system. You may also contact us at the address in Section 16, including to exercise the account deletion right described in Section 9.
13. International transfers
Your data may be processed in countries other than your own where our service providers operate. We take steps to ensure appropriate safeguards are in place when data is transferred internationally.
14. Children
Talent Sync IQ is intended for workplace use by adult employees and organizations, and is not directed at or targeted toward children. Our App is not designed for use by anyone under the age of 16, and we do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child, we will take steps to delete it.
15. Changes to this policy
We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the "Last updated" date. Material changes may be communicated to organization administrators where appropriate, and where required by law or by Google Play policy, we will provide additional notice.
16. Contact us
For privacy questions, data subject requests, or account/data deletion requests, contact us at:
AIREC Soft Inc. 8 The Green STE A, Dover, DE 19901, United States Email: hello@airec.io
Platform: Talent Sync IQ · Operated by AIREC Soft Inc.