Privacy Policy

1.Who We Are

GIC Folks ("we", "us", "our") is a Human Resource Management System (HRMS) operated by Global Infocloud, used by companies to manage employee attendance, leave, payroll, recruitment, assets, and related HR operations. This policy explains what information we collect, how we use it, and the choices you have, including when you connect a Google Account to GIC Folks.

2.Information We Collect

When your employer sets up your account, or when you use GIC Folks, we may collect:

• Account & profile data: name, email address, phone number, department, designation, employee ID, profile photo.
• HR operational data: attendance/punch records, leave requests, payroll and salary details, expense claims, travel requests, asset assignments, performance goals, recruitment and interview records.
• Authentication data: login credentials or, if you choose Google/Microsoft sign-in, the basic profile info those providers share with us.
• Technical data: IP address, browser/device type, and access logs, used for security and troubleshooting.

3.Google User Data and Optional Integrations

GIC Folks offers an optional feature that lets you connect your Google Account to sync events between your Google Calendar and the GIC Folks calendar. This uses Google's OAuth 2.0 authorization and the following Google API scopes:

• calendar.readonly to read your existing Google Calendar events and display them inside GIC Folks.
• calendar.events to create, update, or delete events on your Google Calendar when you create or edit interview schedules, meetings, or other events from within GIC Folks.
• openid to verify your identity when you choose "Sign in with Google" or connect a calendar account.

How this data is used: Calendar event data (title, time, description, location, and attendees where applicable) retrieved via these scopes is used solely to display and manage your calendar inside the GIC Folks interface. We do not sell, rent, or share your Google Calendar data with third parties, and we do not use it for advertising purposes.

Storage: We store an encrypted OAuth access/refresh token so GIC Folks can fetch your calendar on your behalf. We do not permanently store the content of your Google Calendar events in our database beyond what is needed to render them in the app; event data is fetched live from Google's API when you view your calendar.

Revoking access: You can disconnect any linked Google account at any time from GIC Folks' Calendar settings, or directly from your Google Account permissions page. Disconnecting immediately revokes GIC Folks' access to your calendar.

GIC Folks' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

4.Google Chat Integration

GIC Folks offers an optional Google Chat integration for companies that want HRMS conversations and Google Chat conversations to work together. The integration is activated only after an authenticated user chooses to connect Google Chat. Depending on the enabled feature, GIC Folks may request the following scopes:

• chat.spaces to list spaces the connected user can access and to create or link a space for an HRMS conversation.
• chat.memberships to add or remove HRMS participants in a linked Google Chat space when an authorized user performs that action.
• chat.messages to import messages from a linked space and send HRMS messages to that space.

Google Chat data is used only to provide the selected integration features: space selection, participant synchronization, message import, and message delivery. Imported messages may be stored in the relevant HRMS conversation so authorized participants can view the conversation, search it, and continue working in GIC Folks. GIC Folks does not use Google Chat content for advertising, profiling, or sale to third parties.

The company and its authorized administrators control which HRMS conversations are linked and which employees can access them. A user may disconnect their personal Google Chat connection from the Chat settings page. Company-managed Workspace connections may instead be controlled by the company's administrator. Access can also be revoked from the Google Account permissions page.

GIC Folks requests only the Google Chat permissions needed for the enabled feature. If a feature does not require reading spaces, messages, or managing memberships, that permission is not needed for that feature. Google API data is handled according to Google's API Services User Data Policy and its Limited Use requirements.

5.How We Use Information

• To provide, operate, and maintain HRMS functionality (attendance, payroll, leave, recruitment, etc.).
• To authenticate your account and keep it secure.
• To sync calendar events, when you explicitly opt in to Google Calendar integration.
• To link selected Google Chat spaces, synchronize authorized memberships, and send or import messages when you explicitly enable Google Chat integration.
• To send transactional notifications (e.g., leave approvals, payslip availability).
• To comply with applicable legal and regulatory obligations.

6.Data Sharing

We do not sell personal data. Data is only shared with:

• Your employer/company administrators within the same HRMS tenant, as needed for HR operations.
• Service providers who help us run the platform (e.g., cloud hosting), bound by confidentiality obligations.
• Authorities, where required by law.

7.Data Retention & Security

We retain HR data for as long as your account or your employer's subscription is active, and as required by applicable labour/tax record-keeping laws thereafter. We use encryption in transit (HTTPS) and access controls to protect your data. Google OAuth tokens are stored encrypted and can be revoked at any time as described above.

8.Your Rights and Choices

Depending on your jurisdiction, you may have the right to access, correct, or request deletion of your personal data. You may withdraw consent for optional Google Calendar or Google Chat integrations at any time by disconnecting the integration or revoking access in your Google Account. Disconnecting stops future API access; it does not automatically delete HR records that your employer is required to retain.

Contact your company's HR administrator or reach us using the details below for an access, correction, export, or deletion request.

9.Contact Us

If you have questions about this Privacy Policy or how your data (including Google user data) is handled, contact us at hello@gicfolks.com.

10.Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date at the top of this page.