1. Who we are
Bentry is attendance software operated by Preppers Infotech (OPC) Private Limited, Office F-06, 5th Floor, Sangam Sapphire, near Hetarth Party Plot, Science City Road, Ahmedabad, Gujarat 380060, India ("Bentry", "we", "us").
This policy explains what personal data Bentry handles, why, how long we keep it, and what you can do about it.
2. Your organisation's role, and ours
Bentry is used by organisations — an employer, a school, a site operator — to record the attendance of their own people.
- **Your organisation decides** who is enrolled, what the attendance rules are, and what documents are attached to your record. For that data your organisation is the **Data Fiduciary** (controller) and Bentry acts on its instructions as a **Data Processor**. - **Bentry decides** how your login account itself works — your email address, your password, your sessions. For that we are the Data Fiduciary.
In practice: **ask your organisation** about your attendance record, your enrolment or documents they uploaded. **Ask us** about your account, or if your organisation does not respond.
This division is reflected in the agreement we hold with each organisation. If you are unsure who to ask, ask us and we will tell you, or pass your request on.
3. What we collect
### 3.1 Your account
Your name, email address, an optional profile photo, and your password (stored only as a cryptographic hash — we cannot read it). If you sign in with Google or Apple, we receive your email address from them and store no password.
We also assign you a permanent account ID. It appears on your member QR code and identifies you to your organisation.
### 3.2 Face data
**This is sensitive personal data and we treat it as such.**
If you enrol your face, Bentry converts your photograph into a **mathematical template** — a set of numbers describing facial geometry. Then:
- **The photograph is discarded. We do not store your face image.** - The template is encrypted before it is stored, and is tied to your account so it cannot be reused elsewhere. - It is used for one purpose: confirming it is you when attendance is marked. - It is **never** used for advertising, profiling, surveillance, or shared with anyone outside your organisation. - We record that you consented, when, and how — because we may need to demonstrate that consent was given.
**You may erase your face data at any time**, in the app, without deleting your account. See §8.
### 3.3 Attendance records
When you mark attendance we record: your account ID, your organisation, whether it was an entry or an exit, when, and how it was marked (phone, site QR, kiosk face, kiosk QR, or recorded by an administrator on your behalf). If an administrator marked it for you, we record which administrator.
### 3.4 Location and network, when you mark attendance
If your organisation has turned on location or Wi-Fi checks, then **at the moment you mark attendance** the app sends your approximate location and the identifiers of nearby Wi-Fi access points, so we can confirm you were on site.
- This is read **only when you mark attendance**. Never in the background. - We use it to decide pass or fail, and then **we discard it**. Only the result — "location check passed" — is stored against your attendance record. - **Your coordinates and the Wi-Fi identifiers are not kept.**
### 3.5 Devices and sign-ins
For each device you sign in on we store a device label, the IP address the session was created from, and when the session was created, last used, and ended. If you enable notifications we store a notification token for that device.
Our servers also keep short-lived technical logs of each request — the IP address it came from, the app version, which part of the service was called, and whether it succeeded. These logs never contain what you sent (no face data, no location, no passwords) and are overwritten on a rolling basis within days. We use them to keep the service running and to investigate abuse.
### 3.6 Documents your organisation uploads
Your organisation can attach documents to your record — for example proof of identity or address. These are chosen and uploaded **by your organisation**, not by us. We store the file, its name, its type and who uploaded it.
### 3.7 Consent records and security logs
We keep a record of what you were shown, which version of it, and what you agreed to — including when you withdraw consent. We also keep a security log of events such as sign-ins, password resets, enrolment and account deletion.
4. Why we use it
| Purpose | Data used | |---|---| | Confirming who you are when you sign in | Account, password, sessions | | Confirming it is you when attendance is marked | Face template | | Recording attendance for your organisation | Attendance records | | Confirming you were on site, if your organisation requires it | Location, Wi-Fi (not retained) | | Sending verification and password-reset emails | Email address | | Notifying you about your attendance | Notification token | | Keeping accounts secure and investigating misuse | Sessions, IP, security log | | Showing we complied with the law | Consent records |
We do **not** use your data for advertising, and we do **not** sell it. Bentry contains no advertising, analytics or tracking software of any kind.
5. Who else sees it
We use a small number of service providers, all bound to process data only on our instructions:
| Provider | What they handle | |---|---| | Amazon Web Services (India) | Hosting, databases, file storage | | Cloudflare | Traffic delivery and protection | | MSG91 (India) | Sending verification and password-reset emails | | Google / Apple | Only if you choose to sign in with them |
Your organisation's administrators can see your attendance, your enrolment status and any documents your organisation uploaded.
We disclose data otherwise only where the law requires it.
This list is complete as at the date above. If we add a provider that handles personal data we will update this policy and the version number with it.
6. Where your data is stored
**In India.** Bentry runs in Amazon Web Services' Mumbai region. Databases are not reachable from the public internet, and files are stored encrypted and served only through short-lived private links.
7. How long we keep it
| Data | Kept for | |---|---| | Attendance records | Indefinitely — organisations are required to retain them | | Consent records and security logs | Indefinitely — they evidence what was agreed | | Face template | Until you erase it or delete your account, then removed immediately | | Account details | Until you delete your account | | Backups | Up to **30 days** (databases) and **90 days** (files) after deletion |
**Honest limit:** deletion removes your data from the live system straight away, but residual copies persist in encrypted backups until they age out on the schedule above. We cannot reach into a backup to remove one record.
**If your organisation stops using Bentry**, we keep its data for **90 days** so it can be exported or the account reinstated, and then delete it — subject to the backup windows above. Your own account is separate and survives; you can delete it yourself at any time.
8. Your rights
You can:
- **See and correct** your name and profile photo, in the app. - **Withdraw consent** for each purpose separately, in the app. Withdrawing consent for face recognition means you can no longer mark attendance with your face. - **Erase your face data** without deleting your account, in the app. - **Delete your account** — in the app at **Settings → Delete account**, or at [bentry.app/delete-account](https://bentry.app/delete-account). See §9. - **Ask for a copy of your data**, or to correct your email address, by writing to us at the address in §12 from the email address on your account. These are handled by a person today rather than a button in the app; we will confirm the request with you before acting on it, and answer within the time in §12. - **Nominate someone** to exercise your rights if you are unable to. - **Complain** — to us first (§12), and to the Data Protection Board of India if we do not resolve it.
9. What deleting your account actually does
**Deleted:** your name, email address, profile photo, password, face data, every signed-in device, your notification tokens, your membership of every organisation and any role you held in it.
**One case where deletion is refused:** if you are the only owner of an organisation on Bentry, the app asks you to make someone else an owner first, so the organisation is not left with nobody able to administer it. Then deletion proceeds as above.
**Kept:** **your attendance records.** Organisations are required to keep records of when their people were present, so those entries cannot be removed on request — by us or by them.
Once your account is deleted, those records carry no name, no email address, no photo and no face data. What remains is an entry against an account that identifies nobody.
**We say this before you delete rather than after.** If you are deleting your account in order to erase an attendance history, it will not do that.
10. Security
Passwords are stored using a modern password-hashing algorithm and are never readable by us. Face templates are encrypted before storage with a key held separately from the database. All traffic is encrypted in transit. Databases have no route to the public internet. Administrative access is limited and logged.
No system is perfectly secure, and we do not claim otherwise. If a breach affects your data we will notify you and the Data Protection Board of India as the law requires.
11. Children
Bentry is for people aged **18 or over**.
The DPDP Act requires verifiable parental consent before a child's personal data is processed, and forbids tracking or behavioural monitoring of children. **Bentry does not implement parental consent**, so organisations must not enrol anyone under 18. If we learn that a person under 18 has been enrolled we will remove their account and their face data, and tell the organisation why.
If you believe a child has been enrolled, write to us at §12.
12. Contact and grievances
Questions, requests, or complaints:
**Jagdish Odedara** — Director Email: **admin.bentry@gmail.com** Address: Office F-06, 5th Floor, Sangam Sapphire, near Hetarth Party Plot, Science City Road, Ahmedabad, Gujarat 380060
We will acknowledge your request within **2 working days** and respond within **30 days**. If we need longer we will tell you why and when to expect an answer.
If you are not satisfied with our response you may complain to the **Data Protection Board of India**.
13. Changes
If we change this policy we will publish the new version here and in the app, with a new version number and date. Significant changes affecting how we use your data will be brought to your attention in the app.
Where a change means we would use your data for a **new purpose** you have not agreed to, we will ask for your consent again rather than rely on you having seen a notice. Continuing to use Bentry after a change that does not require fresh consent means you accept the updated policy.