Last updated: 10 October 2026
This policy covers the FacePass mobile app (the "App"), the FacePass admin panel (the "Panel") and this website. FacePass is provided by Ajaxter ("we", "us"). FacePass is a business tool: an organisation (the "Business") chooses to use it for its own workplace.
1. Who is responsible for the data
- The Business decides which people are enrolled and why. For employee and attendance data it is the data controller (or equivalent), and we process the data on its behalf.
- Ajaxter is responsible for the website, for business account and billing details, and for running the service securely.
2. What we collect
In the App and Panel (for the Business)
- Employee details entered by the Business: name, employee code, branch, shift and similar fields.
- Face data: photos taken during registration and the mathematical face templates (embeddings) made from them. This is biometric data.
- Attendance records: time, IN or OUT, branch, terminal, the recognition and liveness results, and whether a record was entered manually or corrected, with the reason.
- Account details of administrators, viewers and guards: name, username, e-mail address, role, and sign-in security data (password hashes, session records, IP address and browser type).
- Terminal data: a terminal identifier, app version, device model and operating system version, last seen time, and push-notification tokens.
- Visitor details entered at the gate for the Business: name, company, mobile number, e-mail, address, purpose of the visit, vehicle number, who the visitor meets, a photo and the visitor's face template where the Business uses it, the answer of the employee, and the times of arrival and departure.
- FaceConnect (employee app) data: the employee code, a name and a PIN kept as a hash, a push-notification token, the employee's mobile number and Telegram chat identifier when the employee gives them, requests the employee makes for visitors and invite codes, and messages to support.
- Phone attendance data (only when the Business switches it on for an employee): the location at the moment of the record (latitude, longitude and accuracy), whether the phone reports a mock location, the recognition and liveness results, and a small photo of the face taken at that moment, so the administrator can see who marked attendance.
- Terminal scan photos: a small photo with a scan or a manual entry, kept for a limited time (90 days by default) and then deleted.
- Messages sent for the Business: the text of attendance messages and the address they go to (e-mail address, mobile number or Telegram chat), and the delivery result, through the channels the Business has set up (e-mail, Telegram, WhatsApp through Meta or Twilio).
- Support messages you send us, with any attachments.
On this website
- Messages and details you send through the contact form and your e-mail address if you subscribe to the newsletter.
- Basic technical data in server logs, such as IP address, pages requested and browser type, used for security and reliability.
- A small setting in your browser that remembers your day or night mode choice. We do not use advertising cookies.
Permissions
The apps ask for permission to use the camera (to recognise faces and to scan ID cards, barcodes and QR codes), to show notifications (including a visitor request that rings like a call), to show a small banner over other apps when a visitor rings (FaceConnect, optional), and for location. Location is used by FaceConnect only while the employee marks attendance, to check that they are inside the place the Business set; the terminal app does not store GPS coordinates with its records. FaceConnect also looks at whether an app that can fake the location is switched on, to protect the Business from false attendance. Each permission can be refused or withdrawn in the phone's settings; the features that need it then stop working.
3. How we use it
- To recognise enrolled people and record their attendance for the Business.
- To run, secure, support and improve the service, including detecting misuse and spoofing attempts.
- To send service messages: sign-in codes, announcements, replies to support requests and, if you subscribed, the newsletter.
- To meet legal obligations.
We do not sell personal data and we do not use face data for advertising or to identify people for any other purpose.
4. Where face data lives
Recognition happens on the terminal. Face templates and photos are stored encrypted on the terminal and on our servers. Each Business's data is kept separate from every other Business. Our staff see counts and status for support and do not browse employee names, photos or attendance.
5. Sharing
We share data only with service providers who help us run FacePass, under confidentiality and security obligations: hosting and database providers, e-mail delivery, Google Firebase Cloud Messaging for push notifications and, when a Business turns them on, Telegram, Meta (WhatsApp Cloud API) and Twilio to deliver the messages the Business chose. We may disclose data when the law requires it or to protect rights and safety. If our business is sold or reorganised, data may move to the successor under this policy.
6. Retention and deletion
- The Business controls how long employee and attendance data is kept. Removing a person removes their face data from the service.
- A Business can request deletion of its account. It starts a 72-hour grace period in which the request can be cancelled and an archive can be downloaded. Afterwards the Business's data is permanently removed from our systems; encrypted backups age out on their normal schedule.
- Photos kept with scans are deleted automatically after a set time (90 days by default). A visitor can ask for the saved face to be removed: the request goes to the Business's administrator, who approves or rejects it, and the visitor can withdraw it until it is decided.
- Short-lived technical records (rate-limit counters, one-time codes, expired sessions) are deleted automatically.
- See how to request deletion.
7. Security
We use encryption at rest for face data, hashed passwords, per-business isolation, rate limiting, idle session timeouts, audit logs and hardened terminals. No system is perfectly secure, so please also protect your devices and accounts. See our security page.
8. Your rights
Depending on where you live you may have the right to access, correct, delete or restrict the use of your personal data, to object to processing, and to withdraw consent. If you are an employee, please ask your employer (the Business) first; we will help the Business to respond. You can also write to us at hello@ajaxter.co. You may complain to your local data-protection authority.
9. Consent for biometric data
Businesses must inform their people about the use of face recognition and obtain any consent or other legal basis that applies in their country before enrolling them. FacePass provides the tools; the Business is responsible for the lawful use.
10. Children
FacePass is for workplaces and is not directed at children. The Business should enrol only people who may lawfully be enrolled.
11. International transfers
Data may be processed in countries other than yours. Where required, we use appropriate safeguards.
12. Changes
We may update this policy. The date above shows the latest version, and for material changes we will notify Businesses through the Panel or by e-mail.
13. Contact
Ajaxter · hello@ajaxter.co · +1 (510) 988-4088