Location, Attendance and Biometric Notice

1. Attendance information

Xcelerate may process:

• Clock-in and clock-out timestamps, action type, attendance status and method.
• Programme, project, site, workplace, schedule, session and training-day identifiers.
• Device UUID, source, app version, event timestamp and synchronisation status.
• Location coordinates, accuracy, geofence result and zone identifier when a location method is enabled.
• Trainer PIN, QR challenge or verification-question result and related evidence status.
• Face verification result, phone biometric confirmation or other approved evidence where enabled.
• Exceptions, corrections, employer decisions, reasons, documents and audit events.

These records support programme administration, learner monitoring, workplace participation, compliance, payroll or stipend processes where applicable, dispute resolution and audit evidence.

2. Precise and background location

Precise location may be requested to confirm that an attendance event occurred at an authorised workplace, training site or geofence. Information may include latitude, longitude, reported accuracy, time, zone and whether the device was inside or outside an authorised boundary.

Background location may be used only where an enabled attendance or geofence policy requires monitoring while the Xcelerate function is active, including authorised automatic attendance, entry dwell confirmation, exit monitoring, automatic clock-out or geofence alerts. It is not intended for general surveillance outside the attendance purpose.

• The app should explain the purpose before requesting location permission.
• Android settings allow the user to review or revoke location permission.
• Revoking permission can disable location-dependent check-in, geofence or automatic-attendance functions.
• GPS accuracy requirements may cause a location event to be rejected when the reading is unreliable.
• Offline events may be queued only where programme policy permits and are validated when synchronised.

3. Geofence and automatic attendance

A geofence is a configured boundary around an authorised site. Where automatic attendance is enabled, Xcelerate may use entry, dwell and exit events to propose or record attendance in accordance with server policy. The server remains authoritative for whether an event is accepted.

Automatic attendance may be disabled for a programme, site or user. Device power controls, disabled permissions, weak network coverage, inaccurate GPS and operating-system restrictions can affect geofence reliability. Users should review attendance history and report an incorrect or missing record.

4. Trainer PIN, QR and verification questions

A session may require one or more verification methods before an Android manual GPS or phone-biometric check-in:

• A trainer PIN associated with the active trainer, session or day.
• A signed, session-bound and time-limited QR challenge.
• A random verification question and response.

Xcelerate records the verification method, result, learner, project, device, time and session or day where available. A rejected attempt may include a failure reason for security and support. Checkout is not normally rejected solely because pre-check-in verification evidence is missing.

5. Camera, face enrolment and face attendance

Where face attendance is enabled and authorised, Xcelerate may use the camera to capture an enrolment image or attendance image and derive a mathematical face descriptor or protected biometric template for comparison. A match result and related audit evidence may be stored.

• Face attendance must be enabled by the applicable server policy.
• Access to face information is restricted to authorised functions and personnel.
• Face information is not used for advertising or unrelated profiling.
• Image quality, lighting, camera access or an unsuccessful match may prevent the method from completing.
• An approved alternative, correction or evidence process may be available depending on the programme and legal requirements.

Camera access may also be used separately for evidence photographs, documents, assignments, paper registers or support attachments. Those uploads are stored for the purpose selected by the user.

6. Phone biometric confirmation

Phone biometric confirmation uses the Android or device operating-system biometric prompt. The phone performs the fingerprint, face or device-credential comparison. Camblish generally receives only confirmation that the device authentication succeeded or failed, together with the authorised attendance action and audit metadata.

Camblish does not receive the fingerprint image, device face template or device passcode from the Android biometric system. A successful phone biometric does not override trainer PIN, QR, question, location or other policy requirements.

7. Who may access attendance information

Depending on role and scope, attendance information may be visible to the learner and authorised Camblish staff, facilitators, supervisors, assessors, moderators, employer representatives, provider or project administrators, programme sponsors, auditors, SETAs, QCTO or other authorised bodies. Project, provider, employer, department and learner-group isolation must be enforced by the server.

Service providers may process limited information for hosting, storage, push notifications, security or technical support under appropriate arrangements. Camblish does not sell attendance, location or biometric data.

8. Retention, correction, deletion and questions

Attendance and evidence records may be retained for the applicable training, employer, funding, accreditation, audit, contractual and legal periods. Raw location or technical history may be retained for a shorter configured period. Face templates should be removed when no longer authorised or required, subject to security, dispute and legal obligations.

Users can review available attendance history, report an exception or dispute, request correction, object to processing or request deletion of eligible information. Visit Data Deletion and Privacy Requests or contact Camblish.