Privacy Policy

This Privacy Policy describes how Oowl (“Oowl”, “we”, “us”, or “our”) collects, uses, stores, and protects personal information when you use Oowl.in, the web-based admin dashboard at app.owl.in, and the WhatsApp-based attendance and task management service (collectively, the “Service”). Oowl is operated from Yamunanagar, Haryana, India.

We are committed to being fair and transparent about how your data is handled. This Policy is written in plain language so that you can understand your rights and our responsibilities.

1. Who This Policy Applies To

This Policy applies to two categories of users:

• Administrators and Managers — the individuals who register an organization, add employees, configure settings, and manage the Service through the web dashboard.
• Employees — the individuals added by an administrator who interact with the Service through WhatsApp messages, including check-ins, task updates, and report requests.

2. Information We Collect

2.1 Information you provide directly

• Administrator/Manager: Name, business name, WhatsApp number, email, city, number of employees, and preferred demo time (collected through the lead form or during onboarding).
• Employee: Name, WhatsApp number, and any information shared through WhatsApp messages (attendance commands, task updates, voice notes, report requests).
• Organization settings: Working hours, weekly offs, holidays, and employee lists configured by the administrator.

2.2 Information generated by using the Service

• Attendance records (check-in time, check-out time, break durations, working hours, daily classification).
• Task records (assignments, deadlines, priorities, status history, completion details).
• Report data generated from the above records.
• Voice message transcriptions, where supported voice notes are used.

2.3 Technical information

• WhatsApp message metadata as provided by the WhatsApp platform (such as timestamps).
• Basic access logs for the web dashboard (such as login times).

3. How We Use Your Information

We use the information we collect to:

• Provide the attendance and task management features of the Service;
• Process WhatsApp messages and voice notes into actionable attendance and task commands;
• Generate attendance and task reports as requested by employees or managers;
• Notify managers of relevant attendance events and task updates;
• Maintain organization settings, employee lists, and working schedules;
• Communicate with you about onboarding, support, and product updates;
• Maintain the security and proper functioning of the Service.

We do not use your data to build advertising profiles, sell your data to third parties, or share your organization’s operational data with other customers.

4. Legal Basis for Processing

We process your personal information on the following lawful bases:

• Consent: When you register for the Service and when employees interact with the Service through WhatsApp, you provide consent for the processing described in this Policy.
• Contractual necessity: Processing attendance and task data is necessary to deliver the Service you have requested.
• Legitimate interests: Maintaining security, preventing abuse, and improving the Service.
• Legal compliance: Where required by applicable Indian law.

Important: The organization administrator is responsible for obtaining the necessary consent from employees before adding them to the Service and before processing their attendance and task data through WhatsApp. Oowl processes employee data on the instructions of the organization.

5. Data Sharing

We do not sell your personal data. We share information only in the following limited situations:

• WhatsApp / Meta: Since the Service operates through WhatsApp, message content and metadata are processed through the WhatsApp platform. WhatsApp/Meta processes this data under its own privacy policy and terms. Oowl does not control how WhatsApp/Meta handles your messages.
• Service providers: We may use third-party hosting, database, and infrastructure providers to operate the Service. These providers have access only to the extent necessary to provide their services and are bound by confidentiality obligations.
• Legal requirements: If required by law, court order, or government authority, we may disclose information to the extent necessary to comply with the legal obligation.

6. Data Security

We take reasonable steps to protect your data, including maintaining logical separation between organizations so that each organization’s users and operational records remain isolated from other organizations. Access to your data within Oowl is restricted to authorized personnel who need it to operate or support the Service.

However, no system can be guaranteed to be completely secure. You are responsible for maintaining the security of your admin dashboard credentials and for notifying us promptly if you believe there has been unauthorized access to your account.

7. Data Retention

We retain your organization’s data for as long as your account is active. If you cancel or close your account, we will retain data for a reasonable period to allow for account closure, any agreed-upon data export, and legal or accounting requirements, after which it will be deleted or anonymized.

Specific retention periods may be agreed upon in your onboarding agreement with Oowl.

8. Your Rights

Depending on applicable law, you and your employees may have the following rights regarding personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal or contractual retention obligations.
• Withdrawal of consent: Withdraw consent for processing that is based on consent. This may affect the ability to continue using the Service.
• Data portability: Request your data in a structured, machine-readable format where applicable.

Employees who wish to exercise these rights should first contact their organization administrator, as the administrator controls the employee list and organization settings. Administrators can contact Oowl directly using the details in Section 11.

9. Voice Messages

When a supported voice message is sent through WhatsApp, Oowl transcribes the audio into text and processes the resulting instruction through the relevant attendance or task workflow. The transcription and resulting action are treated as operational data within your organization’s records.

We do not use your voice messages to train external models or share them with third parties for marketing purposes. Transcription is performed to enable the voice-message feature of the Service.

10. Children’s Privacy

The Service is intended for businesses and is not directed at individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe a minor has been added to your organization in error, please contact us so we can assist with removal.

11. Contact and Grievance Officer

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, you can reach us at:

We will make a reasonable effort to respond to your request within thirty (30) days.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. If the changes are material, we will make a reasonable effort to notify active customers. Continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

13. Governing Law

This Privacy Policy is governed by the laws of India. The courts at Yamunanagar, Haryana, India shall have exclusive jurisdiction over any disputes arising out of or relating to this Policy.