Privacy Policy - PayNex

Last updated: 28 July 2026

PayNex ("the App") is an attendance and payroll service built and operated by OGem Systems ("OGem", "we", "us") for the companies that use it and their employees, vendors, and contractors. It is not intended for use by the general public.

Information We Collect

• Account information: username, role, and assigned region, created for you by an administrator. There is no public sign-up.
• Location data: GPS coordinates are captured only at the moment you check in or check out of a work day (Attendance), so your manager can see where an attendance record was logged from. We do not track location at any other time.
• Photos: photos you choose to upload for work order site visits, expense receipts, and vendor bill receipts.
• Work-related records: work orders, quotations, expenses, vendor bills, leave applications, and inventory transactions you or your colleagues enter while using the app.
• Gmail data (Back Office/Head of Operations/CEO only): if you connect the company Gmail account, the app reads work-order dispatch emails from that inbox to automatically create work orders, and can send emails (e.g. quotations) on your behalf. This only ever operates on the connected company account, never a personal account.

How We Use This Information

Solely to operate the App's own features for your employer: attendance tracking, work order management, quotations and invoicing, expense and vendor bill approval, inventory tracking, and leave management. We do not sell, rent, or share this data with third parties, and we do not use it for advertising.

Data Storage

Data is stored using Google Firebase (Firestore/Authentication), a cloud infrastructure provider. Access is restricted to signed-in accounts created by your company's administrator, and each company can see only its own data.

Data Retention & Deletion

Records are retained for as long as your account is active and as needed for the company's operational and financial record-keeping. If you'd like your account or personal data removed, contact your administrator or the email below.

Third-Party Services

The App uses Google Firebase (data storage, authentication), Google Sign-In/Gmail API (for the company Gmail integration described above), and an AI assistant service (Groq) that receives your typed questions and a summary of the app's operational data to generate answers - no data is used by these providers for advertising.

Contact

Questions about this policy or your data can be sent to mukhtarfarhan22@gmail.com.