Privacy Policy
This policy explains what personal data the OSTHR app collects, why we collect it, who it is shared with, and the choices you have. OSTHR is an internal human-resources system operated by Opensoft Technologies Sdn Bhd ("we", "us") for its own employees and authorised personnel. It is not a consumer service and is not available to the general public.
1. Health and fitness data
OSTHR includes an optional meal and nutrition feature. If you choose to use it, the app collects and processes health data. You are never required to use this feature, and the rest of the app works normally if you do not.
What health data we collect
| Health profile | Height, weight, activity level, health goal (lose / maintain / gain weight, build muscle), daily calorie target, and any dietary restrictions or food allergies you enter. All of these are entered by you and all are optional. |
|---|---|
| Photographs of food | Pictures of meals that you choose to submit for analysis, together with the meal time and any plate-size reference you select. |
| Nutrition analysis | Information derived from your photo by an automated analysis service: identified food items and portions, estimated calorie range, macronutrients (carbohydrate, protein, fat, fibre, sugar, sodium), a diet-quality score and grade, and general dietary suggestions. |
| Profile attributes used | Your gender and date of birth, already held in your employee record, are read when estimating your daily calorie needs. They are not re-collected by the health feature. |
How we use health data
- To estimate the calorie content and nutritional make-up of a meal you photograph.
- To calculate a suggested daily calorie target from your height, weight, gender, age and activity level.
- To calculate your Body Mass Index (BMI) and show it back to you.
- To tailor general dietary suggestions to the goal and dietary restrictions you entered.
- To show you a history of meals you have previously submitted.
How health data is shared
When you submit a meal photograph, the photograph and the health context described above (age, gender, height, weight, activity level, calorie target, goal, dietary restrictions) are transmitted to an automated artificial-intelligence analysis service engaged by us to produce the nutrition estimate. The service processes the request and returns the analysis. Photographs are transmitted over an encrypted connection.
We do not:
- sell your health data, or share it with advertisers or data brokers;
- use your health data for advertising or marketing;
- use your health data to make employment, promotion, disciplinary, insurance or remuneration decisions about you;
- make your health data visible to your manager, your colleagues, or HR staff through the app's health and meal features. Your health profile and meal history are visible only to you.
Activity data from Health Connect (Android) and Apple Health (iOS)
If you choose to connect it, the app reads your daily step count and walking distance from Health Connect on Android, or Apple Health on iOS, for the day you are viewing in the Health section. This is read only while you have that screen open, and only for the day shown — never in the background.
These figures are shown to you in the Health section of the app, next to your meal and calorie log for the same day, so you can see your activity and your nutrition together and manage your own fitness and wellbeing.
This data is read only. The app never writes to Health Connect or Apple Health. Your steps and distance are displayed on your own device and are not uploaded to our servers, not stored by us, not visible to your employer, HR or your manager, not shared with any third party, not sold, and never used for advertising or for any employment, performance or disciplinary decision. Because nothing is uploaded, there is nothing on our side to retain or delete; withdrawing access in Health Connect or Apple Health stops the reading immediately.
Your control over health data
- You may view and edit every field of your health profile at any time in the app or on the web.
- You may clear any field by leaving it blank.
- You may delete any individual meal analysis. Deleting it also permanently deletes the stored photograph.
- You may stop using the health feature at any time; existing entries remain until you delete them or request deletion.
- You may revoke the app's access to Health Connect or Apple Health at any time in those apps' own settings. Step and distance figures then simply stop appearing.
The nutrition estimates are not medical advice. They are automated approximations produced from a photograph and can be wrong. They are not a diagnosis and must not be used to manage a medical condition. Consult a doctor or a qualified dietitian for dietary or medical guidance, particularly if you are pregnant or have a condition such as diabetes, kidney disease or hypertension.
2. Other personal data we collect
| Identity & employment | Name, staff number, national identity card number, date of birth, gender, marital status, nationality, race and religion (where recorded for statutory reporting), job details, employment dates and supervisor. |
|---|---|
| Contact details | Company and personal email addresses, mobile and telephone numbers, home address, and emergency contact and next-of-kin details you provide. |
| Location | When you record attendance, the app collects the GPS coordinates and resolved place name of your device at the moment you punch in and punch out. The app also records whether the device reported a mock or simulated location. Location is collected only at those moments — the app does not track your location in the background. |
| Photographs | Your profile photograph, any attendance photograph captured when recording attendance, and meal photographs described in section 1. |
| Device & technical | A push-notification token and device type (Android or iOS) so that notifications can be delivered to your device, plus authentication tokens and server logs of requests. |
| Work records | Attendance records, leave and time-off applications and their approval history, meeting room bookings, expense and mileage claims, training and qualification records. |
| Payroll & financial | Salary and payslip details, statutory numbers (EPF, SOCSO, income tax), and bank account details used to pay you. |
3. Why we process your data
- To administer your employment — attendance, leave, payroll, claims and HR records. This is necessary to perform your contract of employment and to meet our legal obligations as an employer in Malaysia.
- To operate the features you choose to use — including the optional health and meal analysis feature, meeting room booking and push notifications.
- To secure the system — authenticating you, detecting misuse such as falsified attendance locations, and keeping audit records of changes.
4. Who we share data with
We share personal data only where it is necessary to run the service:
| AI analysis service | Receives your meal photograph and health context to produce the nutrition estimate (section 1). Used only for that purpose. |
|---|---|
| Google Firebase Cloud Messaging | Receives your device push token and notification content in order to deliver push notifications. Health data is not included in push notifications. |
| Within the organisation | Your managers, approvers and authorised HR and payroll staff can see the work records relevant to their role — for example a leave approver sees your leave application. Access is controlled by role. As stated in section 1, your health profile and meal history are not exposed to them through these features. |
| Authorities and advisers | Government bodies where the law requires it (for example tax, EPF and SOCSO reporting), and professional advisers bound by confidentiality. |
We do not sell your personal data.
5. How long we keep data
- Health profile and meal analyses (including photographs) — kept until you delete them, or until you ask us to delete them, or your account is closed. They are not deleted automatically on a schedule.
- Employment, payroll, attendance and leave records — kept for the duration of your employment and afterwards for as long as Malaysian employment, tax and statutory record-keeping requirements demand.
- Push notification tokens — removed when you log out or when the token stops being valid.
- Step count and walking distance from Health Connect / Apple Health — not retained at all. It is read on your device for display only and never reaches our servers.
6. How we protect data
- Data is transmitted over encrypted (HTTPS) connections.
- Access requires authentication, and what you can see is limited by your assigned role.
- Meal photographs are stored outside the public web directory under non-guessable file names and can only be retrieved by the authenticated employee who submitted them.
- Stored service credentials are encrypted at rest.
- Changes to records are recorded with the user and timestamp that made them.
No system is perfectly secure, but we take reasonable technical and organisational measures appropriate to the sensitivity of the data.
7. Your rights
Under the Malaysian Personal Data Protection Act 2010 and our internal policy, you may:
- request access to the personal data we hold about you;
- ask us to correct data that is inaccurate or incomplete;
- ask us to delete data we are not legally required to keep — including all of your health profile and meal history;
- withdraw from the optional health feature at any time;
- ask how your data has been used and who it has been disclosed to.
You can delete your health profile and meal history yourself in the app. For any other request, contact us using the details below. We will respond within the period required by law.
8. Children
OSTHR is provided to employees and authorised personnel only. It is not directed at children and we do not knowingly collect data from anyone under 16.
9. Changes to this policy
We may update this policy as the system changes. The effective date at the top of this page shows when it was last revised. Material changes affecting how your health data is used will be communicated to employees.
10. Contact us
For privacy questions, access requests or deletion requests, contact: