Privacy Policy & Terms
We take your privacy seriously. This document explains how Terranova SmartAttend collects, uses, and protects your data.
Last updated: June 11, 2026 · Effective: June 11, 2026
Privacy at a Glance
1. Data We Collect
When you use SmartAttend, we collect the following categories of information:
Account & Organization Data
Organization name, type, address, phone number, administrator name and email address. This is required to create and manage your SmartAttend workspace.
Biometric Data (Facial Embeddings)
During enrollment, we capture facial images and immediately convert them to mathematical vector embeddings (numerical representations). The original images are permanently discarded — we never store raw photos. These embeddings are used solely for attendance verification.
Attendance Records
Session timestamps, attendance status (present/late/absent), device information, and IP addresses for security purposes.
Usage Data
How you interact with the platform, feature usage patterns, and performance metrics to improve our service.
2. How We Use Your Data
We use your data exclusively for:
- Providing and improving the SmartAttend attendance management service
- Verifying identity during attendance sessions using facial recognition
- Generating attendance reports and analytics for your organization
- Sending service notifications, trial expiry warnings, and account alerts
- Processing subscription payments and managing billing
- Providing customer support and responding to inquiries
- Ensuring platform security and preventing fraud
We do NOT use your data for advertising, profiling, or selling to third parties.
3. GDPR & Your Rights
If you are located in the European Economic Area (EEA), you have the following rights under GDPR:
Right to Access
Request a copy of all personal data we hold about you
Right to Rectification
Correct inaccurate or incomplete personal data
Right to Erasure
Request deletion of your personal data ("right to be forgotten")
Right to Portability
Receive your data in a structured, machine-readable format
Right to Object
Object to processing of your data for certain purposes
Right to Restrict
Request restriction of processing in certain circumstances
To exercise any of these rights, contact us at privacy@terranovasmartattend.com. We will respond within 30 days.
4. Data Security
We implement industry-standard security measures to protect your data:
- All data is encrypted in transit using TLS 1.3
- Data at rest is encrypted using AES-256
- Row-level security (RLS) ensures tenant data isolation at the database level
- Regular security audits and penetration testing
- Access controls with principle of least privilege
- Automated backups with point-in-time recovery
- Incident response plan with 72-hour breach notification
6. Terms of Service
Acceptable Use
SmartAttend is provided for legitimate attendance management purposes. You agree not to use the platform for any unlawful purpose, to harass individuals, or to circumvent security measures.
Subscription & Billing
Subscriptions are billed monthly or annually. The 14-day free trial requires no payment. After the trial, a 5-day grace period applies before account suspension. All data is retained during suspension and can be reactivated by subscribing.
Biometric Data Consent
By enrolling members in facial recognition, organization administrators confirm they have obtained explicit consent from each individual for biometric data processing. SmartAttend processes this data as a data processor on behalf of the organization (data controller).
Limitation of Liability
Terranova Technologies Ltd. is not liable for indirect, incidental, or consequential damages arising from use of the platform. Our total liability is limited to the amount paid in the 12 months preceding the claim.
Governing Law
These terms are governed by the laws of Ghana. Any disputes shall be resolved in the courts of Accra, Ghana.
7. Contact Us
For privacy-related inquiries, data requests, or concerns:
Data Protection Officer: privacy@terranovasmartattend.com
General Support: support@terranovasmartattend.com
Company: Terranova Technologies Ltd., Accra, Ghana
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