Legal
Privacy policy
Last updated 16 October 2026
What we collect
Account details, roster data your organization adds, clock events, task and leave attachments, device identifiers for signed-in sessions, and location points while an employee is on shift in Polara Field.
How location works
When In Use: Polara checks GPS at clock-in against the employee’s work zone. Always / all-the-time (Polara Field): for mobile-presence field staff only, location may update while the app is in the background during an active shift. Tracking stops on clock-out or sign-out. Fixed-zone employees are checked against their geofence at clock-in.
Background location (Polara Field)
If the employee grants background location, Polara Field may collect precise location even when the app is not open — only while clocked in. Android shows a persistent notification (“On shift · tracking location”). Continued use of GPS in the background can dramatically decrease battery life. Employees see an in-app disclosure before the system permission prompt.
Who can see data
Your tenant admins and the module roles they grant. Xaeon staff access data only for support with your permission.
Accounts and deletion
Polara Field does not offer self-service account creation; employers invite employees. To delete an account or personal data, contact your organization’s HR or admin, or email privacy@xaeons.com. Tenant deletion follows the retention process below.
Retention
You control retention per tenant. Deleted tenants are soft-deleted, then purged after 30 days.
Contact
privacy@xaeons.com