ERM – Employee Record Manager
Effective Date: 08.07.2026
Last Updated: 08.07.2026
This Privacy Policy explains how ERM – Employee Record Manager handles information when you use the application.
ERM is designed as a personal service-record management application that helps users organize professional records, service history, leave records, training details, duties, financial records, documents, reminders, and related information.
The application is designed with a strong focus on offline use, user control, and local data storage.
This draft assumes the published version of ERM works as you previously described: no account registration, no cloud synchronization, and no developer-operated server collecting user records. Before publication, verify every SDK and permission in the final release build, because Google Play's User Data policy requires the privacy policy and Data Safety declarations to accurately reflect the app's actual behavior, including third-party SDK behavior. (Google Help)
1. Information You Enter into the Application
ERM may allow users to enter and maintain information such as:
Employee Name
Employee Code
Photograph
Designation
Subject or Department
Institution or Office Name
Region
Date of Birth
Date of Joining
Confirmation Date
Retirement-related information
Mobile Number
Email Address
Office Contact Information
Service History
Leave Records
Training and CPD Records
Examination Duty Records
Transfer History
APAR Information
Escort Duty Records
Vehicle and Journey Details
Non-Teaching Duty Records
Committee Memberships
Meeting Records
Contact Directory Entries
Visitor Register Entries
Important Dates and Reminders
Awards and Recognition Records
Salary Information
Income Tax Information
LTC Claim Records
Medical Claim Records
TA/DA Travel Records
Academic and Educational Records
Family Register Information
To-Do Tasks
Documents and Certificates stored through Document Vaults
Other information voluntarily entered by the user
The information entered into the application is used to provide the application's record-management, calculation, reminder, reporting, and document-generation features.
2. Local and Offline Data Storage
ERM is designed primarily as an offline application.
Information entered by the user is stored locally on the user's device using the application's local storage system.
The developer does not automatically receive, access, view, or manage the service records entered and stored locally in the application.
The user is responsible for:
Protecting access to the device;
Maintaining device security;
Creating regular backups;
Protecting exported files;
Keeping backup files in a secure location; and
Preventing unauthorized access to sensitive records.
3. No Account Registration
ERM does not require users to create an online account to use the application's core features.
The application does not require:
Username registration;
Password-based developer account;
Online employee account;
Social media login; or
Cloud-based user profile registration.
Profile information entered inside ERM is used for application functionality and local record management.
4. How Information Is Used
Information entered into ERM may be used locally to provide features including:
Dashboard service summaries;
Service experience calculations;
Remaining service calculations;
Retirement date estimation;
Session progress tracking;
Leave record management;
Leave eligibility estimation;
Training and CPD tracking;
Examination duty history;
Transfer history;
APAR record management;
Escort duty records;
Committee and meeting records;
Contact and visitor records;
Salary calculations and salary logs;
Income tax estimation and record management;
Important date reminders;
To-Do task management;
Digital Service Book generation;
ID Card generation;
Forms and performas;
Document organization;
Reports and summaries;
Backup and restoration; and
Other service-record management functions available in the application.
5. Information Sharing
The developer does not sell, rent, or trade user-entered service records.
The developer does not intentionally share locally stored application records with advertisers, employers, institutions, government departments, or other third parties.
However, a user may voluntarily export, save, print, or share content generated through the application, such as:
ID Cards;
Digital Service Book PDFs;
Reports;
Tax summaries;
Forms and performas;
Backup files; or
Other exported documents.
Once a user voluntarily shares or transfers a file outside the application, its subsequent handling may depend on the selected application, recipient, storage service, or sharing platform.
6. Document Vaults
The Document Vaults feature allows users to organize documents and related metadata for personal reference.
Depending on the final implementation, documents may include:
Appointment documents;
Joining documents;
Transfer orders;
Promotion records;
Educational certificates;
Training certificates;
Awards;
APAR-related documents;
Salary records;
Tax documents;
Identity-related documents;
Service orders; and
Other professional documents.
Users should avoid storing unnecessary highly sensitive information and should protect their devices, exported files, and backups using appropriate security measures.
7. Device Permissions
ERM may request device permissions only when required for specific features.
Depending on the Android version and the final application build, permissions or system access may be used for functions such as:
Selecting a profile photograph;
Selecting documents for Document Vaults;
Saving generated PDF files;
Exporting reports;
Creating backup files;
Selecting backup files for restoration;
Sharing user-generated files; or
Delivering local reminders and notifications.
Permission requests should be used only for their stated functionality.
Users may manage application permissions through Android device settings. Denying a permission may prevent the related feature from working correctly.
8. Camera and Photo Access
If ERM provides an option to select or capture a profile photograph, access is used only to support the user-requested feature.
For example, a selected photograph may be used for:
Employee Profile;
Dashboard Profile Card; and
ID Card Generation.
The developer does not automatically receive the user's selected profile photograph when the app operates entirely locally.
9. Files and Storage Access
ERM may access user-selected files or storage locations when required for:
Importing documents;
Saving generated files;
Exporting reports;
Creating backups;
Restoring backups; or
Managing Document Vault content.
The application should access only the files or locations required for the user-requested action and permitted by the Android operating system.
10. Notifications and Reminders
ERM may generate local notifications for information such as:
Important Dates;
Holidays;
To-Do deadlines;
Training dates;
Examination duties;
Increment-related reminders;
Service milestones; and
Other user-created reminders.
These notifications are generated to support application functionality.
Users can manage notification permissions through Android device settings.
11. Backup and Restore
ERM may provide a Backup & Restore feature that allows users to create backup files containing application data.
Backup Responsibility
The user is responsible for:
Choosing a secure backup location;
Protecting backup files from unauthorized access;
Avoiding public sharing of backup files;
Maintaining multiple backups where appropriate; and
Verifying backups before deleting original data.
The developer is not responsible for data loss caused by:
Device failure;
Accidental deletion;
Uninstallation;
Corrupted storage;
User-modified backup files;
Loss of backup files; or
Unsupported restoration attempts.
12. Data Retention
Information stored locally in ERM remains on the user's device until one of the following occurs:
The user deletes individual records;
The user clears the application's data;
The application is uninstalled, subject to Android device and backup behavior;
A restore operation replaces existing application data; or
The user otherwise removes locally stored files or records.
Because the developer does not operate a server for the application's local service records, the developer cannot remotely delete locally stored records from the user's device.
Users can delete local application data through the application's available delete functions or Android system settings.
13. Data Security
ERM is designed to reduce unnecessary external exposure of personal service records by supporting local and offline data management.
However, no device or storage system can be guaranteed to be completely secure.
Users are encouraged to:
Use a secure screen lock;
Keep the Android operating system updated;
Avoid sharing backup files publicly;
Protect exported documents;
Avoid installing applications from untrusted sources;
Review application permissions regularly; and
Maintain secure backups.
14. Financial and Tax Calculators
ERM may include features such as:
Salary Live Estimator;
Income Tax Manager;
Income Tax Calculator;
Salary Logs;
Claim Records; and
Other financial calculation tools.
These features are provided for personal estimation, planning, and record-management purposes only.
Calculations may depend on:
User-entered values;
Selected tax regime;
Configured allowance rates;
Applicable deductions;
Pay information; and
Other calculation parameters.
Results generated by the application should not be treated as professional tax, accounting, legal, payroll, or financial advice.
Users should verify important calculations with current official rules and competent authorities or qualified professionals where necessary.
15. Retirement Date Calculator
The Retirement Date Calculator provides an estimated retirement date based on information entered by the user and the retirement-age parameters selected in the application.
The calculated date is for planning and personal reference.
Users should verify the official date of superannuation from:
Official Service Book;
Appointment and service records;
Applicable service rules; and
Competent administrative authority.
16. ID Card Generator
The ID Card Generator creates an identification card using information provided by the user.
The generated card may contain information such as:
Photograph;
Name;
Employee Code;
Designation;
Subject or Department;
Institution;
Region;
Session;
Date of Birth;
Date of Joining; and
Contact information, where enabled.
The user is responsible for verifying the information before saving, printing, or sharing the generated card.
The generated ID Card is not intended to replace any officially issued identity card unless accepted by the relevant authority.
17. Digital Service Book
The Digital Service Book feature generates a summary based on information entered into the application.
It is intended as a personal digital record and reference tool.
It does not replace the official Service Book or official service records maintained by the employer, institution, department, or competent authority.
18. Forms and Performas
Forms, applications, templates, and performas available in ERM are provided for convenience and general reference.
Users should verify:
Current format;
Required supporting documents;
Applicable rules;
Submission authority; and
Latest departmental instructions
before submitting any generated or copied document for official purposes.
19. Third-Party Services and SDKs
The final published version of ERM may use third-party libraries or services required for technical functionality, distribution, crash reporting, advertising, analytics, or other features.
If any third-party SDK in the published version collects or transmits user or device data, this Privacy Policy and the application's Google Play Data Safety declaration must be updated to accurately disclose that behavior.
Google Play states that developers are responsible for declaring data collection and sharing performed by third-party code included in their apps. (Google Help)
Important for your publication: if your final app includes advertising, analytics, crash reporting, or another network-connected SDK, do not publish the statement that the app collects or shares no data until you have checked the SDK's actual behavior.
20. Internet Connectivity
The core record-management features of ERM are intended to function offline.
Some device-level or distribution-related functions may require internet connectivity outside the core offline database, depending on the final application build and services included in the released version.
The Privacy Policy and Google Play Data Safety declaration should always reflect the behavior of the exact version distributed to users.
21. Children's Privacy
ERM is designed as a professional service-record management application for employees and working professionals.
The application is not specifically designed for children and does not intentionally request children to create accounts or maintain professional service records.
If the application is later modified or marketed for children, the privacy policy and application practices should be reviewed and updated to comply with applicable requirements.
22. User Control Over Data
Users control the information they voluntarily enter into ERM.
Depending on the available module functions, users may:
Add records;
Edit records;
Delete records;
Export records;
Generate reports;
Create backups;
Restore backups; and
Remove local application data.
Because ERM does not require an online developer account under the assumed app design, account deletion is not applicable. Google Play's account-deletion requirements specifically apply where an app enables account creation, while all developers must still accurately complete the relevant Data Safety questions. (Google Help)
23. Changes to This Privacy Policy
This Privacy Policy may be updated when:
New features are introduced;
Data practices change;
Permissions change;
Third-party services are added or removed;
Legal requirements change; or
Application functionality changes.
The updated Privacy Policy will show a revised Last Updated date.
Users are encouraged to review the Privacy Policy after major application updates.
24. Contact Us
For privacy-related questions, concerns, or requests regarding ERM – Employee Record Manager, contact:
Developer Name: [Your Developer Name]
Application Name: ERM – Employee Record Manager
Email: [Your Support Email Address]
Country: India
Please replace the placeholders above with the same developer identity and support contact used for your application publication.
25. Consent
By using ERM – Employee Record Manager, you acknowledge that you have read and understood this Privacy Policy and understand how information is handled within the application.
26. Summary
ERM is designed around the following privacy principles:
Local-first record management
Offline core functionality
No mandatory user account
User-controlled information
No sale of user-entered service records
User-controlled backup and restoration
User-controlled document export and sharing
Transparent permission usage
Personal record management with user responsibility for device and backup security
ERM – Employee Record Manager
Manage. Organize. Simplify.
Your Digital Office Assistant for Service Record Management
