Privacy Policy

Introduction

Welcome to Desk4B. This Privacy Policy explains how 4Brains Technologies Pvt. Ltd. ("4Brains", "we", "us", or "our") collects, uses, and protects your personal information when you use the Desk4B mobile application ("App").

Information We Collect

1. Information from Microsoft Authentication

When you sign in using your Microsoft work account, we receive:

• Full name
• Email address
• Employee ID
• Department information
• Profile picture (if available on Microsoft account)

2. Information You Provide

While using the App, you may provide:

• Profile Information: Profile photo updates
• Expense Data: Project expenses, receipt images, expense descriptions, amounts, and payment methods
• Contact Information: Phone number and work location

3. Automatically Collected Information

We may automatically collect:

• Device type and operating system
• App version
• Usage statistics and crash reports

4. Photos and Camera

When you grant camera or photo library access, we collect:

• Receipt images for expense submissions
• Profile photos you choose to upload

We only access photos that you explicitly select or capture within the App. We do not access your entire photo library.

How We Use Your Information

We use the collected information to:

• Authenticate your identity through Microsoft Single Sign-On (SSO)
• Manage expense submissions and track project-related expenses
• Display employee directory to help you connect with colleagues
• Personalize your profile with your photo and information
• Send notifications about expense approvals and important updates
• Improve the App through usage analytics and bug fixes

Data Storage and Security

Storage

• All data is stored on secure servers managed by 4Brains Technologies
• Data is transmitted using industry-standard HTTPS encryption
• Your data is stored within company infrastructure

Security Measures

• Secure authentication via Microsoft Azure Active Directory
• Encrypted data transmission (TLS/SSL)
• Access controls limiting data access to authorized personnel only
• Regular security assessments and updates

Data Sharing

Your data may be shared only in the following circumstances:

Recipient	Purpose
Microsoft Azure AD	Authentication services
4Brains Management	Expense approvals and HR purposes
Legal Authorities	If required by law

Third-Party Services

The App uses the following third-party services:

Microsoft Authentication

• Used for secure employee login
• Subject to Microsoft's Privacy Policy

We do not integrate any third-party analytics, advertising, or tracking services.

Data Retention

• Your data is retained as long as you are an employee of 4Brains Technologies
• Upon termination of employment, your data will be archived or deleted as per company policy
• Expense records may be retained for accounting and legal compliance purposes

Your Rights

As a user, you have the right to:

• Access your personal data stored in the App
• Update your profile information
• Delete your profile photo
• Request information about how your data is used
• Report any privacy concerns

To exercise these rights, contact us at privacy@4brains.in

Children's Privacy

Desk4B is designed for adult employees of 4Brains Technologies. We do not knowingly collect information from anyone under the age of 18. If you believe we have inadvertently collected such information, please contact us immediately.

Permissions Used

Permission	Purpose	Required
Camera	Capture expense receipts and profile photos	Optional
Photo Library	Select images for expenses and profile	Optional
Notifications	Receive approval updates and reminders	Optional

You can manage these permissions in your device settings at any time.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Updating the "Last Updated" date at the top of this policy
• Sending a notification through the App for significant changes

We encourage you to review this Privacy Policy periodically.

Consent

By using Desk4B, you consent to:

• The collection and use of your information as described in this policy
• The processing of your data for the purposes outlined above

If you do not agree with this Privacy Policy, please do not use the App.