Privacy Policy for Herndon & Associates, Inc. Internal Applications

Effective Date: October 1, 2024
Last Update Date: September 15, 2025
Herndon & Associates, Inc. is committed to protecting the privacy of its employees. This Privacy Policy outlines how we collect, use, and safeguard your personal information when you use our HA Evidence and HA Camvoice internal applications developed by IDCSGROUP, LLC on corporate Android and iOS devices.


Information We Collect
1. Camera Access: The app may access your device’s camera for functionalities such as scanning documents, taking photos or scanning QR codes for business purposes.
2. Camera Roll Access: The app may access your camera roll to upload images relevant to your work.
3. Biometric Data: The app uses biometric authentication (e.g., fingerprint or facial recognition) for secure login. This data is stored securely and used solely for authentication purposes.
4. Voice Dictation: The app may access your device’s microphone for dictation features that allow you to record and transcribe voice notes or reports for business purposes. Voice recordings are processed securely and stored only as needed to support the intended business function.


Use of Information
• The information collected through the camera and camera roll is used to enhance productivity and facilitate business-related tasks on our internal applications.
• Biometric data is utilized to ensure secure access to the application and your corporate information.


Data Security
We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, disclosure, or misuse. All data, including voice recordings, is stored securely and is only accessible by authorized personnel.


Data Retention
Your information will be retained only for as long as necessary to fulfill the purposes outlined in this policy and in accordance with company policies. Voice recordings and transcriptions are retained only for the duration needed to complete business-related tasks.


Employee Rights
You have the right to access, update, or delete your personal information in accordance with company policies. If you have any questions or concerns regarding your data, please contact us.


Special Considerations: Voice Dictation
• Voice dictation features are solely for business use and are intended to improve productivity by allowing spoken input to be transcribed into text.
• Recordings are not monitored for content and are only processed for transcription or business-related functionality.
• Voice data is not shared with third parties, except where necessary for secure transcription processing within company-approved systems.
• Employees are encouraged to use dictation only for appropriate business purposes and should avoid including sensitive personal information unless required for their role.


Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be communicated to you through the app or via company communication channels.
By using this application, you consent to the collection and use of your information as described in this policy.


Contact Information:
info@herndon-assoc.com
Herndon & Associates, Inc.