Privacy Policy

1. Who is responsible for your data

Your employer or the organization that gives you a PresentHR account determines the purposes and rules for processing employment data. PresentHR provides and operates the platform for that organization. For employment records, your employer is normally the first point of contact for privacy requests.

PresentHR also processes limited account, security, and support information needed to operate the service and respond to support requests.

2. Data we process

Depending on your organization’s setup and the features you use, this can include:

• Identity and contact details, such as name, employee number, email, phone, address, date of birth, and identification documents.
• Employment and HR records, such as position, work location, schedule, attendance, leave, performance, training, documents, and requests.
• Payroll and benefits information, such as compensation, bank account, tax, insurance, and social security details.
• Family, dependent, and emergency contact details supplied for employment administration.
• Photos, camera images, face verification data, and precise or approximate location only when the relevant attendance or identity feature is enabled and used.
• Account and technical information, such as username, authentication and session records, IP address, device or app information, timestamps, and diagnostic logs.
• Messages, attachments, and other information you submit through HR or support features.

3. Where the data comes from

We receive data from you, your employer and its authorized administrators, your use of the service, and connected systems your employer chooses to use. If you provide information about another person, such as an emergency contact, your employer is responsible for ensuring it is collected appropriately.

4. Why we use the data

Your employer determines the applicable legal basis for employment processing. Where a feature requires consent or a device permission, you will be asked through the relevant flow. Withdrawing consent may not stop processing required under another valid legal basis.

• Provide accounts, authentication, access controls, and requested HR features.
• Administer recruitment, onboarding, employment, attendance, leave, payroll, tax, benefits, and related workflows.
• Send service or work-related notifications and respond to requests.
• Protect accounts, investigate misuse, maintain audit records, troubleshoot problems, and improve reliability.
• Meet applicable legal, employment, tax, and recordkeeping obligations.

5. Mobile permissions and web storage

The mobile app may request camera, photo, or location access for features such as attendance evidence, face verification, profile photos, and document uploads. Push notifications may use a device notification token. You can manage device permissions in your operating system settings, but a feature that needs a denied permission may not work.

The web app uses session storage or cookies needed to keep you signed in. If you choose “Remember me,” it can also save your selected company and username on your device. You can clear these through your browser settings or sign out.

6. Who can receive the data

Authorized people in your organization may access data according to their role, including HR, payroll, managers, approvers, and IT administrators. Data may also be processed by service providers that support hosting, storage, authentication, messaging, notifications, or support, under appropriate contractual and security controls. Mobile push notifications can use Google Firebase Cloud Messaging when enabled. We may disclose data to authorities where required by law.

Your employer may enable integrations or exports. Their use is governed by your employer’s instructions and applicable agreements. We do not make employee records public through this policy.

7. Security

We use access controls, authentication, logging, and technical safeguards appropriate to the service. Supporting documents submitted through the onboarding flow are encrypted before storage. You should keep your credentials private and report suspected unauthorized access to your employer or through the support portal. No internet service can guarantee absolute security.

8. Retention and deletion

Your employer sets the retention schedule for employment records, subject to applicable employment, tax, social security, audit, and other legal requirements. Account and technical records are kept for as long as needed for service operation, security, or applicable obligations. Data is deleted or de-identified when it is no longer needed under those rules.

Removing the mobile app or signing out does not delete employment records. To request account closure or deletion of eligible data, contact your employer’s HR team or submit a request through the support portal. Some records may need to be retained by law.

9. Your choices and rights

Subject to applicable law, you may ask for access to, a copy of, or correction of your data; request restriction, cessation, or deletion; and withdraw consent where processing relies on consent. Contact your employer’s HR team first for employment records. You can also use the PresentHR support portal for help with a privacy request.

You can manage app permissions on your device, update available profile fields, and sign out of your account. Your employer may need to verify your identity before fulfilling a request.

10. Processing locations

Your organization may use hosting or service providers in different locations. If personal data is transferred across borders, the organization and its providers must apply the safeguards required by applicable law and their agreements.

11. Children and policy updates

PresentHR is intended for workplace use and is not directed to children. Employment records can include dependent or family information where needed for HR administration.

We may update this policy when the service or data practices change. The date at the top shows the current version. Material changes may also be communicated through the service or your organization.