This Privacy Policy describes how Code One Web Designs (“Remote HR”, “we”, “our” or “us”) collects, uses, stores and discloses information when organizations and their authorized users use the Remote HR website, web application and mobile application (collectively, the “Service”).
Organizations using Remote HR control the employment information entered for their workforce. Your employer or organization may therefore act as the primary controller of your employment data, while Remote HR processes that information to provide the Service.
1. Information we collect
Account and identity information
Names, email addresses, telephone numbers, account identifiers, company usernames, roles, authentication information, two-factor authentication status and security records.
Employment and HR information
Employee numbers, job titles, departments, positions, reporting relationships, employment status, hire dates, birthdays, schedules, attendance records, leave balances and requests, documents, payslips, announcements, approvals and related notes.
Location and attendance information
When location-based attendance is enabled, we may process precise or approximate device location, reported accuracy, approved workplace or remote-work areas, and clock-in or clock-out events.
Device and technical information
Device platform, push-notification token, session and security information, IP address, browser or application activity, error information and audit records needed to operate and protect the Service.
Billing information
For organization owners and administrators, we may process plan, subscription, invoice and payment-status information. Remote HR does not use employee HR information for advertising.
2. Background location
Background location monitoring occurs only while you are clocked in and where your organization has enabled geofenced attendance. The app may periodically check whether your device remains within the work area where you signed in. If you leave that area, Remote HR may notify you to return and may automatically clock you out after the configured period. Monitoring stops when you clock out. Location is not used for advertising.
3. How we use information
- Provide authentication, HR administration, attendance, scheduling, leave, document, payslip, billing and support features.
- Verify clock-in eligibility and enforce organization attendance policies.
- Deliver operational emails, push notifications, reminders and workplace celebrations.
- Maintain security, prevent abuse, troubleshoot errors and preserve audit history.
- Comply with applicable legal obligations and enforce our agreements.
4. How information is disclosed
Information is visible to authorized users according to their role, such as employees, managers, organization administrators and platform support personnel. We may also use service providers for cloud hosting, email delivery, push notifications, security and technical operations. Firebase Cloud Messaging may process device tokens and notification-delivery information. We do not sell personal information and do not share location information for advertising.
We may disclose information where required by law, to protect users or the Service, during a business reorganization, or at the direction of the organization responsible for the account.
5. Retention
We retain information for as long as needed to provide the Service, maintain employment and audit records, meet contractual or legal obligations, resolve disputes and protect security. Retention periods may be set by the organization that manages your account. Information is deleted or de-identified when it is no longer reasonably required, subject to backups and legal retention duties.
6. Security
Remote HR uses administrative, technical and organizational safeguards designed to protect information, including encrypted network connections, access controls, secure sessions, role-based authorization, two-factor authentication and audit logging. No method of electronic storage or transmission is completely secure.
7. Your choices and rights
You can control notification and device-location permissions through your device settings. Disabling location may prevent geofenced clock-in or background attendance verification. Depending on your location, you may have rights to access, correct, delete, restrict or obtain a copy of personal information.
Employees should normally submit privacy or account-deletion requests to their employer or organization administrator because that organization controls their HR record. Organization administrators and owners may contact Remote HR for assistance. We may need to verify identity and authority before completing a request.
8. Children
Remote HR is a workplace service and is not directed to children. Organizations must not create accounts for individuals who cannot lawfully use the Service in their jurisdiction.
9. International processing
Information may be processed in countries other than the country where a user lives. Where required, we and participating organizations are responsible for using appropriate safeguards for such transfers.
10. Changes to this policy
We may update this policy to reflect changes to the Service, our practices or applicable requirements. The effective date above will be updated when material changes are published.