Sensible Attendance Software - Privacy Policy

This Privacy Policy ("Policy") describes how Sensible Ambient Tech ("Company," "we," "us," or "our") collects, uses, and shares information when you use Sensible Attendance Software ("Software"). We are committed to protecting your privacy and ensuring the security of your data.

1. Information We Collect

When you use Sensible Attendance Software, we may collect the following types of information:

• Attendance Data: This includes employee clock-in and clock-out times, dates, and terminal IDs used for clocking in/out. This data is essential for the Software's core function of tracking employee attendance.
• Leave Request Data: Information related to employee leave requests, including dates of leave, types of leave, and communication between employees and managers regarding leave requests.
• User Account Information: For managers and employees, this may include usernames and roles necessary to access and operate the Software.
• Technical Data: We may collect technical information such as IP addresses, browser type, device type, operating system, and software usage patterns. This data is generally anonymized and used for system administration, diagnostics, and improving the Software's performance and user experience.

2. How We Collect Information

We collect information in the following ways:

• Information You Provide Directly: Attendance data and leave request information are directly inputted by employees and managers through the Software's terminals and dashboards.
• Information Collected Automatically: Technical data is collected automatically as you interact with the Software.

3. Use of Information

We use the collected information for the following purposes:

• Providing and Maintaining the Service: To operate the Software, track employee attendance, manage leave requests, and provide user dashboards.
• Improving and Developing the Software: To analyze software usage trends and patterns, diagnose technical issues, and improve the Software's functionality, performance, and user experience. This analysis is typically performed on aggregated and anonymized data.
• Customer Support: To respond to user inquiries, provide technical assistance, and resolve any issues related to the Software.
• Security: To monitor and ensure the security and integrity of the Software and protect against fraud and unauthorized access.

4. Data Ownership and User Control

You own your data. The attendance data and leave request information generated through the use of Sensible Attendance Software belongs to you, the user organization. We do not claim ownership of this data.

As the data owner, you have control over your data within the Software's functionalities, including access, reporting, and management as provided within the Software's features.

5. Data Sharing and Disclosure

We do not share your data with third parties. Sensible Ambient Tech is committed to keeping your data private. We do not sell, trade, or otherwise transfer your data to outside parties for marketing, advertising, or any other commercial purposes.

Exceptions: We may disclose your information in the following limited circumstances:

• Service Providers: We may engage trusted third-party service providers to assist us in operating, maintaining, or improving our Software (e.g., hosting providers). These service providers will have access to your information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose. They are contractually bound to protect your data in accordance with this Privacy Policy and applicable data protection laws.
• Legal Compliance: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a subpoena or court order).
• Protection of Rights: We may disclose your information when we believe disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

6. Data Security

We implement reasonable security measures designed to protect your information from unauthorized access, use, or disclosure. These measures include:

• Encryption: We use encryption technologies to protect data during transmission and when stored.
• Access Controls: Access to user data is restricted to authorized personnel who need to know this information to operate, develop, or improve our Software. Access is controlled through user roles and permissions within the Software.
• Regular Security Assessments: We conduct regular security assessments and audits to ensure our security measures remain effective and up-to-date.

While we strive to protect your personal information, no method of transmission over the internet or method of electronic storage is completely secure. Therefore, we cannot guarantee its absolute security.

7. Data Retention

We will retain your information for as long as your account is active or as needed to provide you services. We will also retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Upon your request to terminate your account, we will take steps to delete or anonymize your data, unless we are legally required to keep it or have a legitimate business need to retain it (such as for accounting or audit purposes).

8. Your Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information, such as the right to:

• Access: You may have the right to request access to the personal information we hold about you.
• Correction: You may have the right to request that we correct any inaccurate or incomplete personal information we have about you.
• Deletion: You may have the right to request that we delete your personal information, under certain conditions.
• Object to Processing: You may have the right to object to the processing of your personal information, under certain conditions.
• Restriction of Processing: You may have the right to request that we restrict the processing of your personal information, under certain conditions.
• Data Portability: You may have the right to request to receive your personal information in a structured, commonly used and machine-readable format and have the right to transmit that data to another controller.

To exercise any of these rights, please contact us using the contact information provided below.

9. Children's Privacy

Sensible Attendance Software is not intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately. If we become aware that we have collected personal information from children under 18, we will take steps to delete that information.

10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this Privacy Policy. We encourage you to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: director@sensibleambientech.com

12. Governing Law

This Privacy Policy shall be governed and construed in accordance with the laws of the United States, without regard to its conflict of law provisions.

13. Entire Agreement

This Privacy Policy, together with our Terms of Use, constitutes the entire agreement between us regarding your privacy in relation to Sensible Attendance Software.