About This Policy
BitoHRIS ("BitoHRIS", "we", "our", or "us") is committed to protecting the privacy and security of personal data processed through our Smart HR Management platform, website, applications, APIs, and related services (collectively, the "Services"). This Privacy Policy explains how personal data is collected, used, stored, and protected when organizations use BitoHRIS to manage their human resource operations.
1. Scope of This Privacy Policy
This Privacy Policy applies to:
- Visitors to the BitoHRIS website
- Employers, HR administrators, and managers using BitoHRIS
- Employees, job applicants, contractors, and consultants whose data is processed
- Users interacting with integrations, APIs, and support services
2. Information We Collect
2.1 Information Provided by Organizations and Users
We collect information when organizations configure their HR systems or when users interact with the platform, including:
- Employer and company details
- Administrator and employee names
- Work email addresses and phone numbers
- Job titles, departments, reporting structure
- Attendance, leave, and shift records
- Performance reviews, goals, and feedback
- Login credentials (securely encrypted)
- Payroll-related references
- Recruitment and onboarding information
- Job applicant details
- Interview records and assessments
- Uploaded documents (contracts, policies, IDs)
- Offer letters and agreements
- Compliance certificates
2.2 Employee & Candidate Data (Processed on Behalf of Employers)
This data may include:
2.3 Automatically Collected Information
We automatically collect:
| Data Type | Description |
|---|---|
| IP Address | Your device's internet protocol address |
| Device Info | Device and browser information |
| Operating System | OS details and version |
| Login Activity | Login activity and audit logs |
| Usage Analytics | Platform usage and interaction data |
| Cookies | Cookies and similar tracking technologies |
3. How We Use Information
We use collected information to:
4. Legal Basis for Processing
BitoHRIS processes personal data based on:
Contractual Necessity
To deliver HR services as agreed in our service agreements.
Legal Obligations
Under labor and employment laws that require HR data processing.
Legitimate Business Interests
Security monitoring, analytics, and platform optimization.
Consent
Where required by law for specific processing activities.
5. Data Sharing & Disclosure
Data may be shared only with:
| Recipient | Purpose |
|---|---|
| Authorized Employer Representatives | HR administrators, managers with appropriate access |
| Trusted Service Providers | Hosting, analytics, payroll integrations |
| Legal or Regulatory Authorities | When required by law or court order |
| Successor Entities | In the event of a merger or acquisition |
Third-Party Obligations
All third parties are bound by strict confidentiality and data protection agreements to ensure your HR data is handled securely.
6. Data Retention
- HR data is retained as long as the employer account is active
- Retention periods may vary based on employment, tax, and labor laws
- Employers control retention and deletion of employee data
- Data may be retained longer if legally required
7. Data Security
BitoHRIS implements strong security measures, including:
- Encryption of data in transit and at rest
- Role-based access controls
- Secure authentication and authorization
- Regular system monitoring and audits
- Restricted internal access to sensitive HR data
- Multi-factor authentication support
8. Data Deletion Procedure
BitoHRIS follows a structured and secure data deletion framework to protect employee and organizational data.
(A) Personal & Employee Data
Employee and personal data is retained only as long as required for HR, employment, and legal purposes. Once the retention period expires, data is securely and permanently deleted.
(B) Financial & Payroll-Related Data
Payroll-related and statutory data is retained in accordance with applicable tax and labor regulations and securely deleted once retention obligations are met.
(C) Operational HR Data
Operational HR records (attendance logs, workflows, audit trails) are retained for a reasonable period and deleted when no longer required.
(D) Legal & Compliance Data
Data required for employment law, audits, or regulatory compliance is retained for the legally mandated duration and securely deleted thereafter.
(E) Secure Data Deletion Process
Data deletion includes the irreversible removal of data from all relevant systems and backups and involves:
Identification
Identifying data eligible for deletion based on retention schedules.
Verification
Verifying deletion requests and obtaining necessary approvals.
Secure Deletion
Applying secure technical deletion methods for permanent removal.
Audit Logging
Maintaining deletion records for audit and compliance purposes.
Request Data Deletion
You can request the deletion of personal or employee data at any time. Click the button below to submit a data deletion request.
Request Data Deletion9. Cookies & Tracking Technologies
Cookies are used to:
- Maintain secure user sessions
- Improve user experience
- Analyze system performance
- Enhance platform security
10. Privacy Rights
Depending on applicable law, individuals may have the right to:
Access
Access their personal data
Corrections
Request corrections or updates
Deletion
Request deletion or restriction
Object
Object to certain processing
Portability
Request data portability
11. International Data Transfers
Where HR data is transferred across borders, BitoHRIS ensures appropriate safeguards, including:
- Standard Contractual Clauses (SCCs)
- GDPR-compliant data protection mechanisms
- Binding corporate rules where applicable
12. Children's Privacy
13. Third-Party Integrations
BitoHRIS may integrate with third-party services such as:
14. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our services or legal requirements.
- Updates will be posted with a revised "Last Updated" date
- Continued use of BitoHRIS indicates acceptance of the updated policy
- For significant changes, we may notify administrators via email
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact our Data Protection Team at legal@paybito.com
