Privacy Policy

Effective date: August 16, 2026

1. Who this policy covers

TeamSavy is business-to-business software: an organization ("tenant", "customer") subscribes to TeamSavy to manage its own employees and candidates. This policy applies to:

• Tenant administrators and HR users who sign up for and operate a TeamSavy account.
• Employees and job candidates of a tenant organization, whose data a tenant enters into or generates within TeamSavy in the course of HR administration (e.g. offer letters, leave records, attendance).

Where a tenant enters or uploads data about its employees or candidates, the tenant organization is the data controller for that data, and TeamSavy acts as a data processor on the tenant's behalf. Questions about a specific employee's or candidate's data should first be directed to that person's employer.

2. Information we collect

Account & company information — organization name, billing/contact details, and login credentials for tenant administrators and HR users.

Employee & candidate records — name, email address, phone/mobile number, designation, department, date of joining, compensation and pay-band details, and appointment/offer letters, entered by a tenant's HR team.

Leave & attendance records — leave applications, approvals and balances, and, for tenants using the Attendance module, punch-in/out timestamps from connected biometric or face-recognition devices, GPS coordinates captured at the moment of a mobile check-in, and a one-time enrollment photo used to verify a self-service check-in against a live selfie. Enrollment and check-in photos are used only to produce a pass/fail match result for that punch — we do not store biometric templates, and the underlying face-matching is performed by a third-party verification provider (see Section 4).

Uploaded documents — medical certificates, fitness certificates, and similar attachments a tenant's employees submit in connection with a leave application.

WhatsApp messaging data — where a tenant enables WhatsApp notifications, we send pre-approved message templates (e.g. appointment letters, leave status updates, circulars, attendance reminders) to the mobile numbers a tenant has on file for its employees, using the WhatsApp Business Platform. We receive delivery and read-status callbacks for these messages from Meta.

Usage & log data — standard web server logs (IP address, browser type, request timestamps) generated by normal operation of the platform.

3. How we use this information

• To provide the TeamSavy service: creating and issuing appointment letters, tracking employee records, processing leave requests, computing attendance, and running approval workflows.
• To deliver notifications a tenant has configured — by email and, where enabled, by WhatsApp message — such as offer letters, leave status updates, circulars, office orders, holiday notices, and attendance or document-submission reminders.
• To verify identity at the moment of a mobile attendance check-in (face match against a stored enrollment photo) and to flag, for HR review, a check-in that falls outside an employee's assigned work location.
• To maintain the security, integrity, and availability of the platform, including detecting and preventing abuse.
• To communicate with tenant administrators about their account, billing, and material changes to the service.

We do not sell personal information, and we do not use employee or candidate data to serve advertising.

4. WhatsApp Business Platform & other service providers

When a tenant enables WhatsApp notifications, the recipient's mobile number and the content of the pre-approved message template are transmitted to Meta Platforms, Inc. for delivery via the WhatsApp Business Platform, and Meta's own privacy policy and WhatsApp Business Messaging Policy govern its handling of that transmission. We use other service providers to operate TeamSavy, including:

• Cloud infrastructure and file storage providers, to host the application and store documents, letters, and photos referenced above.
• A third-party face-verification API, to compare a mobile check-in selfie against an employee's enrollment photo and return a match result.
• Email delivery (SMTP) providers, configured per tenant or by us on a tenant's behalf, to send offer letters, invites, and password-reset emails.
• Biometric/face-recognition device vendors that a tenant chooses to connect for in-office attendance, which transmit punch events (not biometric templates) to TeamSavy.

These providers are only permitted to use the information we share with them to provide the specific service TeamSavy has engaged them for.

5. Data retention

We retain tenant, employee, and candidate data for as long as the relevant tenant's TeamSavy account is active, and for a reasonable period afterward to comply with legal, tax, or record-keeping obligations, or as otherwise instructed by the tenant. A tenant may request deletion of its data by contacting us at the address below, subject to any records we are legally required to retain.

6. Data security

We use industry-standard safeguards — including encryption in transit, access controls scoped per tenant, and role-based permissions within each tenant's account — to protect the data entrusted to us. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your rights

Depending on your relationship to a TeamSavy tenant and applicable law, you may have rights to access, correct, or request deletion of your personal information. If you are an employee or candidate of a TeamSavy tenant, please direct these requests to your employer in the first instance, as they control the data held about you. Tenant administrators may contact us directly using the details below.

8. Children's privacy

TeamSavy is a workplace HR tool intended for use by working-age adults and is not directed at children. We do not knowingly collect personal information from children.

9. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the effective date above. Continued use of TeamSavy after a change constitutes acceptance of the updated policy.

10. Contact us

Questions about this policy or how TeamSavy handles data can be sent to support@teamsavy.com.