Privacy Policy

Effective Date: 8 September 2026

This Privacy Policy explains how Infonetix payroll solutions ("we", "us", or "our") collects, uses, stores, and protects information when users access the Infonetix ESS & Attendance mobile application ("the App").

The App provides employee self-service and workforce management functionality to organisations and their authorised employees, including attendance tracking, leave management, employee documents, payslips, and related workplace services.

By using the App, you acknowledge that information may be processed as described in this Privacy Policy.

1. Information We Collect

Depending on the features enabled by your employer or organisation, the App may process the following information:

Personal and Employment Information

This may include:

Full name
Email address
Employee number or other employee identifier
Job role and employment-related information
Company and department information
Profile photograph
Work mode or workplace information
Other information supplied by your employer or organisation

Attendance Information

Where attendance functionality is enabled, the App may process information such as:

Clock-in and clock-out records
Attendance dates and times
Tea and lunch break records
Attendance status
Employee identifiers used to identify the employee when recording attendance

Leave Information

Where employee self-service functionality is enabled, the App may process:

Leave applications
Leave type
Leave dates
Leave balances or entitlements
Reasons or comments associated with leave requests
Supporting documents submitted by the employee, such as documentation required for a leave application
Leave approval or rejection information

Payslips and Employee Documents

The App may provide authorised users with access to employment-related documents supplied by their employer, including payslips and other employee documents.

Images and Camera Access

Certain features may request access to the device camera or images.

Camera access may be used for functionality such as scanning attendance information, capturing or uploading supporting documents, or other attendance and employee verification functionality made available by the organisation.

Images are only processed for the relevant App functionality.

Device and Notification Information

If push notifications are enabled, the App may collect and store a device push-notification token so that notifications relating to services such as leave applications, approvals, rejections, payslips, attendance or other employment-related events can be delivered to the user's device.

We may also process limited technical information necessary for the secure and reliable operation of the App.

2. How We Use Information

Information processed through the App is used to:

Authenticate users and provide secure access to their accounts;
Provide employee self-service functionality;
Record and manage employee attendance;
Process and display leave requests and leave information;
Provide access to payslips and employment-related documents;
Deliver relevant notifications;
Allow authorised managers and administrators to manage workforce information;
Maintain the security, reliability and operation of the App;
Diagnose technical problems and prevent unauthorised access or misuse; and
Comply with applicable legal and regulatory requirements.

We do not sell users' personal information.

3. Employer and Organisation Access

The App is designed primarily as a workplace platform.

Where an account is provided through an employer or organisation, that organisation may have access to information relating to its employees in accordance with the permissions and roles configured within the platform.

For example, authorised managers or administrators may be able to access attendance records, leave requests, employee information and other workplace records where required for their organisational responsibilities.

Users should contact their employer regarding questions about the employer's own collection, use, retention or management of employment information.

4. Sharing of Information

We do not sell or rent personal information to advertisers or data brokers.

Information may be disclosed:

To the employer or organisation responsible for the user's account;
To authorised managers or administrators within that organisation;
To service providers that provide infrastructure, hosting, storage, notification delivery or other technical services required to operate the App;
Where disclosure is required by law, regulation, legal process or a lawful request from an appropriate authority; or
Where reasonably necessary to protect the security, rights or integrity of the App, our users or our services.

Service providers are used only where reasonably necessary to provide or support the App.

5. Data Security

We take reasonable technical and organisational measures to protect information against unauthorised access, disclosure, alteration, loss or misuse.

These measures may include authentication controls, access permissions, secure server infrastructure and encrypted network communications.

Access to organisational and employee information is restricted according to user roles and permissions.

However, no electronic storage or transmission system can be guaranteed to be completely secure.

6. Data Retention

Personal and employment-related information is retained for as long as reasonably necessary to provide the services, fulfil the purposes described in this Privacy Policy, satisfy the requirements of the relevant employer or organisation, and meet applicable legal, regulatory, accounting or security obligations.

Retention periods may differ depending on the type of information and the requirements of the organisation using the service.

Information that is no longer required will be deleted, anonymised or otherwise securely disposed of where appropriate and subject to applicable legal requirements.

7. Account and Data Deletion

Users may request deletion of their account and associated personal information where applicable.

Because accounts may be created or managed by an employer or organisation, certain employment records may need to be retained by that organisation where required for legitimate employment, payroll, regulatory, contractual or legal purposes.

Requests relating to account or personal-data deletion can be submitted to the user's employer/organisation or to us using the contact information below.

Where we are responsible for processing a valid deletion request, information will be deleted or anonymised unless retention is required or permitted by applicable law.

8. User Rights

Depending on applicable law and the relationship between the user and their employer, users may have rights regarding their personal information, including rights to:

Request access to personal information;
Request correction of inaccurate information;
Request deletion of information where legally applicable;
Object to or restrict certain processing where applicable; and
Ask questions about how personal information is processed.

Some requests relating to employment records may need to be directed to the user's employer or organisation.

9. Permissions

The App may request device permissions where necessary to provide particular features.

Permissions may include camera access, access to files or media where required for document selection or upload, and notification permissions.

Permissions are used only for the functionality for which they are requested. Users may manage applicable permissions through their device settings, although disabling a permission may prevent certain App features from functioning.

10. Children's Privacy

The App is intended for authorised employees and organisational users and is not designed as a service directed at children.

We do not knowingly use the App to solicit personal information directly from children.

11. Third-Party Services

The App may rely on third-party infrastructure or technology providers to provide services such as hosting, data storage, file storage, notifications and application distribution.

These providers may process limited information where necessary to perform services on our behalf and are subject to their own applicable privacy and security obligations.

12. Changes to This Privacy Policy

We may update this Privacy Policy when the App, our data practices or applicable requirements change.

The effective date at the top of this policy will be updated when material revisions are made. Users are encouraged to review the Privacy Policy periodically.

13. Contact Us

For privacy-related questions, requests or concerns, please contact:

Infonetix payroll solutions

Email: privacy@infonetixhub.co.za

South Africa