Privacy Policy

NitoHR is a human resources management platform. It brings employee management, attendance, leave and payroll together so growing businesses can run everyday HR work in one place.

This policy applies to nitohr.com and the NitoHR application. It covers two groups of people: company administrators who set up and manage a company account (HR Admins, Company Owners and Managers), and employees whose information is entered into or generated by the platform during normal use.

NitoHR handles personal information in two roles. When a company uses NitoHR to manage its employees, the company decides what information is entered and why — NitoHR processes that information on the company's behalf. When someone signs up for a NitoHR account, browses this website or contacts us for support, NitoHR is directly responsible for that information.

The categories below cover what NitoHR collects and stores. Not every company will use every category — for example, a business that doesn't use the payroll module won't hold payroll information.

We may use information to:

• Provide NitoHR services — so the platform works as intended for your company.
• Authenticate users — to make sure the right people can sign in to the right accounts.
• Process attendance — recording check-ins, check-outs and attendance records.
• Manage leave — handling leave requests, balances and approvals.
• Process payroll — calculating salaries, deductions and payslips.
• Generate reports — producing attendance, leave and payroll reports for company use.
• Send notifications — such as leave approvals, missed punches or payroll alerts.
• Maintain security — detecting misuse and protecting accounts.
• Improve the service — understanding how features are used so we can make them better.
• Provide customer support — helping resolve problems when you contact us.

Location information is only collected when GPS attendance is enabled for your company. It isn't collected by default, and companies that use office network or manual attendance methods don't collect location data at all.

When GPS attendance is enabled, location is used only to verify that a check-in or check-out happened within the allowed area — for example, within a radius set by the company around an office or factory site. It is tied directly to the attendance record, not used for tracking employees outside of check-in and check-out, and not used for any purpose beyond attendance.

The company configures which attendance methods are available — GPS, office network/IP, or manual — and those settings determine what data is collected. If you're an employee and you're unsure which methods your company uses, ask your HR admin.

Information may be shared in the following situations:

• With authorized company users — HR Admins, Company Owners and Managers can see information according to the permissions assigned to them by the company.
• With service providers — third parties needed to operate the platform, such as hosting, infrastructure or email delivery providers. These providers only receive what's necessary to perform their function.
• With legal authorities — where we are legally required to do so, such as in response to a valid legal request.

Company administrators — HR Admins and Company Owners — can access employee information according to the permissions assigned to their role. Managers can see information for their own team. Employees can see their own records.

What each role can see and do is set by the company that owns the account, not by NitoHR. If you have a question about what a specific administrator can access, the best person to ask is your own HR team.

Access is also limited at the company level: information held by one company is not accessible to any other company using NitoHR.

We use technical and organisational measures to protect information held in NitoHR. These include HTTPS for data in transit, keeping each company's data separate from other companies, and role-based access inside the application so people only see what they need to.

No system can be guaranteed to be completely secure. We don't claim that NitoHR is 100% secure, and we can't promise that unauthorised access will never happen. What we can say is that we take reasonable steps to protect information and we review our practices as the platform develops.

Information is retained for as long as the company's NitoHR account is active, and for as long as needed to provide the service. Some records — such as payroll and attendance history — are typically kept for longer because companies need them for their own records, audits or legal obligations.

When a company stops using NitoHR, information associated with that account is handled according to the agreement in place with that company and any legal retention requirements that apply. Specific retention periods are set out in your company's agreement with NitoHR — insert retention period if you want them stated here.

Depending on your situation and where you're located, you may be able to:

• Access information held about you — either through your account, through your employer, or by contacting us.
• Correct information that's inaccurate or out of date. Employees can usually ask their HR team to update this; administrators can edit it directly.
• Request deletion where applicable, subject to legal and contractual requirements your employer may have.
• Contact NitoHR with a question or request — details in the next section.

NitoHR uses cookies and similar technologies that are needed for the site and the application to work — for example, to keep you signed in and to remember your session.

If we use analytics or similar tools on this website, they're used to understand how the site is used so we can improve it. List any analytics or tracking tools actually in use — if none are used, remove this line.

You can control cookies through your browser settings. Blocking essential cookies may affect how the app behaves.

To operate NitoHR, we work with a small number of third-party providers. These are limited to services that are actually needed for the platform to run — typically hosting and infrastructure, and services used to send transactional emails such as notifications and password resets.

List your actual providers here — for example, "Hosting: [provider name]. Email delivery: [provider name]." Only include providers you actually use, and describe each one accurately.

NitoHR is a business tool. It is not intended for use by children, and accounts are not created for people under the age of 18. Where an employee's details are held in NitoHR, they relate to that person's employment — not to a child.

If you believe information about a child has been entered into NitoHR, please contact the company that holds the account, or reach out to us using the details below.

We may update this policy from time to time. When we do, the Last Updated date at the top of this page changes.

For material changes — the kind that affect what information is collected or how it's used — we'll let companies know through the platform or by email before the change takes effect.

For privacy questions or requests, get in touch:

Replace with your actual privacy email before publishing.