Privacy Policy
1. Introduction
Vision HR ("we", "us", "our") operates the Vision HR platform — a human resources management system used by organisations ("Customers") to manage their workforce. This Privacy Policy explains what personal data we collect, how we use it, how we protect it, and what rights individuals have over their data. By using the platform, you agree to the practices described here. For questions, contact us at hello@vision-hr.com.
2. Who this policy applies to
This policy covers two groups: (a) visitors to the Vision HR marketing website, and (b) employees, managers, and administrators whose information is stored within a Customer's Vision HR account. If you are an employee, your employer is the primary controller of your data and Vision HR processes it on their behalf. Contact your employer's HR administrator for requests related to your employment records.
3. Data we collect about employees
When your employer uses Vision HR, the following information about you may be stored: full name, national ID or employee number, job title, department, branch, and direct-report relationships; contact details (work email, phone number); date of joining, contract type, and employment status; daily attendance records including punch-in and punch-out times; location data collected during mobile or geofence-verified attendance check-ins; leave balances, leave requests, and approval history; overtime requests and approval history; payroll data including salary components, deductions, allowances, and generated payslips; performance evaluation scores, feedback, and review history; document uploads (contracts, certifications, or other HR documents) uploaded by you or your employer; notification read status and in-app activity.
4. Data we collect from website visitors
When you browse vision-hr.com, we collect: standard server logs (IP address, browser type, pages visited, and timestamps), form submissions you voluntarily complete (name, work email, company name, and message text), and session cookies necessary for the website to function. We do not run advertising networks or cross-site tracking on this website.
5. How we use your data
Employee data is used exclusively to operate the HR features your employer has configured: tracking attendance, calculating leave balances, generating payslips, running performance evaluations, routing approvals, and sending notifications. Website visitor data is used to respond to enquiries, schedule product demonstrations, and produce aggregate (non-personal) analytics to improve the website. We do not use employee data to train AI models, sell to third parties, or build advertising profiles.
6. Lawful basis for processing
For employees: we process your data under the legitimate interests and contractual necessity of your employer, who acts as the data controller. For website visitors: we process form submission data on the basis of your consent when you submit a form, and necessary cookies on the basis of our legitimate interest in operating a functioning website.
7. Payroll and financial data
Salary information, payslips, deduction details, and allowances are visible only to: the employee themselves, their direct manager (where your employer has granted this), the Company Administrator, and the Platform Super Administrator. Payslip files are stored securely and are only accessible via expiring private links — they are never publicly accessible.
8. Attendance and location data
When you use the mobile app or web app to record attendance, we may record your geographic coordinates at the moment of check-in or check-out to verify you are within a location boundary your employer has defined. This location data is stored as a coordinate at the moment of punch — we do not continuously track your location. Location data is only visible to administrators and managers authorised by your employer.
9. Data sharing and third parties
We do not sell personal data. We share data only: (a) with cloud infrastructure providers who host the platform under confidentiality obligations, (b) with email delivery services used to send notifications and payslips on your employer's behalf, (c) with your employer and the roles they have authorised within Vision HR, and (d) when required by law or a valid governmental order. We require all third-party processors to handle data in accordance with applicable data protection laws.
10. Data retention
Employee data is retained for the duration of the Customer's subscription and for a legally required period afterward (which may vary by country). When a Customer terminates their subscription, Vision HR provides a data export window during which all records can be downloaded before deletion. Website contact form data is retained for up to 24 months or until you ask us to delete it.
11. Security measures
We apply industry-standard protections to all personal data: all data is encrypted in transit and at rest; employee files and payslips are accessible only through secure, expiring private links; access to each organisation's data is strictly role-based — employees cannot access other employees' records, and Company Administrators cannot access data from other organisations; every sensitive action (payroll edit, approval decision, admin change) is recorded in a tamper-evident audit log with the actor's identity and timestamp; administrator accounts require strong passwords and are subject to automatic session expiry.
12. Your rights as an employee or data subject
Subject to applicable law, you have the right to: access the personal data your employer holds about you in Vision HR (request via your HR administrator); correct inaccurate records; request deletion of your data (subject to your employer's legal retention obligations); receive a copy of your data in a portable format; object to or restrict certain processing. To exercise these rights, contact your employer's HR administrator first. If you cannot reach them, contact us at hello@vision-hr.com and we will assist within 30 days.
13. Children's data
Vision HR is a workplace platform and is not intended for use by individuals under the age of 18. We do not knowingly collect or process data from minors.
14. Saudi Arabia and cross-border data
Vision HR is deployed in Saudi Arabia by default. We comply with the Kingdom of Saudi Arabia's Personal Data Protection Law (PDPL). Customers who require hosting in a different country or region may request this under an Enterprise agreement.
15. Changes to this policy
We will post any material changes to this page and update the date at the top. For significant changes affecting employee data, we will also notify the Customer's administrator by email at least 14 days before the change takes effect.
16. Contact us
If you have questions, complaints, or requests about this Privacy Policy or how Vision HR handles personal data, contact our team at hello@vision-hr.com. We aim to respond within 5 business days.