Privacy Policy

This Privacy Policy explains how Peoplifi ("Peoplifi", "we", "our", or "us") collects, uses, shares, and protects personal information when you use our cloud HR platform at peoplifi.com, the Peoplifi Desktop Agent (Windows, macOS, and Linux), our mobile applications, our public marketing site, and our free online tools (Net Salary Calculator, Overtime Calculator, Leave Balance Calculator, and others).

We have written this policy to comply with the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), the Virginia Consumer Data Protection Act (VCDPA), the Colorado Privacy Act (CPA), the EU General Data Protection Regulation (GDPR), the UK GDPR, Canada's PIPEDA, and similar privacy laws in the jurisdictions where we operate. EU and UK customers should also read our GDPR notice.

Peoplifi serves two audiences and this policy is scoped accordingly:

• Customer organizations who subscribe to Peoplifi to manage HR, payroll, time tracking, and productivity for their workforce. In this role, Peoplifi acts as the service provider / data processor and the customer is the business / data controller for their employees' personal data.
• Individuals — account administrators, end-user employees whose employer has deployed Peoplifi, visitors to our marketing site, and users of our free tools. For account holders, free-tool users, and website visitors, Peoplifi acts as the business / data controller.

1. Who we are

Peoplifi is a workforce-management platform headquartered in the United States. Our principal contact details are:

• Registered office: 225 Main St, South Bound Brook, NJ 08880, United States
• Privacy contact: contact@peoplifi.com
• Phone: +1 302-217-3058

2. Information we collect

The categories of personal information we process depend on how you interact with Peoplifi. We have organized them by source below.

a. Information you provide directly

• Account data — full name, business email, company name, role/title, hashed password, organization identifier, country, time zone, and preferred currency.
• Billing data — company billing name, address, and tax ID. The actual card number, CVC, and expiry are handled directly by our PCI-DSS certified payment processor (Stripe) and are never stored on Peoplifi servers.
• Support and sales communications — messages you send us through the contact form, in-app chat, sales inquiries, email, or scheduled demo calls.
• Free-tool inputs — figures you type into our Net Salary Calculator, Overtime Calculator, Leave Balance Calculator, Leave Encashment Calculator, and similar tools. Calculations run in your browser; we do not retain the amounts you enter unless you choose to save them to your account.

b. Employee information uploaded by customer organizations

When a customer uses Peoplifi to manage HR or payroll, they upload personal data about their workforce. The customer is the data controller for this information; Peoplifi processes it on their instruction and only for the purposes outlined in our Master Subscription Agreement and Data Processing Addendum. Typical categories include:

• Employee profile — name, employee ID, national ID or Social Security Number (where required for tax filing or I-9 verification), personal email, phone, designation, department, manager, office location, and employment dates.
• Compensation — base salary, hourly rate, overtime, bonuses, commissions, allowances, deductions, loan balances, retirement contributions (401(k), pension, RRSP), and benefits enrollments.
• Tax and statutory data — federal, state, and local tax withholding elections (W-4, state equivalents), benefits eligibility, garnishments, and any other data required to run a compliant payroll in the customer's jurisdiction.
• Banking data — account number, routing number (or international equivalent), and bank name, used to generate ACH / SEPA / wire payment instructions for the customer's bank or payroll provider. Peoplifi does not directly transfer funds.
• Attendance and time — clock-in / clock-out timestamps, biometric punch events from compatible devices, mobile GPS check-in coordinates (when geo-fencing is enabled by the customer), shift schedules, leave, and PTO records.
• Performance data — review scores, 360-feedback responses, OKR / KPI progress, kudos, and recognition entries.

c. Data collected by the Desktop Agent

If a customer enables the Peoplifi Desktop Agent for their employees, the agent collects the following while a tracked session is active:

• Active window titles, foreground application name, and URL of the active browser tab (for productivity categorization).
• Keyboard and mouse activity rates (counts per minute). We do not record actual keystrokes, passwords, clipboard contents, or typed text.
• Periodic screenshots at the interval the customer has configured (typically every 5 to 30 minutes). Customers may enable blurring for privacy-sensitive roles or pause windows during personal time. Screenshots are accessible to the customer's administrators and, where the customer allows, to the employee themselves.
• Idle-state detection — we pause tracking after a configurable idle period; the employee may classify the idle segment as meeting time, break, or other.
• Technical telemetry — OS version, agent version, agent CPU / RAM utilization, and crash diagnostics.

The Desktop Agent is intended for workplace devices where the employee has been notified that monitoring is in place. Customers are responsible for ensuring that any notice and consent required by federal, state, or local law (for example, the Connecticut electronic-monitoring notice or the New York Civil Rights Law §52-c notice) is obtained from each monitored employee.

d. Automatically collected data

• IP address, approximate geolocation (country / region), browser, operating system, device type, language, and referring URL.
• Application logs (pages visited inside the product, features used, error traces).
• Cookies and similar technologies — see our Cookie Policy for the complete list of categories, vendors, and lifetimes.

3. How we use information

We use the personal data described above to:

• Provide, operate, and secure the Peoplifi platform (GDPR Art. 6(1)(b) — performance of a contract; CCPA "business purpose" — providing the requested service).
• Run payroll correctly — including federal income tax, FICA, state and local withholding, garnishments, retirement contributions, and bank disbursement instructions (GDPR Art. 6(1)(c) — legal obligation of the customer, discharged on their instruction by Peoplifi as processor).
• Track time, attendance, and productivity on behalf of the customer, where the customer has instructed us to do so and has obtained any local-law notice or consent from their employees.
• Authenticate users, prevent fraud, detect abuse, and enforce our Terms of Service (GDPR Art. 6(1)(f) — legitimate interest).
• Respond to support and sales requests you send us.
• Improve the product through aggregated, de-identified usage analytics; A/B tests on marketing pages; and periodic in-product surveys that ask one question and do not profile the respondent.
• Send service emails (billing, security, outages) and — only with your consent — marketing emails, from which you can unsubscribe at any time.
• Operate the Peoplifi Referral Program and any other voluntary program you choose to enroll in.

What we never do. We do not sell personal data as that term is defined under the CCPA / CPRA, the VCDPA, or any other state privacy law. We do not share personal data for cross-context behavioral advertising. We do not use employee screenshots, activity data, payroll, biometric events, or identifiable customer content to train any third-party AI model.

4. How we share information

We share personal data with a limited set of recipients, each under a written agreement that binds them to confidentiality and appropriate security:

• Cloud infrastructure providers that host our database, object storage (for screenshots and generated payroll PDFs), and application servers — primarily AWS in the US, with regional hosting available on enterprise plans.
• Payment processor (Stripe) — to collect subscription fees and handle card authentication. Peoplifi receives only a tokenized reference, not the card details themselves.
• Email delivery provider for transactional notifications such as payroll completion, payslip delivery, password resets, and system alerts.
• Error monitoring and analytics providers (Sentry, Google Analytics 4) — aggregated and de-identified where possible.
• Customer success tools — when you submit a lead form on the marketing site, the submitted fields (name, work email, company, message) are forwarded to a dedicated internal channel so the team can respond quickly.
• Customer organizations — employee data is, by definition, visible to the customer that uploaded it (their HR, Admin, or Manager users, scoped by role).
• Regulators, tax authorities, or courts — where we are required to disclose information by law, subpoena, or valid government request, and where doing so is consistent with applicable privacy law.
• Successor entities — if Peoplifi is involved in a merger, acquisition, or sale of assets, personal data may be transferred, subject to the same commitments in this policy.

A current list of material sub-processors is available on request from contact@peoplifi.com. Customers receive at least 30 days' notice of any new or replaced sub-processor that materially affects how their data is handled.

5. International data transfers

Peoplifi is headquartered in the United States, and the primary production environment is hosted in US-East AWS regions. If you access Peoplifi from outside the US, your data will be transferred to and processed in the United States.

Where data is transferred from the European Economic Area, the United Kingdom, or Switzerland to a jurisdiction not recognized as adequate, we rely on the European Commission's Standard Contractual Clauses (Module 2 or Module 3, as applicable) plus the UK International Data Transfer Addendum where appropriate, supplemented by technical and organizational safeguards (encryption at rest and in transit, role-based access control, and audit logging). EU, UK, and EEA customers should also read our GDPR notice for the additional rights and procedures that apply to them.

6. How long we keep information

• Active accounts: personal data is retained for as long as the customer subscription is active and the data is needed to provide the Service.
• After cancellation: customer data remains available for 30 days in a read-only state so the customer can export, then is deleted or fully anonymized within 90 days unless a longer period is required by law.
• Payroll and statutory records: federal and state law in the United States typically requires employers to retain payroll, tax-withholding, and time records for 3 to 7 years (for example, the Fair Labor Standards Act requires 3 years for payroll records and 2 years for time cards; IRS Publication 15 recommends 4 years for employment tax records). Customers can export their own records at any time through the admin dashboard or API. After deletion windows close, we retain only the minimum needed to respond to lawful requests.
• Screenshots and activity detail: retained for the retention window configured by the customer (default 30 days), after which raw screenshots are deleted.
• Lead and marketing data: retained for up to 24 months after the last interaction, or until you unsubscribe, whichever is sooner.
• Backups: encrypted backups may persist for up to 35 days after deletion from the live system before being overwritten on rotation.

7. Security

We protect personal data with technical and organizational measures including: TLS 1.2+ in transit; AES-256 encryption at rest for database and object storage; token-based API authentication with short-lived access tokens; role-based access control (Admin, HR, Manager, Employee); SSO via Google Workspace, Microsoft 365, and Okta on enterprise plans; multi-factor authentication; audit logging on sensitive actions (payroll generation, payment-file export, user permission changes); isolated per-tenant data access enforced by an organization identifier on every API call; regular dependency and vulnerability scanning; quarterly penetration testing on production environments; and restricted, need-to-know internal access for Peoplifi staff.

No system is perfectly secure. If we become aware of a security incident that materially affects your personal data we will notify the affected customer without undue delay, and where required, the relevant supervisory authority and individuals concerned, in accordance with applicable breach-notification law (for example, US state breach laws and GDPR Art. 33–34).

8. Your rights

Depending on where you live and the nature of your relationship with Peoplifi, you may have rights to: access a copy of your personal data; correct inaccurate data; request deletion or restriction; receive a portable, machine-readable export; object to processing based on legitimate interests or direct marketing; withdraw consent; opt out of the sale or sharing of personal information (we do not sell or share, but you may exercise the right); limit the use of sensitive personal information; and lodge a complaint with a data-protection authority.

California residents (CCPA / CPRA). You have the right to know what categories of personal information we have collected, the sources, the purposes, and the categories of recipients. You have the right to request deletion, the right to correct inaccurate information, and the right to limit the use of sensitive personal information. We will not discriminate against you for exercising any of these rights.

Virginia, Colorado, Connecticut, Utah, and other US state residents. You have substantially similar rights under your state's consumer privacy law, including the right to access, correct, delete, and opt out of targeted advertising and profiling that produces legal or similarly significant effects.

If you are an employee of a Peoplifi customer, please raise data-subject requests with your employer first — they are the controller of your HR record and can act on requests directly within the platform. Peoplifi will assist our customers in responding within statutory timelines.

For all other requests, email contact@peoplifi.com. We aim to respond within 30 days (45 days under the CCPA, with a one-time 45-day extension where reasonably necessary).

9. Children

Peoplifi is a workforce-management platform intended for use by working adults and is not directed to children. We do not knowingly collect personal data from anyone under 16 years old (or under 13 in the United States, the COPPA threshold). If you believe a child has provided us with personal data, contact us and we will delete it promptly.

10. Do Not Track and Global Privacy Control

Some browsers offer a "Do Not Track" (DNT) signal. Because there is no consensus on how to interpret DNT, we do not currently respond to DNT signals. We do, however, honor opt-out preference signals such as the Global Privacy Control (GPC) where they apply to your jurisdiction; receiving a GPC signal will be treated as a request to opt out of the sale or sharing of personal information.

11. Changes to this policy

We may update this Privacy Policy from time to time — for example, to reflect new features, new sub-processors, or changes in law. The "Last updated" date at the top of the page always reflects the current version. Material changes will be announced to account administrators by email or an in-product notice at least 14 days before they take effect.

12. Contact us