Privacy Policy

This Privacy Policy explains how Peoplifi ("Peoplifi", "we", "our") handles personal information in connection with our cloud HR platform (the web portal at peoplifi.com), the Peoplifi Desktop Agent (for Windows, macOS and Linux), our mobile check-in flow, and our free tools (FBR Tax Calculator, EOBI Calculator, Salary Slip Generator and others).

Peoplifi serves two audiences and this policy is scoped accordingly:

• Customer organisations who subscribe to Peoplifi to run HR, payroll and time tracking for their workforce. In this role, Peoplifi acts as the data processor and the customer is the data controller for their employees' personal data.
• Individuals — account administrators, end-user employees whose organisations have deployed Peoplifi, visitors to our marketing site, and users of our free tools. For account holders and website visitors, Peoplifi acts as the data controller.

1. Who we are

Peoplifi is operated with entities in the United States and Pakistan:

• US office: 225 Main St, South Bound Brook, NJ 08880, United States
• Pakistan office: Lahore, Pakistan
• Email: contact@peoplifi.com
• Phone: +1 302-217-3058 (international) · +92 310 5927681 (Pakistan)

2. Information we collect

The categories of personal information we process depend on how you interact with Peoplifi.

a. Information you provide directly

• Account data — full name, business email, company name, role/title, hashed password, organisation slug, country and preferred currency.
• Billing data — company billing name and address; the actual card number, CVC and expiry are handled directly by our PCI-DSS compliant payment processor and are never stored on Peoplifi servers.
• Support & lead data — messages you send us via the contact form, chat widget, sales enquiries or email. Leads submitted through the marketing site are also relayed to our internal Slack so the team can respond.
• Free-tool inputs — figures you type into the FBR Tax Calculator, EOBI Calculator, Gratuity Calculator, Salary Slip Generator, etc. 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 provided by customer organisations

When a customer uses Peoplifi to run 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. This typically includes:

• Employee profile — name, employee ID, CNIC or national ID (where required for tax filing), personal email, phone, designation, department, office location and employment dates.
• Compensation — basic salary, allowances (HRA, medical, conveyance, special), deductions, overtime, bonuses, loan balances, provident fund entries.
• Tax & statutory data — FBR tax slab, Section 149 annualised tax, EOBI registration number, province for PESSI / SESSI / KPESSI / BESSI, tax exemptions.
• Banking data — account title, IBAN and bank name, used to generate IBFT bank transfer sheets for the customer's bank (e.g. HBL, MCB, UBL, Meezan). Peoplifi does not directly transfer funds.
• Attendance & time — sign-in / sign-out timestamps, biometric punch events from ZKTeco, Suprema or other ADMS-compatible scanners, mobile GPS check-in coordinates (when geo-fencing is enabled by the customer), leave and holiday records.
• Performance data — review scores, 360-feedback responses, goals and KPIs, kudos and recognition entries.

c. Data collected by the Desktop Agent

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

• Active window titles, foreground application name and URL of the active browser tab (for productivity categorisation).
• 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 5–30 minutes). Customers may enable blurring for privacy-sensitive roles. 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.
• Technical telemetry — OS version, agent version, CPU/RAM utilisation of the agent, crash diagnostics.

The Desktop Agent is only 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 their local law is obtained.

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 list. In particular we set a pf_ab_home cookie (14-day lifetime) for a 50/50 homepage headline experiment and a pf_referral_code local value for the referral program.

3. How we use information

We use the personal data described above to:

• Provide, operate and secure the Peoplifi platform (Art. 6(1)(b) GDPR — performance of a contract).
• Run payroll correctly — including FBR Section 149 tax, EOBI, provincial social security and bank transfer sheet generation (Art. 6(1)(c) GDPR — 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 / consent from their employees.
• Authenticate users, prevent fraud, detect abuse, and enforce our Terms (Art. 6(1)(f) — legitimate interest).
• Respond to support and sales requests you send us.
• Improve the product — aggregated, de-identified usage analytics; A/B tests on marketing pages; periodic in-product NPS 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 (tracking whether a signup came through your referral link and applying the 1-month credit when a referred company upgrades to a paid plan).

We do not sell personal data, and we do not use employee screenshots, activity data or payroll data to train third-party AI models.

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 payslip PDFs) and application servers.
• Payment processor to collect subscription fees and handle card authentication. Peoplifi receives only a tokenised reference, not the card details themselves.
• Email delivery provider for transactional notifications such as payroll completion, payslip delivery and password resets.
• Error monitoring and analytics providers (aggregated, de-identified where possible).
• Slack — 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 sales team can respond quickly.
• Customers — employee data is, by definition, visible to the customer organisation that uploaded it (their HR / Admin / Manager users, scoped by role).
• Regulators, tax authorities or courts — where we are required to disclose information by law (for example a valid FBR notice for a customer organisation's own payroll filings).
• 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.

5. International data transfers

Because we operate in both the United States and Pakistan, personal data may be transferred and processed in either country and in the locations of our sub-processors. Where data is transferred from the EEA, United Kingdom or Switzerland to a jurisdiction not recognised as adequate, we rely on the European Commission's Standard Contractual Clauses (or the UK International Data Transfer Addendum) plus supplementary technical and organisational safeguards. EU, UK and EEA customers should also consult our GDPR page.

6. How long we keep information

• Active accounts: for as long as the customer subscription is active.
• After cancellation: customer data remains available for 30 days in a read-only state so the customer can export, then is deleted or fully anonymised within 90 days unless a longer period is required by law.
• Payroll and statutory records: because FBR and provincial labour laws in Pakistan, and tax rules in other jurisdictions, require employers to retain payroll records for up to 6–7 years, customers can export their own records before the 90-day deletion window closes. After that we retain only the minimum needed to respond to lawful requests.
• Screenshots & 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.
• Backups: encrypted backups may persist for up to 35 days after deletion from the live system before being overwritten.

7. Security

We protect personal data with technical and organisational measures including: TLS 1.2+ in transit; AES-256 encryption at rest for database and object storage; token-based API authentication; role-based access control (Admin, HR, Manager, Employee); audit logging on sensitive actions (payroll generation, bank sheet export, user permission changes); isolated per-tenant data access enforced by an organisation slug header on every API call; regular dependency and vulnerability scanning; 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 you and, where required, the relevant supervisory authority.

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 machine-readable export; object to processing based on legitimate interests or direct marketing; withdraw consent; and lodge a complaint with a data protection authority.

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 them directly within the platform. Peoplifi will assist our customers in responding.

For all other requests, email contact@peoplifi.com. We aim to respond within 30 days.

9. Children

Peoplifi is not intended for children. We do not knowingly collect personal data from anyone under 16 years old. If you believe a child has provided us with personal data, contact us and we will delete it.

10. 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.

11. Contact us