Privacy Policy

HR Planner is an HR management solution operated by HR Planner, based in Tunisia. This policy explains what data we collect, why, how long we keep it, who we share it with, and how to exercise your rights. It applies to the mobile app, the website, and the employer dashboard.

1. Data controller

The data controller is HR Planner. For any question about your data, email contact@hrplanner.tn.

2. Data we collect

We only collect what is necessary to run the service:

• Identity and account: first and last name, phone number (used for SMS login), work email, role, assigned site.
• Attendance data: clock-in and clock-out times, attendance status, late arrivals, absences, gaps versus the schedule.
• GPS location at clock-in: precise GPS coordinates captured only when the employee taps "Clock in" or "Clock out" in the mobile app. We do not track location continuously, and the app does not read location in the background.
• Schedule and organisation: planned shifts, site assignments, leave, unavailability.
• Technical data: device identifier, model, operating system, error logs, IP address at sign-in (for account security).

We do not collect sensitive data (health, opinions, biometrics) and we never track your location while the app is closed or in the background.

3. Why we use GPS location

GPS location is used solely to verify that the attendance clock-in is performed from the authorised work area (restaurant, café, lab, school, shop, construction site, or any client site defined by the employer). The coordinate is attached to the clock-in event and shown to the manager for validation.

The user stays in control:

• The location permission is explicitly requested on first use and can be revoked at any time in the phone settings.
• If permission is denied, clock-in is still possible but will be flagged to the manager as "no position" for review.
• Location is never used for advertising, profiling, or resale.

4. Purposes

• Provide the attendance, scheduling, and presence management service.
• Prepare payroll exports and HR reports (attendance, late arrivals, absences, schedule gaps).
• Authenticate the user via SMS and secure the account.
• Detect and limit fraudulent clock-ins (off-site position, unusual manual corrections).
• Provide technical support and improve app reliability.

5. Legal basis

Processing is based on the contract between HR Planner and the employer, on the employer's legitimate interest in organising work and verifying attendance on its sites, and on the employee's explicit consent for using GPS location at clock-in.

6. Retention

• Attendance and schedule data: retained for the duration of the service contract and afterwards for the legal retention period applicable to working-time records.
• GPS coordinates attached to a clock-in: kept with the clock-in event for as long as it is needed for payroll and presence review; deleted upon account closure or on request from the HR administrator.
• Technical logs: retained for up to 12 months for security and diagnostics.
• User account: deleted on request or when the customer contract ends, unless a legal retention obligation applies.

7. Sharing

Data is accessible to the employer (designated managers and HR leads) and to HR Planner's technical team. We rely on subprocessors for hosting, SMS delivery, and application monitoring; these vendors are bound by contract and only process data on our instructions. We do not sell your data and we do not share it for advertising purposes.

8. Security

Data is transmitted over HTTPS, stored on secured servers with restricted access, and credentials or session tokens are encrypted. SMS-based login reduces the risk of unauthorised access.

9. Your rights

Under Tunisia's personal-data protection regulations, you can access your data, ask for it to be corrected or deleted, object to processing, or withdraw your consent for location use. To exercise these rights, contact your HR lead or email contact@hrplanner.tn.

10. Children

The service is designed for professional use and is not intended for people under 16.

11. Changes

This policy may be updated to reflect changes to the service or to regulations. Material changes will be communicated in-app or by email to the account administrator.

12. Contact

For any privacy question, contact us at contact@hrplanner.tn.