Privacy & Policy
Office-X is committed to safeguarding your personal and organizational information. This Privacy Policy details what data we collect, how it is used, stored, and shared, and the measures we take to protect it. Understanding this ensures transparency, compliance with laws, and a secure experience on our platform.
Office X Privacy & Policy
Effective Date: 1st January 2026
1. Information We Collect
Personal Information
We collect personal information that you provide directly or through your use of the Platform, including:
- Basic Contact Details: Name, email address, phone number, and profile picture
- Professional Information: Emergency contacts, date of birth, job title, and work details
- Verification Documents: Any documents uploaded for verification purposes, such as identification cards or other required records
Company Information
To provide office management services, we may collect and process information about your organization, including:
- Company Details: Company name, address, and primary contact information
- Organizational Structure: Department and designation information
- Office Records: Asset management, attendance data, billing information, and workplace incidents
Usage Data
We automatically collect certain data about how the Platform is accessed and used, including:
- Device & Connection Information: IP address, browser type, and device details.
- Activity Logs: Login timestamps, actions taken within the Platform (e.g., approvals, submissions, or edits).
- Usage Metrics: Patterns and interactions to improve services and monitor system performance.
2. How We Use Your Information
We use the information we collect to operate, maintain, and improve the Platform, and to provide you with a secure and efficient office management experience. Specifically, we use your information for the following purposes:
To Provide and Maintain Platform Services
- Ensure smooth operation of all modules, features, and functionalities
- Enable access to office management, attendance, asset tracking, and administrative services
To Process Office Workflows
- Manage attendance records, leave requests, asset assignments, and support tickets
- Automate and accurately process workplace operations and reporting
To Communicate Updates and Alerts
- Send important notifications regarding account activity, security alerts, service updates, and changes to policies or features.
- Provide support-related communications or responses to inquiries submitted via the Platform.
To Improve the Platform and User Experience
- Analyze usage patterns to optimize features and improve usability.
- Monitor system performance and identify bugs, errors, or potential enhancements.
To Comply with Legal, Regulatory, and Security Requirements
- Fulfill obligations under employment, labor, tax, and data protection laws.
- Maintain secure records for audit, compliance, and investigative purposes.
3. Sharing & Disclosure
We respect your privacy and do not sell, trade, or rent your personal information to third parties. However, we may share your data under certain circumstances to provide services, comply with the law, or protect the security of the Platform.
Authorized Service Providers
- We may share information with trusted third-party service providers who help us operate the Platform, including:
- Payroll processing providers
- Billing and payment processors
- Cloud hosting and data storage services
- These providers are only permitted to use the information for the purposes of delivering the services on our behalf and are contractually obligated to maintain confidentiality.
Legal Compliance and Government Requests
- We may disclose personal or company information when required by law, regulation, subpoena, or government request.
- Such disclosure is limited to what is reasonably necessary to comply with legal obligations.
Fraud Prevention and Security
- We may share information to prevent, detect, or respond to fraud, security threats, or unauthorized activity.
- This includes investigations into suspicious account activity or potential violations of these Terms or applicable laws.
With Your Consent
- We may share your information with third parties when you provide explicit consent.
- Consent may be given at the time of feature usage, integration setup, or other Platform interactions where sharing is optional.
4. Sharing & Disclosure
We take the protection of your personal and company information seriously and implement technical, administrative, and physical safeguards to secure your data.
Technical Measures
- Encryption: Passwords and sensitive information are encrypted and securely stored.
- Access Controls: Role-based permissions ensure that only authorized personnel can access specific data.
- IP Restrictions & Monitoring: Access to sensitive features may be limited by IP address, and activity logs are maintained to detect unusual behavior.
Administrative Measures
- Policies and procedures are in place to ensure that employees and service providers follow proper data protection practices.
- Regular training and audits are conducted to maintain compliance with security standards.
Physical Measures
- Our servers and data storage facilities are secured with controlled access, monitoring, and environmental safeguards to prevent unauthorized physical access.
User Responsibilities
- While we implement robust security measures, no system can be completely secure.
- Users should take precautions such as:
- Using strong, unique passwords
- Accessing the Platform only from secure devices and networks
- Promptly reporting any suspected unauthorized access or security incidents
5. Sharing & Disclosure
Your Rights and Choices
- We respect your rights regarding your personal information and provide options to manage your data in accordance with applicable laws.
Access and Correction
- You have the right to access your personal information stored on the Platform.
- You may request corrections to ensure that your data is accurate and up-to-date, such as updating your contact information, profile details, or employment records.
Data Deletion or Anonymization
- You may request the deletion or anonymization of your personal data.
- Please note that some data may need to be retained to comply with legal, regulatory, or contractual obligations, such as payroll or tax records.
Withdrawal of Consent
- Where consent is the legal basis for processing certain types of data, you may withdraw consent at any time.
- Withdrawal of consent may impact your ability to use specific features of the Platform.
6. Sharing & Disclosure
We retain your data only as long as necessary for its intended purposes. Following account inactivity, your data is securely deleted or anonymized, except when longer retention is legally required.
Retention of Personal and Company Data
- Personal and company information is retained as long as your account is active or as required to comply with legal, regulatory, or contractual obligations.
- This includes data necessary for payroll processing, tax reporting, employment records, and audit purposes.
Deletion or Anonymization
- Upon account termination or request for deletion, we will delete or anonymize your data, unless retention is required by law.
- Data that must be retained for compliance purposes will be stored securely and used only for legal or regulatory requirements.
User Requests
- Users may submit requests for deletion or anonymization of personal data through our support channels.
- We will evaluate each request and take appropriate action in accordance with applicable data protection laws.
7. Cookies & Tracking
Cookies enhance user experience by remembering preferences and managing sessions. You can modify your browser settings to manage cookie preferences. Note that disabling cookies may limit the functionality of certain features.
User Requests
- The Platform may use cookies, web beacons, and similar technologies to enhance functionality, improve user experience, and monitor usage patterns.
- Cookies help the Platform remember your login sessions, preferences, and settings, providing a smoother and personalized experience.
Analytics and Tracking Tools
- We may use analytics tools to collect information about how users interact with the Platform, such as page visits, feature usage, and performance metrics.
- This data is used to optimize features, improve usability, and monitor system performance, and is collected in an aggregated, anonymized manner where possible.
User Control
- Users can manage or disable cookies through their browser settings, although some features of the Platform may be limited if cookies are turned off.
- By continuing to use the Platform, you consent to the use of cookies and tracking as described in this section.
8. Third-Party Integrations
Sharing Data with Third Parties
- The Platform may integrate with third-party services such as payroll providers, email systems, or cloud storage solutions to enhance functionality.
- Necessary information may be shared with these third parties to enable the integrated services, including payroll processing, document storage, or notifications.
Responsibility and Review
- Users are encouraged to review the privacy policies of third-party services to understand how their data is handled by those providers.
- We are not responsible for the privacy practices or policies of any third-party integrations.
9. Policy Changes
We may periodically update this Privacy Policy to reflect new practices, technological advancements, or regulatory changes. We will communicate updates clearly, and the latest version will always be available on our website.
Updates to the Privacy Policy
- We may update or revise this Privacy Policy periodically to reflect changes in our practices, platform features, or legal requirements.
Notification of Significant Changes
- Material changes will be communicated to Users through email, platform notifications, or banners.
- Users are encouraged to review the Privacy Policy regularly to stay informed about how their information is collected and used.
Continued Use Implies Acceptance
- Continued use of the Platform after the effective date of any changes constitutes acceptance of the updated Privacy Policy.
- If you do not agree with the updated Privacy Policy, you must stop using the Platform and request account deletion if desired.
10. Contact Us
For any questions, concerns, or requests regarding this Privacy Policy or our data practices, please reach out to:
Office-X Privacy Team Email: [email protected]
We are committed to responding promptly and assisting you with any privacy-related inquiries.
Thank you for trusting Office-X.
