HRSaas Worker — Privacy Policy

This Privacy Policy explains how Flexstaff Limited ("we", "us", "our") collects, uses, and shares your personal information when you use the HRSaas Worker mobile app (the "App"). The App is provided to workers engaged through our workforce management service so they can record attendance, view their timesheets and payslips, and request leave.

1. Information we collect

Account information

• Your name, email address, and password when you register or sign in.

Employment and payroll information

Provided by your employer and shown to you in the App. Depending on your engagement this may include:

• Contact details (phone, email), date of birth, and job title.
• Tax details such as your IRD number, tax code, and KiwiSaver rate.
• Pay rate, timesheets and hours worked, payslips, and leave balances and requests.

Location information

• When you clock in or clock out, we collect your device's precise location to confirm you are at your assigned work site (a geofence check).
• While the App is open during working hours, we may passively sample your location to help record your attendance if you forget to clock in or out.
• We only access location while the App is in use (foreground). We do not track your location in the background, and we only sample location if you have granted the App location permission. You can revoke this permission at any time in your device settings.

Microphone

• Staff and administrators can fill in a form by speaking instead of typing. When you start a recording, the audio is sent to our service and converted to text so the spoken details can be placed into the form's fields for you to review before saving.
• The microphone is used only while you are recording, never in the background and never to listen passively. Recordings are used to produce that transcript and are not used to identify you, build a voice profile, or for advertising.
• This feature is optional — you can always type instead — and you can revoke microphone permission at any time in your device settings.

Camera and photos

• Staff and administrators can photograph a work site to attach evidence to a health and safety record (for example a toolbox meeting, job safety analysis or site audit), and can attach identity or qualification documents to a worker's file.
• The camera opens only when you choose to take a photo. Images you capture are attached to the record you were filling in; we do not access your photo library unless you pick a file yourself, and we do not use images for advertising.
• You can revoke camera permission at any time in your device settings.

Technical information

• Basic information needed to operate the App securely (for example, your authenticated session). We do not use third-party advertising or cross-app tracking.

2. How we use your information

• To verify your attendance at a work site and record your working hours.
• To process payroll and show you your timesheets, payslips, and leave.
• To create and manage your account and keep the App secure.
• To comply with our legal and tax obligations.

3. How we share your information

• Your employer / the placing business, for workforce management, attendance, and payroll.
• Payroll and accounting providers (for example, Xero) used to process pay and generate payslips.
• Service providers that host and support the App, under confidentiality obligations.
• Authorities, where required by law (for example, tax reporting).

We do not sell your personal information.

4. Data retention

We keep your information for as long as needed to provide the App and to meet our legal obligations. Employment and payroll records are retained for the periods required by applicable law (in New Zealand, certain wage, time, and tax records must be kept for several years), even after you stop using the App.

5. How we protect your information

• Data is transmitted over encrypted connections (HTTPS/TLS).
• Your password is stored in encrypted form; your session token is held in the device's secure store.
• Access to employment data is restricted to authorised personnel.

6. Your rights and account deletion

• You may request access to, or correction of, the personal information we hold about you.
• You can request deletion of your account from within the App (My › Delete account). Deleting your account disables your sign-in. Note that we may need to retain some employment and payroll records to comply with legal obligations, as described in section 4.
• To exercise these rights, use the in-app option or contact us using the details below.

7. Children

The App is intended for workers and is not directed at children under 16. We do not knowingly collect personal information from children.

8. Changes to this policy

We may update this Privacy Policy from time to time. We will update the "Last updated" date above and, where appropriate, notify you in the App.

9. Contact us

If you have any questions about this Privacy Policy or your personal information, contact us at:

• Flexstaff Limited
• Email: jo@flexstaff.co.nz
• Address: 125 O'Brien Road, Lucas Heights, Auckland