Privacy notice

• Identity and contact details: name, employee number, email address, mobile number, address, date of birth.
• Identity documents: ID number and an optional photo of an identity document, uploaded by the employee.
• Attendance data: clock-in and clock-out times, breaks, shifts, weekly totals and correction requests.
• Verification data: a photo captured at the kiosk at the moment of clocking, and — where the employer enables it — a mathematical face template used only for matching.
• Pay data: hourly rate and calculated pay, visible only to super administrators.
• Technical data: sign-in timestamps and audit records of administrative actions.

Face recognition is optional and is switched on by the employer. When enabled, the Service stores a numeric face template (a descriptor), not a searchable photo library. It is used solely to confirm that the person at the kiosk is the employee clocking in. Employees who prefer not to use it can clock in with an employee number and PIN. Face templates are deleted when the employee record is deleted or when enrolment is cleared.

To record working time, calculate normal and overtime hours, prevent buddy-clocking, produce timesheets and payroll, and comply with the Basic Conditions of Employment Act record-keeping duties.

Employees can see their own records through the worker portal. Company administrators can see records for their own company only. Pay rates and payroll amounts are restricted to super administrators. Data is isolated per company and enforced at the database level.

Attendance and payroll records are retained for at least three years as required by South African labour legislation, or longer where the employer's own policy requires it. Clock-in photos are retained for the period set by the employer and deleted thereafter.

Data is encrypted in transit, access is controlled by row-level security policies, PINs and portal passwords are stored only as one-way hashes, and administrative actions are recorded in an audit log.

You may request access to, correction of, or deletion of your personal information, and you may object to processing. Speak to your employer's HR or payroll contact, who administers this system. Complaints may be lodged with the Information Regulator of South Africa.