Privacy Policy

The information collected depends on how VixHR is used.

Account information

When an organization or user creates an account, we may collect information such as:

• name;
• email address;
• telephone number;
• organization name;
• employee or user ID;
• job title;
• department;
• login credentials and authentication information; and
• other information provided during account creation.

Employee information

Organizations using VixHR may provide employee-related information, including:

• name;
• contact information;
• employee ID;
• job title;
• department;
• employment information;
• attendance records;
• leave records;
• overtime records;
• workplace information; and
• other information entered into VixHR by an organization or authorized user.

Location information

VixHR may collect device location information when an employee uses a supported clock-in or clock-out feature that requires location information.

VixHR does not continuously track employee location. Location information is collected in connection with the relevant attendance event.

Where supported, VixHR may use Google services to determine or retrieve an address associated with the location provided during a clock-in or clock-out event. The VixHR mobile application requires appropriate device permissions for location-enabled attendance features.

Device and technical information

We may automatically collect technical information when you use VixHR, including:

• IP address;
• device type;
• operating system;
• application version;
• browser information;
• diagnostic information;
• log information;
• security-related information; and
• information relating to how the Service is used.

This information helps us operate, secure, troubleshoot, and improve VixHR.

Analytics information

VixHR uses Google Analytics to understand how users interact with the Service and to improve product performance, usability, and functionality. Google Analytics may collect information such as device, browser, usage, and interaction information in accordance with Google’s applicable policies and configuration.

Demo requests and enquiries

When you request a demo or contact us through the VixHR website, we collect the details you provide, such as your name, work email address, company name, company size, country, the modules you are interested in, and any message you write. We use this information to respond to your request and arrange a walkthrough.

We may use personal information to:

• provide VixHR and its features;
• create and manage accounts;
• authenticate users;
• manage employee and organization information;
• record and manage attendance;
• process clock-in and clock-out events;
• provide location-enabled attendance functionality;
• manage leave and overtime;
• send email, push, and SMS communications where applicable;
• provide customer support;
• maintain and improve VixHR;
• monitor system performance;
• maintain security;
• detect and prevent fraud or abuse;
• investigate security incidents;
• comply with legal obligations; and
• enforce our Terms of Service.

Location information requires particular clarification.

VixHR does not continuously monitor or track employee locations.

Where location-enabled attendance is used, the application may access the device’s location when an employee clocks in or clocks out. The location may be used to record the attendance event and, where applicable, obtain an associated address through Google services.

The organization using VixHR determines whether location-enabled attendance is enabled for its employees. Organizations are responsible for providing appropriate notices to employees and ensuring that their use of location information complies with applicable privacy and employment laws.

VixHR uses Firebase services, including Firebase Cloud Messaging (FCM), to support push notifications.

FCM may process information necessary to deliver notifications to a user’s device, such as device and application identifiers or notification-related information.

Push notifications may be used for service-related purposes such as attendance, leave, account, security, and other VixHR notifications.

VixHR may use email, push notifications, and SMS where required or enabled to provide the Service. These communications may include:

• account-related notifications;
• attendance notifications;
• leave notifications;
• security alerts;
• service announcements;
• administrative notifications; and
• other communications necessary to operate VixHR.

The specific communication method used may depend on the organization’s configuration and the features available in VixHR.

We may share or allow access to personal information with service providers that help us operate VixHR. These may include providers for:

• cloud hosting and infrastructure;
• authentication and security;
• Firebase and push notifications;
• Google Analytics;
• Google location and address services;
• email delivery;
• SMS delivery;
• monitoring and diagnostics; and
• other technical services required to operate VixHR.

Service providers receive only information reasonably necessary to provide their services and are expected to handle information in accordance with applicable contractual or legal requirements.

We may also disclose information when required by law, court order, regulatory authority, or other lawful governmental request.

If your employer or organization uses VixHR, authorized administrators may have access to information associated with your VixHR account. The information available to administrators depends on the organization’s configuration, user permissions, and the features being used.

Microweb Global does not determine an organization’s employment policies or how the organization uses employee information. Questions about how your employer uses your employee information should generally be directed to your employer or organization administrator.

When an organization uses VixHR to manage employee information, the organization generally determines the purposes for which employee information is processed.

In such circumstances, the organization may act as the relevant data controller, while Microweb Global may process information on the organization’s behalf as a service provider or data processor, where applicable under relevant law.

For information that Microweb Global collects directly to operate VixHR, such as account administration, customer support, security, and service analytics, Microweb Global may act as the relevant data controller.

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer period is required by law or necessary for legitimate legal or security purposes.

Company cancellation

When a company cancels its VixHR account, the company’s VixHR data will be deleted following the applicable cancellation and deletion process.

Data may remain temporarily in backups or systems maintained for security, disaster recovery, or legal purposes. Such data will be deleted or overwritten in accordance with applicable retention processes.

Organizations should export information they need before cancelling their VixHR account.

We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, loss, misuse, or destruction.

Security measures may include access controls, authentication, encryption where appropriate, system monitoring, logging, infrastructure protections, and other safeguards. However, no internet-based service can guarantee absolute security.

Depending on your location and applicable law, you may have rights regarding your personal information, including rights to:

• access personal information;
• correct inaccurate information;
• request deletion where legally applicable;
• request restriction of certain processing;
• object to certain processing;
• withdraw consent where applicable;
• request a copy of certain information; and
• lodge a complaint with a competent data-protection authority.

Where your employer or organization controls the processing of your employee information, you may need to direct certain requests to that organization.

We may need to verify your identity before responding to privacy requests.

The VixHR website and applications may use cookies, local storage, SDKs, and similar technologies for purposes such as:

• authentication;
• maintaining sessions;
• security;
• remembering preferences;
• analytics;
• performance monitoring; and
• improving the Service.

Google Analytics may use cookies or similar technologies for analytics purposes depending on its configuration. On the VixHR website, analytics cookies are only set if you accept them, and you can change your choice at any time using “Cookie settings” at the bottom of any page. You may also be able to control certain cookies through your browser or device settings.

VixHR may use cloud infrastructure and third-party service providers located in countries other than where a user or organization is located. As a result, personal information may be transferred to or processed in other jurisdictions.

Where applicable, we will take reasonable measures required by relevant data-protection laws for such transfers.

VixHR is an organizational workforce-management platform and is intended for use by organizations and their employees. VixHR is not designed as a service directed toward children.

VixHR may use third-party services, including services provided by Google and Firebase. Third-party providers may process information according to their own privacy policies and terms. Relevant third-party services may include:

• Google Analytics;
• Microsoft Clarity, used with your consent to understand how visitors use the website;
• Google services used for address and location functionality; and
• Firebase / Firebase Cloud Messaging.

We recommend reviewing the applicable privacy policies of these providers for information about their independent processing practices.

We may update this Privacy Policy from time to time to reflect changes to VixHR, our technology, our practices, or applicable legal requirements.

When material changes are made, we may provide notice through VixHR, our website, email, or another appropriate method. The updated version will include a revised “Last updated” date.

If you have any questions about this page, or would like to make a request, contact us:

Microweb Global (Private) Limited
67 S. De S. Jayasinghe Mawatha, Nugegoda, Sri Lanka
[email protected]

Website: vixhr.com

When contacting us regarding a privacy request, please provide sufficient information for us to understand and process your request. Please do not send unnecessary sensitive information by email.

This Privacy Policy is intended to operate consistently with applicable privacy and data-protection laws, including laws applicable to Microweb Global and users of VixHR.

Where mandatory privacy rights applicable to you provide greater protection than this Privacy Policy, those rights will apply to the extent required by law.