Privacy Policy

1. INTRODUCTION

At Workhive, we understand that privacy and the protection of information are fundamental to the trust our customers and users place in us.

This Privacy Policy explains what information we collect, how we use it, who we share it with, how we protect it, and what choices are available regarding the processing of that information.

This Policy applies to the use of the website, the web platform, the mobile applications, and any other service offered under the Workhive brand.

By using Workhive or interacting with our Services, you acknowledge that you have read this Privacy Policy.

2. WHO WE ARE

Workhive is a platform developed and operated by:

EmQu LLC
A limited liability company organized under the laws of the State of Delaware, United States of America.

If you have questions about this Privacy Policy or wish to exercise any of your rights regarding your information, you may contact us at: privacy@workhiveapp.com

3. WHAT INFORMATION DO WE COLLECT?

The information we collect depends on the features contracted by the Client and how the Client configures the Platform.

Depending on how Workhive is used, we may collect the following categories of information:

• Account information, such as name, email address, company, job title, login credentials, and profile photo.
• Employment or administrative information, including position, department, work site, schedules, shifts, vacation, leave, incidents, evaluations, and other information related to personnel administration.
• Personal data of employees, when the Client uploads it to the Platform, such as name, date of birth, address, phone number, email address, official identification, social security number, tax identification number, professional licenses, certifications, and any other information necessary for human resources administration or compliance with labor obligations.
• Operational information, including attendance records, check-ins, check-outs, patrols, tasks, forms, reports, incidents, and activity logs.
• Evidence, such as photographs, videos, documents, files, and any other content uploaded by the Client or its Users.
• Location information, when the Client enables geolocation, geofencing, or similar features.
• Biometric information, when the Client enables facial recognition or other similar technologies available on the Platform.
• Technical information, such as IP address, device type, browser, operating system, access logs, and other information necessary to operate, maintain, and protect the Platform.
• Support communications, including information provided when the Client or its Users contact our support team or use other service channels.

We do not collect more information than necessary to provide our Services, and we process only the information the Client chooses to upload or that is generated as a result of using the Platform.

4. HOW DO WE USE INFORMATION?

We use the information we collect to operate, maintain, and improve Workhive, as well as to provide the Services contracted by our Clients.

In particular, we may use the information to:

• Create and manage Client and User accounts.
• Provide access to the Platform and its features.
• Manage attendance, schedules, patrols, incidents, tasks, evidence, and other operational processes.
• Administer human resources-related information when the Client uses those features.
• Validate the location or identity of Users when the Client enables geolocation or facial recognition features.
• Provide technical support, resolve incidents, and respond to requests.
• Send notifications related to Platform operation, updates, or important Service communications.
• Improve, develop, and protect our products and services.
• Detect, prevent, and investigate fraudulent activity, unauthorized access, or security incidents.
• Comply with applicable legal, regulatory, or contractual obligations.

We will not use the information for purposes incompatible with those described in this Privacy Policy.

5. GEOLOCATION AND FACIAL RECOGNITION

Some Workhive features use location information or facial recognition technologies to support our Clients' operational management.

These features are optional and are only available when the Client decides to enable them and the User grants the necessary permissions on their device, where applicable.

Location information may be used for functions such as attendance recording, check-in and check-out validation, geofences, patrols, and other features available on the Platform.

When the Client enables facial recognition or other biometric technologies, EmQu will process that information solely to provide the contracted Services and in accordance with the Client's instructions.

The Client is responsible for determining whether the use of these features complies with applicable law, and for obtaining any consents, authorizations, or notices that may be required with respect to its Users or employees.

Workhive does not use location or biometric information for purposes other than those authorized by the Client or described in this Privacy Policy.

6. WHO DO WE SHARE INFORMATION WITH?

We do not sell, rent, or trade the personal information of our Clients or Users.

We may share information only in the following cases:

• With technology providers that help us operate Workhive, such as cloud infrastructure, storage, authentication, payment processing, messaging, mapping, support, or other services necessary for the operation of the Platform.
• When necessary to comply with a legal obligation, a request from a competent authority, or a judicial proceeding.
• When necessary to protect the rights, safety, or integrity of EmQu, our Clients, Users, or third parties.
• As part of a merger, acquisition, corporate reorganization, or sale of assets, in which case the information will remain protected under this Privacy Policy or an equivalent policy.

All providers with access to information processed by Workhive are subject to contractual confidentiality and data protection obligations, as applicable.

7. SECURITY AND RETENTION OF INFORMATION

At Workhive, we implement reasonable administrative, technical, and organizational measures to protect information against unauthorized access, loss, alteration, disclosure, or destruction.

While we work continuously to maintain a secure environment, no electronic transmission or storage system can guarantee absolute security.

We retain information only for as long as necessary to provide our Services, comply with legal obligations, or address requirements related to the operation of the Platform.

When a subscription is canceled or terminated, the Client's information may be retained for up to thirty (30) calendar days to allow for its recovery or export. After that period, EmQu may permanently delete the information, unless a legal obligation requires it to be retained for a longer period.

Deleting information from active systems does not necessarily mean immediate deletion from backup copies, which may be temporarily retained in accordance with EmQu's internal continuity and security processes.

8. YOUR RIGHTS

Depending on applicable law, you may have the right to:

• Request access to the personal information we hold about you.
• Request the correction or update of inaccurate or incomplete information.
• Request the deletion of your information, where legally applicable.
• Object to or request the restriction of the processing of your information in cases permitted by applicable law.
• Withdraw your consent when the processing of information is based on such consent.
• File a complaint with the relevant data protection authority.

When Workhive processes information on behalf of a Client, some requests must be directed to that Client, who determines the purposes and manner of processing the information uploaded to the Platform.

If you wish to exercise any of these rights or have questions about this Privacy Policy, you may contact us at: workhive@helpdesk.emqu.net

9. MINORS

Workhive is intended for businesses and organizations to manage their operations and personnel. The Platform is not intended for use by minors.

The Client is responsible for ensuring that individuals who use the Platform have the legal capacity necessary to do so, and for complying with applicable law when uploading information related to minors.

If EmQu becomes aware that personal information of a minor has been collected in violation of this Policy or applicable law, it may take reasonable steps to delete that information or restrict its processing.

10. COOKIES AND SIMILAR TECHNOLOGIES

Workhive uses cookies and similar technologies to operate the Platform, improve the user experience, remember preferences, analyze usage, and strengthen the security of our Services.

For more information about the cookies we use, their purpose, and the options available to manage them, please see our Cookie Policy, available on our website.

11. INTERNATIONAL DATA TRANSFERS

Workhive may process and store information on servers located in different countries, either directly or through technology providers that support us in delivering our Services.

By using the Platform, the Client acknowledges and agrees that information may be transferred, stored, or processed outside the country where it was collected, provided that such transfers are carried out in accordance with applicable law and under reasonable security and confidentiality measures.

EmQu will work to ensure that providers involved in the processing of information maintain adequate data protection standards.

12. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy when necessary due to changes in applicable law, the addition of new features, improvements to our Services, or any other reason related to the operation of Workhive.

The current version will be available on our website and will indicate the date of its last update.

When changes are material, we will make reasonable efforts to notify our Clients before they take effect.

13. CONTACT

If you have questions about this Privacy Policy or about how Workhive handles information, you may contact us at:

EmQu LLC
A limited liability company organized under the laws of the State of Delaware.
hola@beworkhive.com, workhive@helpdesk.emqu.net

We will make our best effort to respond to your request within a reasonable time and in accordance with applicable law.