Legal

Privacy policy

This policy explains how AwayDesk handles personal information, in line with the Protection of Personal Information Act, 2013 (POPIA). It covers two groups of people: visitors who contact us through this website, and the employees of businesses that use AwayDesk to manage leave.

Who we are

AwayDesk is operated by [legal name of the operating business, registration number], of [physical address]. Our Information Officer is [name], who can be reached at [email address].

Demo requests from this website

When you request a demo we collect your name, company, email address, and optionally your phone number, company size, payroll system and message. We use this only to reply to your request and arrange a demonstration. Only the AwayDesk platform owner can see these requests. We keep them for [period, e.g. 24 months] unless you become a customer or ask us to delete them.

Leave records of businesses that use AwayDesk

For leave records, the business that uses AwayDesk (the employer) is the responsible party. AwayDesk is the operator: it processes that information on the employer's instructions, to provide the service. The information can include employees' names, usernames, departments, job titles, employee numbers, contact email and mobile numbers, start dates, leave requests and balances, and supporting documents such as doctor's notes.

Doctor's notes may contain health information, which POPIA treats as special personal information. They are kept in private storage that only the employee, the person who logged the request and the employer's administrators can open.

Employees with questions about their leave records, or who want to correct them, should contact their employer first.

How the information is protected

• Each business's records are kept separate, and every request for data is checked against who is asking.
• Browsers cannot read the database tables directly; they can only call functions that check permissions.
• Passwords are never stored in readable form.
• Leave requests, decisions and changes are recorded in an audit trail.

Service providers

AwayDesk uses Supabase for its database, sign-in and document storage, Cloudflare to serve the website, and Resend to send email. Some of these providers may process information outside South Africa. [Confirm hosting regions and the basis for cross-border transfers under section 72 of POPIA.]

Cookies

This website does not use advertising or tracking cookies. The AwayDesk app stores your sign-in session in your browser so that you stay signed in.

Your rights

You may ask what personal information we hold about you, ask us to correct or delete it, and object to its processing. Contact [email address]. You may also complain to the Information Regulator (South Africa) at [current contact details of the Information Regulator].

Changes

We will post any changes to this policy on this page. Last updated: [date].