PeopleHub Privacy Policy

1. Introduction

PeopleHub ("the Platform") is an internal operations and workforce management platform developed for Loop.

This Privacy Policy explains how we collect, use, store and protect personal information when you use PeopleHub.

By using PeopleHub, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

Depending on your role and how you use the platform, we may collect:

Account Information

• Full name
• Email address
• Job title
• Department
• User role
• Profile information

Attendance Information

• Clock-in time
• Clock-out time
• GPS coordinates (where enabled)
• Attendance status
• Shift information

Leave Information

• Leave requests
• Leave type
• Leave dates
• Leave status
• Supporting documentation (where applicable)

Booking Information

• Meeting room bookings
• Booking attendees
• Booking dates and times

Technical Information

• IP address
• Browser information
• Device information
• Authentication logs
• Audit logs

3. How We Use Your Information

We use your information to:

• Authenticate users
• Manage employee attendance
• Process leave requests
• Manage meeting room bookings
• Deliver platform notifications
• Improve platform functionality
• Provide administrative reporting
• Investigate technical or security issues
• Maintain audit records

4. Access to Your Information

Access is controlled using role-based permissions.

Employees may access only information relevant to their own account, including:

• Attendance records
• Leave requests
• Bookings
• Personal profile information

Administrators may access employee information only where required for legitimate operational and administrative purposes.

5. External Users

PeopleHub supports authorised external users, such as contractors, consultants or approved third parties.

External users are granted access only to information necessary for their assigned role.

6. Data Security

Reasonable technical and organisational safeguards are implemented to protect information against:

• Unauthorised access
• Loss
• Misuse
• Alteration
• Disclosure

While every effort is made to secure the platform, no internet-based service can guarantee absolute security.

7. User Deletion

Authorised administrators may permanently remove user accounts when appropriate.

Deleting a user account removes access to the platform.

Historical operational records (such as attendance, leave requests, audit logs or bookings) may be retained where necessary for:

• Operational continuity
• Reporting
• Legal obligations
• Audit purposes

Where possible, historical records may remain associated with the deleted user for reporting purposes while preventing future account access.

8. Data Retention

Personal information is retained only for as long as reasonably necessary to:

• Operate the platform
• Meet legal obligations
• Resolve disputes
• Maintain business records

9. Cookies and Authentication

PeopleHub uses authentication cookies and security tokens required for login and session management.

These cookies are necessary for the operation of the platform.

10. Third-Party Services

Depending on configuration, PeopleHub may integrate with services including:

• Google Workspace
• Google OAuth
• Google Calendar
• SendGrid
• Google Maps or Geolocation services
• AI services used to provide platform insights

These services operate under their own privacy policies.

11. Your Rights

Subject to applicable law, you may request to:

• Access your personal information
• Correct inaccurate information
• Update your profile
• Request deletion where appropriate
• Raise privacy concerns with the organisation

12. POPIA

PeopleHub is intended to support responsible processing of personal information in accordance with the principles of the Protection of Personal Information Act (POPIA), where applicable.

13. Changes

This Privacy Policy may be updated from time to time.

Continued use of the platform constitutes acceptance of the updated policy.