Privacy policy
Last updated: January 2026
1. Introduction
Ergonicx ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you use our workforce management platform.
2. Data Controller
Ergonicx is the data controller for personal data processed through our service. We are based in the European Union and comply with GDPR and other applicable data protection laws.
3. Data We Collect
We collect the following types of data:
- Account data: Name, email address, role (manager/employee)
- Work session data: Clock-in/out times, break deductions (from rules), location data (if geofencing is enabled)
- Shift and leave data: Shift assignments, leave requests, calendar information
- Usage data: Logs of actions taken in the system for audit purposes
- Technical data: IP address, browser type, device information
4. How We Use Your Data
We use your data to:
- Provide and maintain the Ergonicx service
- Process time tracking and workforce management features
- Send service-related notifications and updates
- Ensure security and prevent fraud
- Comply with legal obligations
- Improve our service (using anonymized data)
We do not use your data for advertising, marketing to third parties, or selling to data brokers.
5. Data Storage and Location
All data is stored in EU data centers. We do not transfer your data outside the European Economic Area (EEA) unless you explicitly request it or it's necessary for service delivery (e.g., if you access the service from outside the EU).
Data is encrypted in transit and at rest. We use industry-standard security measures to protect your data.
6. Data Sharing
We do not sell, rent, or share your personal data with third parties except:
- Service providers: We use trusted providers (hosting, email) who process data on our behalf under strict contracts
- Legal requirements: If required by law or to protect our rights
- With your consent: If you explicitly authorize sharing
7. Data Retention
We retain your data for as long as your account is active. After account termination:
- Active data is deleted within 30 days
- Backup data is deleted within 90 days
- Audit logs may be retained longer if required by law
You can request data deletion at any time by contacting us or deleting your account.
8. Your Rights
Under GDPR and other data protection laws, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Correct inaccurate data
- Erasure: Request deletion of your data
- Restriction: Limit how we process your data
- Portability: Receive your data in a machine-readable format
- Objection: Object to certain types of processing
To exercise these rights, contact us at our contact page. We will respond within 30 days.
9. Location Data
Location data (GPS coordinates) is only collected if you enable geofencing for clock-in/out verification. This data is:
- Only used for verifying clock-in/out location
- Not used for continuous tracking
- Not shared with third parties
- Stored securely and deleted according to our retention policy
You can disable geofencing at any time in your organization settings.
10. Cookies and Tracking
We use essential cookies for authentication and session management. We do not use tracking cookies, advertising cookies, or third-party analytics that track you across websites.
11. Children's Privacy
Ergonicx is not intended for users under 16 years of age. We do not knowingly collect data from children. If you believe we have collected data from a child, please contact us immediately.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notification. The "Last updated" date at the top indicates when changes were made.
13. Contact
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us at our contact page.
You also have the right to lodge a complaint with your local data protection authority if you believe we have violated your privacy rights.