Privacy Policy

JOBOHIVE provides software that companies use to manage remote and hybrid teams. This policy explains what personal data is handled when you visit our website, register a company, or use the JOBOHIVE web app and the JOBOHIVE desktop monitoring app (together, the "Service").

There are two different relationships, and the difference matters:

• Company administrators and visitors: when a company registers, or a person visits our website, JOBOHIVE decides why and how that data is used. We are the "data controller" for it.
• Staff members: when a company adds its employees or contractors, the company decides what is collected and why. The company is the "data controller" and JOBOHIVE is its "data processor", acting only on the company’s instructions and these terms.

If you are a staff member, your employer is your first point of contact for questions about your data, and each company can add its own privacy notice, which you can read on the Privacy page inside JOBOHIVE. Where this policy and your employer’s notice differ about how your employer uses your data, the employer’s notice applies to that use, and this policy applies to how JOBOHIVE itself handles it.

This policy follows the Data Protection Act, 2019 of Kenya and its regulations. Where another law applies to you, we will respect the rights it gives you.

1. Company sign-up and website visitors

• company name, email, phone number, address and the WhatsApp username or number you give us;
• the name and email of the company administrator, and the plan you choose;
• a record that you accepted our Terms and this policy: the date, the version accepted and the IP address you used;
• ordinary technical data when you visit the site: IP address, browser type, pages requested and error logs.

2. Accounts and security

• your name, email address and (for staff) employee ID, job title, department, role and permissions;
• your password, stored only as a one-way hash, never in readable form;
• if you turn on two-factor login: the authenticator secret (stored encrypted) and recovery codes (stored hashed);
• sign-in sessions, the times and IP addresses of logins, and failed-login counters used to block guessing;
• one-time links for setting or resetting a password (stored hashed and expiring);
• an audit log of sensitive actions such as sign-ins, role changes, exports, impersonation by our support team, data requests and deletions, with the person who did it, the time and the IP address.

3. Staff profile and HR records entered by the company or the person

• phone number, hire date, employment status, probation dates, shift and time zone;
• profile photo and emergency contact name and phone number, if provided;
• contracts and the record of signing, payslips, documents uploaded for the person (for example ID or bank details), expense claims and receipts, leave requests and approvals, performance reviews, assets issued to the person, and onboarding or offboarding checklists.

4. Attendance and work records

• clock-in and clock-out times, the IP address, and work-session totals;
• the GPS location your device reports at the moment you clock in and clock out (not continuously);
• a photo taken at clock-in and at clock-out;
• timesheet entries (project, task, hours, notes), daily reports, and approvals;
• away, idle and phone-use totals, a focus score and presence results for each session, where the company has switched monitoring on (see "Camera-based monitoring" below).

5. Face and biometric data

• a selfie taken at first login, which is sent to the company’s HR team and kept as the person’s official photo;
• a face signature: a list of 128 numbers calculated from that selfie, used to compare faces. It is not a photograph and cannot be turned back into one;
• during work sessions, a camera frame sent periodically to confirm the right person is present. It is compared to the face signature and then discarded, and is not stored;
• the result of each comparison (matched or not matched and a confidence figure), and any "away" alert that follows.

6. Camera-based monitoring and activity (JOBOHIVE desktop app)

• While you are clocked in and the desktop app is running, it analyses your camera feed on your own computer to judge whether you are at your desk, whether your eyes appear to be closing (drowsiness), and whether your hand appears to be near your face (possible phone use). The video is processed on your computer and is not recorded or uploaded.
• It also watches keyboard and mouse activity, noting only when you last pressed a key or moved the mouse, so it can tell when you have been idle. It records only that activity happened and when, never which keys you pressed, what you typed or what is on your screen.
• Every minute it sends only numbers to JOBOHIVE: focus score, minutes away, minutes idle, minutes of phone use and counts of frames. A company can also switch on screen recording; if it does, you are told, and recordings are handled as the company configures and as set out in this policy.

7. Communication and collaboration

• support-style tickets: subject, message text and formatting, priority, category, assignee, status, comments, links and attached files;
• team chat messages and discussion rooms, announcements, and call details such as who joined and when. Video and audio of calls travel directly between participants and are not recorded or stored by JOBOHIVE;
• in-app notifications, and the delivery log of messages sent by email, SMS or WhatsApp (recipient, channel, result and the provider’s reply);
• your notification preferences and any WhatsApp number you add.

8. Billing

• plan, amounts in US dollars, dates, and the status of each payment;
• for M-Pesa: the phone number charged, the amount in shillings, the exchange rate used, the transaction ID and the M-Pesa receipt. We do not receive or store your M-Pesa PIN. If card payments are offered, card details are entered with the payment provider and are not stored by JOBOHIVE.

9. Privacy records

• the consents you give or withdraw, with the version of the notice, the time and your IP address;
• data requests you make (a copy of your data, a correction, deletion or an objection) and how they were handled.

Face data is biometric and treated as sensitive personal data. Camera-based drowsiness and phone-use signals, and the focus score, are estimates produced by software. They can be wrong, for example because of lighting, glasses, a head covering, disability, a skin tone the software handles less well, or a second person walking past the camera. They are not medical or disciplinary findings.

JOBOHIVE does not make decisions about people by itself. Scores, alerts and reports are inputs for a human manager to review. Companies must not rely solely on them to discipline, dismiss or pay someone, and our Terms require this. If you disagree with something recorded about you, use the Privacy page to ask for a correction or to object.

Face verification should not be the only way to work. If you cannot or prefer not to use it, speak to your employer, who is responsible for offering a reasonable alternative.

• To provide the Service and to perform our contract with the company: accounts, attendance, timesheets, HR features, tickets, messaging and billing (contract).
• To run the employer’s legitimate management of its workforce, including attendance and, where switched on, monitoring and face checks (the employer’s own lawful basis, usually legitimate interest, legal obligation or consent, as explained in its notice). For face data we rely on the consent recorded in the Privacy page and on the employer’s own authorisation.
• To keep the Service secure: prevent fraud and abuse, rate-limit logins, investigate incidents and keep audit records (legitimate interest and legal obligation).
• To take payments and keep financial records (contract and legal obligation).
• To send you messages about your account, security, onboarding and support, and the notifications you chose (contract and legitimate interest).
• To improve and maintain the Service using aggregated or de-identified information (legitimate interest).
• To comply with the law and respond to lawful requests (legal obligation).

We do not sell personal data, we do not use staff data for advertising, and we do not use it to train advertising or profiling systems.

Inside your company, access depends on role. Administrators and HR can see staff records. Heads of department, supervisors and managers can see what their role permits, such as attendance, timesheets, tickets and presence alerts for their teams. The company controls these permissions and can review who has what on its Roles page. You can always see your own records.

JOBOHIVE staff do not browse customer data. Our platform administrators can open a company’s account as its administrator to give support, fix a fault or investigate abuse. This is limited, time-restricted, and recorded in the audit log. We do not use it to look at staff data for any other purpose.

Other companies can never see your company’s data. Each company’s records are kept separate in the software.

We use a small number of providers to run the Service. They may process data only to provide their service to us or, for messaging, to the company, under confidentiality and security obligations.

• Cloudflare: carries traffic between your browser and our servers, protects against attacks and may set security cookies. Cloudflare sees requests in transit.
• Email provider (the one the platform is set up with, for example your own SMTP server, Google Workspace or Gmail, SendGrid or Mailgun): receives the recipient’s email address and the message content to deliver it.
• SMS and WhatsApp providers (for example CONVO, Africa’s Talking, Twilio, Meta WhatsApp Cloud API): receive the phone number and the message text.
• Safaricom (M-Pesa): receives the phone number and amount for an M-Pesa payment.
• JSDelivr (a public content network): your browser downloads the face-detection model files from it when you use camera features. It can see your IP address and browser details, not your camera images.
• Google STUN servers: video calls ask Google’s public STUN servers which network address to use, so Google sees your IP address when you join a call. Call media is not sent to Google.

We may also disclose data where the law, a court order or a competent authority requires it, to protect people’s safety, rights and security, or to a buyer in a merger or sale of the business, who must honour this policy. A company may export its own data and give it to its own advisers and auditors.

Customer data is stored on servers that JOBOHIVE operates or rents, currently hosted in Kenya. Some of our providers (for example Cloudflare, Meta, Twilio, Google and email or SMS providers) process data in other countries. Where personal data leaves Kenya we rely on safeguards the law allows, such as a contract with the provider, adequate protection in the destination country, or your or the company’s consent where required. We will update this policy if the main storage location changes.

• Account and staff records: while the company’s account is active. When a company removes a person, the record is archived and hidden, and is permanently deleted when the person or the company asks, or when the company’s account is deleted.
• Attendance times, timesheets, reports, leave and HR records: as long as the company keeps them. Companies are responsible for how long employment law requires them to be kept.
• Camera-based activity records and clock-in/clock-out photos: for the period the company sets on its Privacy page (365 days by default, minimum 30), and then deleted automatically every night. A company can choose to keep them until it deletes them by hand. The attendance times themselves are kept when a photo is deleted.
• Face signature and first-login photo: until the company or the person asks for them to be erased, or the person’s account is deleted. A company administrator can erase them at any time.
• Periodic presence-check camera frames: not stored; discarded straight after the comparison.
• Delivery log of emails, SMS and WhatsApp messages: 90 days.
• Sign-in links and password-reset links: until used or expired (1 to 72 hours).
• Audit logs: kept for security and accountability for as long as the account exists.
• Billing records: kept for as long as tax and accounting law requires, which can be several years even after an account closes.
• Backups: database backups are taken nightly and kept for 14 days before being overwritten. Deleted data can therefore remain in a backup for up to that long.
• After an account closes or a trial ends without a subscription: the company can export its data for 30 days, and we then delete or anonymise it within 60 days, except where we must keep it by law.

• connections are encrypted (HTTPS);
• passwords are hashed; two-factor secrets and the credentials companies give us for email, SMS, WhatsApp and payments are stored encrypted; recovery codes and reset links are hashed;
• each company’s data is separated in the software, and staff see only what their role allows;
• sign-in attempts, password resets and sensitive requests are rate-limited, and two-factor login is available and can be required by the company;
• sensitive actions are recorded in an audit log;
• photos are stored under long, random file names and are not listed publicly;
• access by JOBOHIVE staff is limited to those who need it and is logged;
• regular database backups.

No system is perfectly secure. If a personal data breach affects your company’s data, we will tell the company without undue delay and within 72 hours of confirming it, so it can meet its own duties. Where the law requires, we or the company will tell the Office of the Data Protection Commissioner and the people affected.

Under the Data Protection Act, 2019 and similar laws you may have the right to: be told how your data is used; access it; object to its use; have inaccurate data corrected; have data deleted; receive a copy in a portable format; and withdraw consent that you gave. You also have the right not to be subject to a decision based only on automated processing that significantly affects you.

Inside JOBOHIVE, the Privacy page lets you see what is tracked about you, download a copy of your data immediately, withdraw consent, and send a request to correct data, delete it or object. Your employer sees the request and must respond. If you withdraw consent to monitoring, you may not be able to clock in until the company and you agree how you will work.

You can also email [email protected]. Staff members’ requests are normally passed to their employer, who controls the data, and we help the employer respond. We may ask you to prove who you are before we act. We respond within the time the law allows.

If you are not happy, you may complain to the Office of the Data Protection Commissioner of Kenya, and you may also contact us first so we can try to put things right.

Your browser or computer asks for permission before JOBOHIVE can use your camera (selfies, face checks, video calls), microphone (calls) or location (clock-in and clock-out). You can say no or change it in your browser or system settings at any time, but features that need it, such as clocking in, will not work without it. The desktop monitoring app is installed and started by you and uses the camera only while you are clocked in.

JOBOHIVE uses only what it needs to work. Your browser’s local storage keeps you signed in and remembers simple choices such as a filter. We do not use advertising cookies, analytics or tracking pixels, and we do not let third parties track you through the Service. Cloudflare may set strictly necessary security cookies to protect the site from abuse. You can clear this data in your browser; you will be signed out.

Companies that use JOBOHIVE must have a lawful basis for monitoring and face verification, tell staff clearly what is tracked and for how long, obtain any consent the law requires, carry out a data protection impact assessment where the law calls for one, register with the Office of the Data Protection Commissioner where required, keep monitoring proportionate and limited to working time, and respond to staff requests. Our Terms of Service set out these duties.

The Service is for businesses and their staff and is not directed to children. Companies must not add anyone under 18 without the lawful basis and protections the law requires. If we learn that we hold a child’s data without a lawful basis, we will delete it.

We may update this policy as the Service or the law changes. The latest version is always on this page with its "last updated" date. For material changes we will tell company administrators by email or in the Service, and where the law requires, we will ask people to accept again. Companies can also update their own privacy notice, and staff are asked to accept it again when a company publishes a new version.

Privacy questions, requests and complaints: [email protected]. General support: [email protected]. Please include your company name and the email you use for JOBOHIVE so we can find your records.