Privacy Policy

1. Overview

This policy explains how we collect, use, disclose, and safeguard information inside the Tellus application (workforce, payroll, vehicle, tasks, accounting, and reporting platform).

2. Data We Collect

Personal & Account:

• Name, phone number, email, role, organization membership
• Authentication artifacts (OTP verification logs)

Employment & Payroll:

• Salary baseline, payroll entries (regular, partial, bonus, reimbursement), deductions, payment status, history
• Attached employee documents (IDs, certifications, contracts)

Operational:

• Task/job records (rates, completion data, timestamps)
• Vehicle identifiers and expense logs
• Client / party / booking / invoice / payment-in records
• Expense entries (category, amount, description)
• Notes added by admins/accountants

System & Usage:

• Timestamps, generated record IDs
• Limited technical logs (errors, request meta)
• Optional device info (app version, platform) for troubleshooting

3. How We Use Data

We use the collected data to:

• Provide core features (payroll, reporting, expense tracking, vehicle profit analytics)
• Calculate remaining salary, bonuses, reimbursements
• Generate financial and operational reports (earnings vs expenses)
• Maintain audit history and compliance traceability
• Prevent fraud and misuse (role-based access enforcement)
• Improve reliability (debugging, performance tuning)
• Send internal notifications (status, events)

4. Legal Bases (If Applicable – GDPR Regions)

• Contract performance (service operation)
• Legitimate interests (security, optimization, internal analytics)
• Legal compliance (record retention, payroll evidence)
• Consent (where explicitly required—e.g., document uploads)

5. Data Processing & Storage

• Backend: Hosted on Appwrite (database, authentication, storage)
• Regions: Dependent on deployed infrastructure location
• Access: Restricted by role (Admin, Accountant, etc.)
• Encryption: TLS in transit; backend storage follows provider safeguards

6. Sharing & Disclosure

We do NOT sell personal data. We may disclose:

• To organization administrators (internal management visibility)
• To service providers (infrastructure, error monitoring, analytics if enabled)
• For legal obligations (court orders, compliance)
• During business restructuring (merger, acquisition) with notice where required

7. Document & File Uploads

Uploaded employee/vehicle/expense documents are stored for internal operational use only. Sensitive files should be limited to what is necessary.

8. Retention

• Active organization data: retained while account is active
• Payroll & financial records: retained per applicable statutory periods
• Logs & technical data: minimized and rotated
• Data scheduled for deletion is removed or anonymized after retention lapses

9. Security

Reasonable safeguards implemented (role-based authorization, scoped API keys, controlled document access). No system is 100% secure; users should report suspected incidents.

10. User Rights (Where Applicable)

• Access, rectify, delete (subject to payroll/financial retention laws)
• Restrict or object to certain processing
• Data export (upon request if technically feasible)

Requests: Contact via the email below. Identity verification may be required.

11. Children

Not directed to individuals under 16. Accounts for minors are not permitted.

12. International Transfers

Data location depends on hosting region; safeguards applied per applicable regulation (e.g., SCCs where required).

13. Third-Party Services

Core stack: Appwrite (auth, DB, storage). Additional integrations (e.g., OTP gateway, email service) may process limited metadata required for delivery.

14. Cookies / Tracking (Web Version)

If a future web portal uses session or analytics cookies, a separate cookie notice will be provided. Current app usage is primarily token/session based.

15. Changes to Policy

Material updates will be posted with a revised "Last updated" date. Continued use = acceptance.

17. Removal / Account Closure

Organization admins may request full tenant deactivation. Individual users may request account deletion through our Data Deletion Request page. Some payroll/financial entries may be retained where legally required for compliance purposes.

18. Incident Response

Security events are logged and investigated; affected parties notified when legally mandated.