Privacy policy

Your employer’s records, and ours

BeeHR is software that companies use to run HR and payroll. That gives us two different roles.

• Your employer decides about your work records. When a company uses BeeHR, the records it keeps about its employees (your job, pay, attendance, leave, documents and requests) are the company’s. The company is responsible for them under the law. We store and process them only on its instructions, under our data processing agreement. If you’re an employee, your HR team is the first place to ask about these records: they can see them, correct them and, where the law allows, delete them.
• We decide about our own records. We’re responsible for what we collect for ourselves: visitors to our websites, people who ask for a demo or write to us, the people who manage and pay for a company’s BeeHR account, and the technical records that keep BeeHR secure.

This policy covers both. For the records a company keeps in BeeHR, it says what BeeHR does with them. Your employer’s own privacy notice says why the company keeps them.

What a company keeps in BeeHR

What’s in BeeHR depends on which parts your employer uses and what it enters. It can include:

• Who you are: your name, photo, date of birth, gender, marital status, blood type, phone number and email address, home address, passport details, emergency contact, and the social profiles and work experience you or HR add.
• Your job: your employee code, branch, department, position, grade, manager, start date, probation, work shifts, and your promotions, transfers and the end of your employment.
• Your pay: your salary and its history, allowances, deductions, loans and their installments, the bank account your salary is paid into, and your payslips.
• Your time: check-ins and check-outs, attendance, overtime, leave balances, leave requests and who covers for you.
• Requests and claims: your requests and their approvals, expense claims with their receipts, and loan applications.
• Documents: files your employer or you upload, such as contracts, ID copies and certificates.
• Equipment and training: company assets handed to you, and your training.
• Announcements your employer sends, and whether you’ve read them.
• Concerns raised through SpeakUp, and how they were handled (see SpeakUp below).

Some of this is sensitive data under Egyptian law: financial information such as your salary and bank account, and health information such as your blood type or a sick-leave note. Your employer is responsible for having the legal grounds to keep it.

What we collect ourselves

When you use BeeHR

• Your sign-in. Your email address and password. We keep the password only in a scrambled form that can’t be turned back into it. If you turn on two-step sign-in, we keep the secret your authenticator app uses. If you sign in with Google, Google sends us your name, your email address and an ID for your Google account.
• Your devices. For each place you’re signed in: the browser or app, its IP address, and when it was first and last used. This keeps your account safe and lets a session be ended.
• What changes in BeeHR. A record of changes made in the dashboard (who changed what, and when), which your employer can see, and the records our servers keep to run the service and find problems.
• Bee AI. If your company turns on Bee AI, the assistant, the questions you ask it and its answers (see Bee AI below).
• Support requests you send from the dashboard or the app, with their attachments, and our answers.

In the phone app

• Your location, only when you check in or out. If your company records or requires where you check in, the app reads your phone’s location at the moment you tap Check in or Check out, and sends it with the check-in. We store that position, how accurate it was, how far it was from your workplace, and whether it was inside the area your company set. The app doesn’t read your location at any other time, and never in the background.
• Camera and photos, only when you choose. When you attach a receipt, a document or a photo to a claim, a leave request or a support request, the app opens the camera or your photo library for the picture you pick. Nothing else on your phone is read.
• Face ID or fingerprint. If you turn on unlocking with Face ID or a fingerprint, your phone checks it. BeeHR never receives your face or fingerprint data.
• Notifications. Shift reminders are set on your phone by the app itself. Notifications we send, such as a decision on your request, go through Apple’s or Google’s notification service, which gives us a token that lets us reach your phone.
• Your sign-in is kept in your phone’s secure storage.

On our websites

• When you ask for a demo: your name, company, work email, phone number, number of employees, language, and when you agreed to be contacted.
• When you write to us: your name, email address, company, the topic and your message, your language, the page of beehr.app you came from, and when you agreed.
• To stop abuse of these forms, we keep a scrambled form of your IP address that can’t be turned back into it. It only lets us count the messages that come from one connection.
• Our websites don’t use advertising or analytics cookies. See the cookie policy.

When a company buys BeeHR

The name, email address and phone number of the people who manage the company’s account, the company’s details and documents, its package, and its invoices and payments.

How we use it

• To run BeeHR for the companies that use it: sign you in, show each person what their role allows, calculate payroll, record attendance, route requests for approval, and send the email BeeHR needs to send (invitations, password resets, approvals), all as each company has set it up.
• To keep BeeHR secure: limit wrong password attempts, notice unusual sign-ins, and look into problems and abuse.
• To help the people who use it: answer support requests and messages. When a company asks us for help, our support staff can open its BeeHR in a read-only session that ends on its own and is recorded.
• To reply to demo requests and messages, and to manage our customers’ subscriptions and invoices.
• To improve BeeHR, from records of how it’s used and how it performs.
• To meet our legal obligations.

We don’t sell personal information, we don’t show ads, and we don’t use the records companies keep in BeeHR for our own marketing.

Who we share it with

• People in your company. What others in your company can see is decided by your employer, through the roles and permissions it sets in BeeHR. Your manager, HR and payroll usually see more than your colleagues.
• The companies that help us run BeeHR. They handle information only on our behalf, for the service they provide to us: Amazon Web Services (servers, file storage and email, in Frankfurt, Germany), Neon (our database, also in Frankfurt), and OpenAI (Bee AI’s answers, only when a company uses Bee AI). The full list, with what each does, is on our sub-processors page.
• Google and Apple, if you sign in with Google, and to deliver notifications to your phone.
• The authorities, when the law requires it, and only what it requires.
• A buyer or partner, if BeeHR is merged, sold or reorganized. This policy would still apply to your information.

Bee AI

Bee AI is an optional assistant in the BeeHR dashboard. When you ask it something, your question goes to OpenAI with the records from BeeHR it needs to answer, never more than your role in BeeHR lets you see. OpenAI uses them to write the answer. Under its terms for business customers, it doesn’t train its models on them. Your company decides whether Bee AI is on.

SpeakUp

SpeakUp lets employees raise a concern with their company, with their name or anonymously. An anonymous report isn’t linked to you: we don’t keep your name, your BeeHR account or your IP address with it. You get a tracking code to follow your report. Keep it safe, because no one can recover it for you. The people your company names to handle reports read them. Files attached to a report are kept encrypted with a key of their own.

Where it’s kept

On Amazon Web Services servers in Frankfurt, Germany, so your information leaves Egypt. We transfer it under the conditions Egyptian law sets for transfers abroad. Our websites, and files you open, are delivered through Amazon’s network of servers around the world, so a page may come from a server near you.

How long we keep it

• A company’s records stay while the company uses BeeHR. It can delete records before then, where BeeHR lets it. When its subscription ends, the company has 30 days to export its records. We then delete them within 90 days, except what the law requires us to keep.
• Sign-in sessions are deleted when you sign out, or after 30 days without use.
• Demo requests and messages to us are kept for 24 months after our last contact with you.
• Invoices and payment records are kept as long as tax and accounting law requires.
• Copies in our backups are gone within 35 days.

Your rights

Under Egyptian law you can:

• know what information is kept about you, and get a copy
• correct it
• ask for it to be deleted
• withdraw your consent, and object to how it’s used
• be told if a breach affects your information

For your work records, ask your employer first: they decide about them, and they can make most changes in BeeHR directly. If you write to us instead, we’ll pass your request to your employer and help them answer it.

For the information we keep for ourselves, use our contact form. We answer within 30 days. We may ask you to show that the information is yours. If you aren’t happy with our answer, you can complain to Egypt’s Personal Data Protection Center.

To delete your account, see Deleting your account and data.

Children

BeeHR is a workplace tool and isn’t meant for children. A company may add employees under 18 only where labor law allows them to work, and it’s responsible for their records.

Security

We protect information with encrypted connections, encrypted storage, passwords kept only in scrambled form, limits on wrong password attempts, two-step sign-in, and access limited to the people who need it. Security at BeeHR describes what we do. No service is perfectly secure. If a breach affects personal information, we’ll tell the companies affected and the authorities as the law requires, and you, where the information is ours to answer for.

Changes

When we change this policy, we change the date at the top. Before an important change applies, we’ll tell the companies that use BeeHR by email.

Contact

BeeHR · beehr.app

Our contact form, topic “Privacy and my data”.