Privacy notice

This notice explains what personal information the apps hold about you, why, who can see it and your choices. The Company (your employer, named on the Licence page) decides how your information is used. Vajihi Solutions runs the apps for the Company and acts only on its instructions.

What we hold and why

• Account and sign-in: name, work email, role, permissions, sign-in times, registered company device. Used to let you sign in, control what you can see and keep the apps secure.
• Activity records: approvals, deliveries, picks, collections and edits, with time and user. Used to run operations, check accuracy and investigate problems.
• Employment details (People, HR): date of birth, nationality, gender, personal phone and email, address, emergency contacts, job, department, contract. Used to manage your employment and meet legal duties.
• Documents: passport, ID and visa copies and expiry dates, contracts, passport custody requests. Used to keep required records and remind you before documents expire.
• Leave and attendance: leave requests and balances, sick-leave files, attendance punches. Used to manage leave, attendance and pay.
• Pay-related details: salary and bank details held in the Company's ERP records. Used to pay you correctly.
• Work evidence: proof-of-delivery photos, recipient names, cheque photos, expense receipts. Used to confirm deliveries, collections and expense claims.

Sick-leave files can contain health information. Only HR staff with the right permission can open them.

Who can see it

Only people whose role needs it: you see your own information; managers see what their role allows; HR and management see employment records. Vajihi Solutions support staff may access information only to run, support or fix the apps.

Service providers and where data is stored

The database runs on Supabase (currently hosted in Mumbai, India); the apps are served by Vercel; sign-in codes are emailed through ZeptoMail (Zoho). The Company plans to move the database to a Bahrain-region server in December 2026.

How long

Information is kept for as long as your employment and the Company's legal and record-keeping duties require, then deleted or anonymised under the Company's retention policy.

Your rights

You can ask to see the information held about you, ask for mistakes to be corrected, and ask questions or raise a concern about how it is used. Bahrain's Personal Data Protection Law may give you further rights. Contact HR first; you can also write to support@vajihisolutions.com.

Security

Access is limited by role and device, every sign-in uses an emailed code, and activity is recorded. Report anything suspicious to your manager or support straight away.

Changes

This notice may be updated; the version and effective date are shown at the top.