Privacy Policy

1. Introduction

PingPTO ("we," "our," or "us") operates the PingPTO platform, a software-as-a-service application for employee leave and time-off management. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

2. Information We Collect

We collect information that you provide directly to us when you create an account, use our platform, or communicate with us. This includes:

Account Information: name, email address, and password when you register or are invited to a workspace.

Workspace Data: workspace name, employee records, leave policies, leave requests, balances, and reimbursement requests that you or your organization create within the platform.

Usage Data: information about how you interact with our service, including log data, device information, browser type, and IP address.

Integration Data: if you connect third-party services such as Slack, we receive certain information necessary to operate the integration (e.g., Slack team ID, bot tokens).

3. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve our services; process leave requests and manage balances; send transactional communications (e.g., approval notifications, invite emails); respond to your comments and questions; monitor and analyze usage trends; detect, prevent, and address technical issues or security incidents; and comply with legal obligations.

4. Data Sharing and Disclosure

We do not sell your personal information. We may share information in the following limited circumstances:

Within Your Workspace: leave requests, balances, and employee data are visible to authorized members of your workspace (managers, admins) as configured by your organization.

Service Providers: we use third-party service providers to help us operate our platform (e.g., hosting, email delivery, database management). These providers only have access to the information necessary to perform their services and are obligated to protect it.

Legal Requirements: we may disclose your information if required by law, regulation, legal process, or governmental request.

5. Data Security

We implement appropriate technical and organizational measures to protect your data, including encryption in transit (TLS/SSL), encrypted storage, secure authentication with hashed passwords, role-based access controls, and regular security assessments. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide you services. Workspace administrators can delete employee records and workspace data. When a workspace is deleted, we remove associated data within 30 days, except where retention is required by law.

7. Your Rights

Depending on your location, you may have rights regarding your personal information, including the right to access, correct, delete, or export your data. Workspace administrators can manage employee data within the platform. To exercise any rights not available through the platform, please contact us at the address below.

8. Cookies

We use essential cookies to operate our platform, including session cookies for authentication and workspace selection. We do not use third-party tracking or advertising cookies.

9. Children's Privacy

Our service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 16, we will take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at privacy@pingpto.com.