Privacy Policy

This Privacy Policy explains how exCoins LLC ("Company", "we", "us") collects, uses, stores, and protects personal data through exCoins HR (the "Service"), including the web platform and mobile applications.

The Service was developed by Ditar Kryeziu. The Service is published and operated by the Company for workforce, HR, attendance, payroll, document, asset, leave, and internal ticket management.

1. Who uses the Service

The Service is intended for authorized employees, managers, HR staff, administrators, and other approved business users of the Company or its customer organizations. It is not intended for public consumer registration or for children.

2. Data we collect

Depending on your role and the modules enabled by the Company, the Service may process:

• Account data: name, username, email, role, permissions, login and session information.
• Employee profile data: employee number, personal number, date and place of birth, gender, citizenship, contact details, address, emergency contact, job and organization information.
• Employment data: branch, department, team, position, manager, contracts, probation periods, salary profile, payroll periods, payslips, and related HR history.
• Attendance data: check-in, check-out, breaks, work schedule, absence, late and overtime indicators, corrections, approvals, and audit trail.
• Location data: GPS coordinates may be collected when attendance/geofence features are enabled and the user performs an attendance action.
• Leave data: leave type, dates, calculated days, reason, approval comments, medical proof or other uploaded documents when required.
• Documents and assets: employee documents, expiry dates, assigned company assets, return history, and file metadata.
• Tickets and communications: ticket subject, message, recipients, replies, status, timestamps, and attachments if enabled.
• Technical data: device, browser, IP address, app version, logs, diagnostics, and security events needed to operate and protect the Service.

3. How we use data

We use personal data to:

• provide HR, attendance, payroll, leave, document, asset, and ticket workflows;
• authenticate users and enforce permissions;
• calculate attendance, leave balances, payroll inputs, reminders, and reports;
• support audits, security monitoring, troubleshooting, backups, and legal compliance;
• send operational notifications, reminders, and approval requests.

4. Location data

If geofence attendance is enabled, the app may request GPS access when you check in, check out, start a break, or end a break. Location is used to verify that the attendance action is performed from an authorized branch or work location. The Service does not sell location data and does not use it for advertising or tracking across other apps.

5. Sharing of data

Data may be available to authorized users based on their role, such as HR, managers, finance, or administrators. We may also share data with:

• hosting, storage, email, backup, monitoring, and other service providers that help operate the Service;
• government, courts, regulators, auditors, or other parties when required by law or a valid legal process;
• successors or advisers in connection with a reorganization, merger, acquisition, or business transfer, subject to appropriate safeguards.

We do not sell personal or sensitive user data.

6. Data security

We use administrative, technical, and organizational safeguards designed to protect personal data, including access controls, role-based permissions, authentication, audit logs, backups, and encrypted transmission where the Service is deployed over HTTPS. No system can be guaranteed to be completely secure, but we work to protect the Service against unauthorized access, loss, misuse, or alteration.

7. Retention and deletion

HR, payroll, attendance, contract, and audit records may need to be retained for employment, tax, accounting, security, regulatory, or dispute-resolution reasons. When data is no longer needed, it may be deleted, anonymized, or archived according to Company policy and applicable law.

Users can learn how to request account or data deletion at Data Deletion. Uninstalling the mobile app removes local app access from the device but does not automatically delete server-side HR records.

8. Your choices and rights

Depending on your role and applicable law, you may request access, correction, export, restriction, or deletion of personal data. Because the Service is an employment and company administration system, requests may need to be reviewed by the Company, HR, or an authorized administrator.

9. Third-party services

The Service may rely on infrastructure, email, storage, monitoring, analytics, app store, or device platform services. These providers process data only as needed to provide their services, subject to their own terms and privacy policies.

10. App store disclosures

Privacy information shown in Apple App Store and Google Play listings should match this policy and the actual data collected by the Service, including any data collected by third-party SDKs integrated into the mobile app.

11. Changes

We may update this Privacy Policy when the Service, legal requirements, or data practices change. The updated version will be published on this page with a new "Last updated" date.

12. Contact

For privacy, support, or data requests, contact us at ditar.kryeziu@op.excoins.me.