This policy explains how Impressive BD, the operator of AeroHRM, handles personal data. It covers people who visit our site or open an account, and it explains separately what happens to the employee records our customers keep in the system.
Who holds what
We hold personal data in two very different capacities, and it matters which one applies to you.
Data we decide about — we are the controller
Visitors to our website, people who sign up, and the administrators and billing contacts of a customer company. We decide what we collect about you and why, and this policy is our own account of it.
Data our customers decide about — we are the processor
Employee records inside a customer's account: staff details, attendance, leave, salary and the punches that come off attendance terminals. The employing company decides what goes in and why. We hold and process it on their instructions to run the service. If you are one of their employees, your first stop for questions or corrections is your employer — see section 12.
What we collect
When you use our website
- Your IP address, and the country we derive from it, so we can show prices in a currency we can actually bill you in and point you at the office that answers for your region.
- Standard request information: browser and device type, pages viewed, the time of the request.
- Anything you type into the contact form or send us by email.
When you open an account
- Your name, work email, phone number and password (stored only as a cryptographic hash — we cannot read it, and neither can anyone who takes a copy of the database).
- Company name, address, country, timezone and currency.
- The plan and add-ons you chose.
When you pay
- Invoices, amounts, currency, dates and payment status.
- A reference from the payment gateway, and the last digits and brand of a card where the gateway gives them to us. We never receive or store your full card number, CVV or PIN — those go straight to the gateway.
When you use the product
- Sign-in times, IP addresses and an activity log of significant actions, so an administrator can see who changed what.
- Records of emails and notifications we sent you and whether they were delivered.
- Diagnostic logs and error reports when something goes wrong.
Attendance and biometric data
This is the most sensitive category the system touches, so it gets its own section.
When a customer connects an attendance terminal, the terminal identifies a person and sends us a punch: an employee identifier, a device identifier, a timestamp and the direction of the movement. From that we build attendance, lateness, overtime and payroll figures.
- Biometric enrolment — the fingerprint or face template — is created and held on the customer's terminal by the device manufacturer's own software. We receive the identification result, not the raw biometric image.
- Where a customer stores a photograph or a device-side identifier with an employee record, it is treated as part of that employee's record under this policy.
- Attendance data is only ever visible inside the account that owns it, to users that account's administrators have given the permission to see it.
- We do not use anyone's attendance data for advertising, profiling for our own purposes, or training models. We do not sell it, ever.
An employer using biometric attendance is responsible for telling its staff what is collected and on what legal basis, and for obtaining consent where the law where they operate requires it. That obligation sits with the employer, not with us.
Where it comes from
- From you — what you type when you sign up, configure the product or contact us.
- From your employer, if you are an employee: your record was created by someone at your company, or imported from a spreadsheet or an older system.
- From devices registered to an account: punches from attendance terminals.
- Automatically: request logs, and a country looked up from your IP address.
- From payment gateways: the outcome of a payment and a reference to it.
Why we use it
- To provide the service — running the product you subscribed to. Without this data there is no attendance record and no payroll figure. (Basis: performance of our contract with you.)
- To bill you — issuing invoices, taking payment, chasing an unpaid one, and meeting tax and accounting obligations. (Contract, and legal obligation.)
- To keep accounts secure — sign-in logs, activity trails, fraud and abuse checks. (Legitimate interest in a secure platform.)
- To support you — answering your questions, which sometimes means an authorised engineer looking at your account. (Contract.)
- To tell you things you need to know — an expiring subscription, a failed payment, a security notice, a material change to the service. These are service messages and you cannot opt out of them while you hold an account. (Contract.)
- To improve the product — aggregate, non-identifying usage patterns. (Legitimate interest.)
- Marketing — only where you have asked for it or where the law allows it for an existing customer, and every message carries a way to stop. (Consent, or legitimate interest.)
Where it is stored
Data is held on servers operated by our infrastructure provider. Some of our providers — notably payment, email and monitoring services — operate internationally, which means data may be processed in a country other than your own. Where that happens we rely on the provider's contractual safeguards for such transfers.
If your organisation needs data held in a specific jurisdiction, talk to us before signing up.
How long we keep it
- Account and employee data: while the account is active. After it closes, it stays available for export for 30 days, then is deleted from the live system.
- Backups: encrypted backups are kept on a rolling cycle and are overwritten within 90 days, so deleted data leaves them within that window.
- Invoices and payment records: kept for as long as tax and accounting law requires, typically several years, even after an account closes.
- Security and activity logs: kept for a limited period for investigating incidents.
- Contact enquiries: kept while the conversation is live and for a reasonable period after.
Inside an active account, a customer can delete an employee record at any time; how long they choose to keep it before that is their decision, not ours.
How we protect it
- Traffic to the service is encrypted in transit.
- Passwords are stored as one-way hashes and are never recoverable, by us or by anyone else.
- Every account's data is separated by tenant, and queries are scoped so one company cannot read another's.
- Access inside the product is governed by roles and permissions that administrators control.
- Staff access to production data is limited to people who need it for support or operations, and is logged.
- Significant actions inside an account are recorded in an activity log.
No system is perfectly secure. If a breach affects your data and creates a real risk to you, we will notify you and the relevant authority as the law requires, and tell you what to do about it.
Your rights
Depending on where you live, you may have the right to:
- Ask what personal data we hold about you and get a copy.
- Have inaccurate data corrected.
- Have data deleted, where we have no continuing legal or contractual reason to keep it.
- Object to, or ask us to restrict, a particular use.
- Receive data you gave us in a portable format.
- Withdraw consent, where consent was the basis for a use.
- Complain to your local data protection authority.
Write to us at the address in section 15. We will answer within 30 days, and may ask you to confirm your identity first so we do not hand your data to somebody else.
If you are an employee
Your record exists because your employer put it there. They decide what is collected and why, so requests to see, correct or delete it go to them — they hold the tools inside the product to act on it.
We will act on a request from you when your employer instructs us to, and we will always tell you where to go if you write to us directly. If you believe your employer is not handling your data properly, your local data protection authority is the right place to take that.
Children
The service is a workplace tool and is not directed at children. We do not knowingly collect data about anyone below the minimum working age where they live. If you believe such a record exists in the system, tell us and we will work with the account holder to remove it.
Changes to this policy
We update this policy when what we do changes. The date at the top shows when it last changed. For a change that materially affects how we handle your data, we will tell you by email or in the product before it takes effect.
How to reach us
For any question about this policy, or to make a request about your data:
Looking for the terms instead?
The terms of service cover plans and billing, what happens when an account closes, and the responsibilities each of us carries.