Privacy notice

Who is responsible for your information?

Your employer is responsible for your information. It uses Siyaya Clock, a service from Siyaya Systems (a trading name of VPH Films (Pty) Ltd), to record your work hours. Siyaya Systems only handles your information on your employer's instructions.

What we collect and why

Your name, cell number and employee details — to give you a login and send your invite.

When you clock in and out, and how — to keep your time records and work out your hours under the BCEA.

Your location when you clock in on your phone, only if your employer uses phone clock-in and only at that moment. We do not track you during the day.

A photo when you clock in, only if your employer uses this and you agree.

Face recognition on the store tablet, only if your employer uses it and you tick a separate agreement on the tablet. The tablet turns your face into a set of numbers (a face template); the template is encrypted, used only to clock you in at your employer, and deleted when you switch it off, when you leave, or when your employer deletes it. Each time you clock in with your face, a small photo is kept so your manager can check it was really you; it is deleted after your employer's photo period. You can always use your PIN instead.

Who can see it

Only your employer's owner/HR team and your store manager. Siyaya Systems staff only look at it to give support or fix problems. We never sell your information, and we never send your name, number, photos or location to analytics or error-tracking tools.

Where it is stored and for how long

On secure servers in London, United Kingdom, which has strong data protection law. Backups are encrypted.

Time records are kept for at least 3 years, as the BCEA requires. Photos and face data are deleted earlier when no longer needed.

Your rights

You can ask your employer to see, correct or delete your information (except records the law says must be kept). You can switch location checks, photos and face recognition off at any time in the app (switching face recognition off deletes your face template immediately).

If you are unhappy, speak to your employer first, or contact the Information Regulator: www.inforegulator.org.za, complaints.IR@inforegulator.org.za.

Siyaya Systems Information Officer: Michael van Zyl, 067 737 9807, privacy@siyayasystems.co.za.