Privacy Policy

This Privacy Policy explains how Digi Pioneers Inc. (we, us), 12 Barlow Place, Paris, Ontario, Canada, handles personal information in connection with Smart Employee Monitor (the Service) and the website smartemployeemonitor.com.

1. Two different roles

Employee data: we act for your employer. When an organization uses the Service to record its employees' work time, screenshots or activity, the organization decides what is collected and why. The organization is responsible for that data (the "controller" in European terms); we process it only on its behalf and on its instructions, under our Data Processing Agreement. If you are an employee, please contact your employer first about monitoring and your data. You can also use My data requests in the employee portal, which goes to your employer. If you contact us, we will forward your request to your employer.

Account, billing and website data: we are responsible. For information about the people who sign up, administer accounts, pay, or visit our website, we decide how it is used, and this policy applies directly.

2. Information we collect as the responsible party

Information	Examples	Why
Account	Name, email, password (stored only as a secure hash), language, time zone, two-factor settings	To create and secure your account and provide the Service
Organization	Company name, contact email, country, settings	To provide the Service
Billing	Plan, billing currency, Stripe customer and subscription identifiers, invoice history	To charge for the Service and keep financial records. Card details are handled by Stripe; we never see full card numbers
Communications	Emails and support requests	To answer you and send service messages (verification, password reset, security and billing notices)
Security and usage logs	IP address, browser type, sign-in times, audit log of administrative actions, error reports (without request contents)	To keep the Service secure, prevent abuse, and fix problems
Website	Pages requested, IP address (server logs)	To run the website securely

We do not sell personal information, use it for advertising, or share it with data brokers.

3. Employee data processed for employers

Depending on what the employer enables: names and email addresses of employees, work session start/stop and break times, screenshots taken at random times during work sessions, counts of keyboard and mouse events per 5-minute period (never what is typed), idle periods, names of foreground applications, device name, operating system and app version, and acknowledgements of the monitoring notice. The Service never collects typed content, passwords, window titles, webcam or microphone input, location, or anything outside work sessions or during breaks.

4. Legal bases (where the GDPR or similar laws apply)

For account, billing and website data we rely on: performing our contract with you; our legitimate interests in running, securing and improving the Service (balanced against your rights); compliance with legal obligations (for example tax records); and consent where we ask for it.

5. Cookies

We use only cookies that are strictly necessary: a session cookie that keeps you signed in, and security-related cookies. We do not use analytics, advertising or tracking cookies, so no cookie consent banner is needed. You can block cookies in your browser, but you will not be able to sign in.

6. Who we share information with

We use service providers (subprocessors) to run the Service, listed on our Subprocessors page: hosting and storage, payment processing and email delivery. They may use the information only to provide their services to us. We may also disclose information if required by law, to protect rights and safety, or in connection with a merger or acquisition (with notice to you).

7. International transfers

We are based in Canada. Our hosting provider stores data in the United States, and some providers may process data in other countries. Where the law requires it (for example for data from the European Economic Area, the UK or Switzerland), we use appropriate safeguards such as the European Commission's Standard Contractual Clauses.

8. How long we keep information

Information	Retention
Account and organization data	While the account exists; deleted within 90 days after the organization's account is closed (see the Terms)
Billing records	As long as tax and accounting law requires (typically 7 years in Canada)
Security and audit logs	Up to 2 years
Server and error logs	Up to 90 days
Database backups	Overwritten within 35 days

Employee data is kept as configured by the employer (for example screenshot retention policies) and deleted as described in the Terms and DPA.

9. Security

We use encryption in transit (HTTPS) and at rest, application-level encryption of screenshots and two-factor secrets, strict separation between customer organizations, role-based access, two-factor authentication, rate limiting, audit logs and regular backups. No system is perfectly secure; we will notify affected customers and authorities of security incidents as required by law.

10. Your rights

Depending on where you live (for example under Canada's PIPEDA and provincial laws, the EU/UK GDPR, India's Digital Personal Data Protection Act, or US state privacy laws), you may have the right to access, correct, delete or port your personal information, to object to or restrict certain processing, to withdraw consent, and to complain to a data-protection authority (in Canada, the Office of the Privacy Commissioner of Canada). To exercise these rights for data we are responsible for, email info@smartemployeemonitor.com. We will verify your identity and respond within the time required by law (usually 30 days). For employee data, contact your employer (see section 1).

11. Children

The Service is for businesses and is not directed at children. We do not knowingly collect information from anyone under 16.

12. Changes and contact

We will post changes on this page with a new version date and notify account owners of material changes.

Privacy Officer. Digi Pioneers Inc. has designated a Privacy Officer who is accountable for our compliance with this policy and with privacy laws, including Canada's PIPEDA and Québec's Act respecting the protection of personal information in the private sector. The Privacy Officer also acts as our grievance officer for users in India. Contact: info@smartemployeemonitor.com (subject "Privacy Officer"), Digi Pioneers Inc., 12 Barlow Place, Paris, Ontario, Canada.

Questions or complaints: info@smartemployeemonitor.com. If you are not satisfied with our answer, you may contact your data-protection authority.