Privacy Policy

1. Introduction

HADRO Technologies Ltd. ("HADRO Technologies", "we", "us", or "our") operates HADRO, an Intelligent Workforce Management platform delivered through a web administration workspace and a companion mobile application.

HADRO helps organizations manage attendance (including Clock In and Clock Out), leave, payroll visibility, employee records, branches, departments, reporting, and related workforce operations. This Privacy Policy explains how we collect, use, store, and share information when organizations and individuals use our services.

HADRO Technologies is founded and operated from Ghana, and HADRO is designed for organizations across Africa and other markets where we provide access. This Policy describes our practices in a way that can apply across jurisdictions. Users and organizations may also have rights or obligations under the privacy, employment, or data-protection laws that apply in their location.

2. Scope

This Privacy Policy applies to:

• The public HADRO website (including request-access and contact pathways)
• The HADRO web workspace used by administrators, managers, HR, and platform operators
• The HADRO mobile application used primarily by employees and approvers
• Related support communications we send or receive about the service

Organizations that subscribe to or are provisioned for HADRO control how their workforce data is configured and who may access it inside their account. Individual employees typically interact with HADRO because their organization has enrolled them.

3. Information We Collect

The information we process depends on how you interact with HADRO—as a prospective customer, an organization administrator, or an employee user.

4. Information Provided by Organizations

When an organization requests access or is onboarded, we may collect company and contact details such as company name, contact person name, work email, phone number, country, role, approximate employee count, and optional notes about workforce needs.

Organization administrators may also configure company profile information, logos, branches, departments, offices, shifts, holidays, policies, wage or salary settings, and related operational settings required to run the service.

5. Employee and User Information

For users of the web or mobile applications, we may process:

• Identity and profile details (such as name, email, phone number, date of birth, gender, and profile photo where provided)
• Employment structure details (role, status, branch, department, shift, and remote-attendance settings)
• Leave information (leave types, balances, requests, and approval outcomes)
• Payroll-related visibility data (configured rates or salaries, earnings calculations, overtime entries, payslips, and related period information)
• In-app notifications related to leave, attendance, payroll events, and similar workflow alerts
• Audit and activity records created by administrative or system actions where those features are enabled

6. Attendance and Location Information

Attendance is a core HADRO feature. Depending on how an organization configures attendance, we may process Clock In and Clock Out records, work-session history, QR validation events, remote attendance requests and approvals, lateness or absence indicators, and related attendance notes.

Where GPS attendance is used, location coordinates may be collected at the time of an attendance action (for example, during Clock In or Clock Out) to support verification against organization settings such as branch locations or geofences. We do not use attendance GPS to continuously track users in the background as a general location-monitoring product.

7. Device, Technical, and Usage Information

To operate and secure the service, we may process technical information such as authentication tokens, session-related data stored locally on a device or browser, IP addresses used for request handling and rate limiting, and operational logs needed to diagnose issues and protect accounts.

HADRO does not currently operate a separate marketing-analytics or advertising cookie platform on the public website. Theme and interface preferences may be stored locally in your browser or device to improve usability.

8. Authentication and Account Information

Account access uses email-and-password authentication through our authentication provider. Password reset flows are handled through secure email links. After first sign-in, some users may be asked to complete a required onboarding step (such as setting a password and confirming date of birth) before full access is granted.

Access is role-based. Typical roles include employee, manager, HR, company administrator, and platform administrator. Organization or user accounts may be suspended or deactivated by authorized administrators, which can prevent further sign-in.

9. How We Use Information

We use information to:

• Provide and maintain the HADRO web and mobile services
• Authenticate users and manage sessions
• Support Clock In / Clock Out verification, including QR and GPS where configured
• Enable leave workflows, approvals, and balances
• Provide payroll visibility, payslips, and related reporting configured by the organization
• Deliver in-app (and, where enabled, email) notifications about relevant events
• Support onboarding of prospective customers and provisioned organizations
• Secure the platform, prevent abuse, and investigate integrity or access issues
• Respond to support requests sent to us
• Improve reliability and user experience of the product

10. How Information Is Shared

We do not sell personal information.

Information may be shared:

• Within an organization, according to role-based permissions (for example, managers reviewing attendance or leave)
• With service providers that help us host, authenticate, store, or operate the platform
• When required to comply with applicable law, lawful requests, or to protect rights, safety, and integrity
• In connection with a corporate transaction, where permitted and subject to appropriate safeguards

11. Service Providers and Third-Party Services

We use trusted infrastructure providers to operate HADRO, including cloud authentication, database, and file-storage services. Where email delivery is enabled for certain notifications, we may use an email delivery configuration operated by HADRO Technologies.

These providers process information on our instructions to deliver the service. They maintain their own security and privacy practices for the infrastructure they operate.

12. Data Security

We take reasonable technical and organizational measures to protect information, including authenticated access, encrypted connections (HTTPS), role-based authorization inside the product, and operational controls for company and platform administration.

No method of transmission or storage is completely secure. Organizations and users are also responsible for protecting credentials and configuring access appropriately within their accounts.

13. Data Retention

We retain information for as long as needed to provide the service, support legitimate business operations, resolve disputes, enforce agreements, and meet applicable legal or accounting requirements. Retention needs can vary by data type and by the organization's operational settings. When an organization ends its relationship with us, we will handle retained data in accordance with our contractual and operational processes then in effect.

14. Customer Data and Ownership

Workforce and operational data entered for an organization remains associated with that organization's account. Organization administrators control much of the day-to-day management of employee records, attendance, leave, and related settings. Employees can typically view information about themselves that the product exposes to their role.

For workforce information submitted by an organization, the organization generally determines the purposes for which that information is used within HADRO, while HADRO processes the information to provide, secure, maintain, and support the Services, subject to applicable law and the organization's agreement with HADRO.

15. Rights and Choices

Depending on your role, the type of information involved, and applicable law, you may have rights or controls relating to your personal information, which may include access, correction, deletion, objection, restriction of processing, portability, or other rights recognized by applicable law.

Where HADRO processes workforce information on behalf of an organization, requests relating to that information may need to be directed first to the relevant organization or administrator. HADRO may assist the organization with applicable requests where appropriate.

You may also contact HADRO at support@hadrotech.com regarding privacy-related questions or requests. We may need to verify your identity and may be subject to lawful limitations or exceptions when responding.

16. International and Cross-Border Processing

HADRO may be used by organizations and individuals in different countries. Information may be processed in locations where we or our infrastructure providers operate. Where cross-border processing occurs, we take steps appropriate to the nature of the service and the providers we use. Applicable local laws may provide additional protections or obligations.

Where applicable law imposes requirements for international transfers or cross-border processing, we will take reasonable steps to use appropriate safeguards or other legally recognized mechanisms.

17. Children

HADRO is intended for organizational workforce use by adults. It is not directed to children, and we do not knowingly collect personal information from children for the purpose of providing the service.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the Effective Date above. Continued use of the services after an update means the revised Policy applies to subsequent use, except where applicable law requires additional notice or consent.

19. Contact Information

For privacy questions or requests related to HADRO, contact: