Privacy Policy

1. Data We Collect

We collect the following categories of personal data:

• Account information: name, email address, and password (hashed) when you create an account
• Organization data: company name, office locations, departments, and team structure
• Leave management data: leave requests, balances, approvals, and related notes
• Usage data: API request logs, feature usage metrics, and error reports for service improvement
• Payment information: processed securely by Stripe — we never store your card details
• Communication data: emails sent through our platform (via Resend) and support interactions

2. Legal Basis for Processing

We process your data under the following legal bases:

• Contract performance: to provide and maintain the Absenca service
• Consent: for optional features like email notifications and marketing communications
• Legitimate interest: for security, fraud prevention, and service improvement
• Legal obligation: to comply with tax, accounting, and other legal requirements

3. How We Use Your Data

Your data is used to provide the Absenca service, including leave tracking, team management, approval workflows, and reporting. We also use aggregated, anonymized data to improve our service.

4. Data Storage & Retention

Absenca is hosted on Cloudflare's global network; specific regions are not guaranteed. We keep your organization's data for as long as its account is active. When an organization is deleted, its data is removed from our live database straight away; our database backups, kept for point-in-time recovery, still hold it for up to 30 days, after which it is gone. Billing records are kept for as long as tax law requires.

5. Third-Party Services

We use the following third-party services to operate Absenca:

• Cloudflare: cloud hosting and infrastructure
• Stripe: payment processing for subscriptions
• Resend: transactional email delivery
• Microsoft Clarity: product analytics and session replay. Records how pages are used (masked to exclude your leave data), sets cookies, and retains data for 30 days. Loaded only after you consent.
• Google & Microsoft: optional calendar sync, and Microsoft Teams and Google Chat notifications (only when you connect them)
• Slack: optional Slack app for notifications, commands and directory sync (only when you connect it)

6. Cookies

We use essential cookies for authentication and session management. If you consent to analytics, Microsoft Clarity also sets first-party cookies to group your visit into a single session; declining leaves them unset. We do not use advertising cookies, and we never sell your data.

7. Your Rights

Under GDPR, you have the right to:

• Access: request a copy of your personal data
• Rectification: correct inaccurate or incomplete data
• Erasure: request deletion of your personal data
• Portability: receive your data in a structured, machine-readable format
• Restriction: limit how we process your data
• Objection: object to processing based on legitimate interest

8. Contact & Data Protection

For any privacy-related questions or to exercise your rights, contact us at privacy@absenca.com. We will respond within 30 days as required by GDPR.

9. Changes to This Policy

We may update this policy from time to time. Significant changes will be communicated via email or an in-app notification. Continued use of the service after changes constitutes acceptance of the updated policy.