Data location and portability
This page sets out where Absenca's infrastructure is, how we respond to government requests for data, and how you can take your data with you. It is the information the EU Data Act asks cloud providers to publish.
Infrastructure and jurisdiction
RRYME LTD is subject to UK law. Infrastructure is provided by Cloudflare, a US company, on its global network; specific regions are not guaranteed.
The other companies that process data for us, and their locations, are listed on our sub-processor page.
Government access
We do not give customer data to a government authority unless a valid, binding legal order requires it. We check every request for legal validity and scope, challenge it where it is unlawful or too broad, disclose only the minimum it requires, and tell the affected customer first unless the law forbids it.
Data is encrypted in transit and at rest, and our staff's access to customer leave data is limited and logged. Our providers' own commitments on government requests are part of their data processing agreements with us.
How to export your data
- Self-serve: admins can export leave reports, balances and history as CSV, Excel or PDF from Reports at any time, and download everything Absenca holds about one person as a JSON file.
- Complete export: an admin can choose "Export all data" in the organization settings at any time. Absenca prepares one JSON file with all of the organization's data, emails the admin when it is ready, and keeps it downloadable for 7 days. The data dictionary below lists what it holds. You can also ask support@absenca.com, who will provide it within 30 days.
- No notice period: you can export at any time, during your contract and for at least 30 days after it ends.
Switching to another service
Tell us if you are moving to another provider or to your own systems. We support a transition period of up to 30 days, during which the service continues and we provide the exports above. After you leave, you have at least 30 days to retrieve your data, unless you choose to erase it straight away; then we erase it. The exit terms are in section 17 of our Terms of Service.
Fees
There are no switching, exit or data-export fees.
Data dictionary of the complete export
The complete export is one JSON file, absenca-export.json. It holds exportedAt (when the file was made), organizationId, and one list for each entity below. Each list holds one object per record, with the fields shown.
- Times such as createdAt, updatedAt and reviewedAt are ISO 8601 timestamps in UTC, for example 2026-10-13T09:30:00.000Z.
- Dates of leave, holidays, blackout periods, employment and time off in lieu are written YYYY-MM-DD.
- Ids are text. A field with no value is null. Settings that are on or off are true or false. Days, hours and amounts are numbers.
- approvalReminderDays, yearSplit and metadata hold JSON written as text.
- Each attachment has a downloadUrl to the file itself, valid for as long as the export is (7 days).
| Entity | What it holds | Fields |
|---|---|---|
People users | Everyone in the organization, with their role, office, department, leave policy, work schedule and employment details. People who have left the organization appear with id, name and email only. | id, name, email, role, membershipStatus, employeeId, departmentId, officeLocationId, leavePolicyId, startDate, endDate, countryOfResidence, countryOfWork, holidayMode, timezoneId, createdAt, workSchedule |
Office locations offices | Each office's country, timezone and leave-year settings. | id, organizationId, name, address, countryCode, timezoneId, isActive, leaveYearStartMonth, carryOverExpiryMonths, allowNegativeBalance, probationDays, approvalReminderDays, approvalExpirationDay, approvalExpirationEnabled, autoShiftWeekendHolidays, allowNegativeCarryOver, expirationMessage, leaveYearMode, autoYearEndProcessing, isDefault, createdAt, updatedAt |
Work schedules workSchedules | Each office's work schedules: the working days, each day's start and end time, and which one is the office's default. | id, organizationId, officeLocationId, name, pattern, isDefault, createdAt, updatedAt |
Departments departments | Departments, the office they belong to, their parent department and absence limits. | id, organizationId, officeLocationId, name, description, maxSimultaneousAbsences, backupApproverId, parentDepartmentId, createdAt, updatedAt |
Leave types leaveTypes | Each office's leave types and their rules. | id, officeLocationId, name, description, defaultDaysPerYear, maxCarryOverDays, requiresApproval, isPaid, isActive, color, sortOrder, minNoticeDays, minDays, maxDays, accrualFrequency, maxAccrualBalance, allowNegativeBalance, requiresAttachment, isReasonRequired, allowDuringProbation, trackingUnit, allowHalfDays, countsForBradford, isPrivate, isUnlimited, pausesAccrual, isHidden, allowRetroactive, isToil, toilConversionRate, toilExpiryDays, toilRequestsAllowedForUsers, hourIncrement, allowAdvanceRequests, createdAt, updatedAt |
Leave policies leavePolicies | Leave policies and the office they belong to. | id, organizationId, officeLocationId, name, description, isDefault, isActive, createdAt, updatedAt |
Policy entitlements leavePolicyEntitlements | The days per year each policy grants for each leave type. | id, leavePolicyId, leaveTypeId, daysPerYear, createdAt, updatedAt |
Leave requests leaveRequests | Every leave request, with its dates, status, reason and review. | id, userId, leaveTypeId, status, startDate, endDate, totalDays, yearSplit, hours, startDayType, endDayType, reason, reviewedBy, reviewedAt, reviewNote, delegateApproval, cancelledAt, reminderCount, lastReminderAt, createdAt, updatedAt |
Balances balances | Each person's entitlement, use, carry-over and adjustments per leave type and year. | id, userId, leaveTypeId, year, entitled, used, pending, carryOver, adjustment, accrualFrequency, createdAt, updatedAt |
Time off in lieu timeOffInLieu | Extra hours worked and their conversion into leave. | id, userId, leaveTypeId, status, date, hours, dayType, convertedDays, reason, reviewedBy, reviewedAt, reviewNote, expiresAt, processedAt, createdAt, updatedAt |
Holidays holidays | The public and company holidays each office observes. | officeLocationId, isRecurring, name, date, countryCode |
Blackout periods blackoutPeriods | Periods in which leave is restricted, and whom they apply to. | id, organizationId, officeLocationId, name, startDate, endDate, scope, scopeId, message, createdAt, updatedAt |
Audit log auditEntries | The organization's audit log: who did what, and when. | id, userId, organizationId, action, entityType, entityId, metadata, performedBy, createdAt |
Attachments attachments | Files attached to leave requests, with a link to download each one. | id, leaveRequestId, fileName, mimeType, fileSize, createdAt, downloadUrl |