Privacy Policy

Summary

This policy outlines the internal and external privacy at AbsenceSoft.

• Collection and Use: AbsenceSoft collects personal data through user interactions and automated technologies to deliver and improve its services.
• Sharing and Disclosure: Personal data is shared only with authorized service providers, in legal situations, or during business transitions, and never sold.
• User Rights: Users can access, correct, and control their personal information and communication preferences.
• Security and Retention: Data is protected with robust security measures and retained only as necessary for legal and operational purposes.

This is only a summary, and all team members are required to read all policies in detail.

Introduction

AbsenceSoft is a technology company headquartered in Golden, Colorado, which provides professional services and a SaaS tool offering focused on leave management. For more information about our Services, please refer to our website: www.absencesoft.com. This Privacy Policy is applicable to AbsenceSoft (“we”, “our” or “us”) as related to our services, which collectively include:

• the use of absencesoft.com (“Website”),
• the use of the application websites www.absencetracker.com, www.stage.absencetracker.com, and www.ess-absencetracker.com (“Application”),
• social media messages and marketing campaigns, and
• the use of our products and services that include an authorized link to this Privacy Policy (collectively, the “Services”).

This Privacy Policy sets out the essential details relating to your Personal Information relationships with AbsenceSoft as:

• Website visitor
• End-user of the Application (“End User”)
• Prospective client
• Job applicant, and
• Partners

Clients contract the use of our Application and give access to their employees and other third parties, as solely decided by them, by creating users who access the Application with their email address and credentials. The Clients’ administrators grant End Users roles, which result in different permissions and access rights to the information held in the Client account. This Privacy Policy describes how we use the information we collect, with whom we share it, how we protect it, and the choices we offer you regarding our collection and use of such information.

Personal Information we collect

Information you choose to provide to us

WHEN

We may ask you to provide information that can uniquely identify you (“Personal Information”) when:

• You use the Website to download articles, data sheets, eBooks, or other content
• You request a meeting or demo
• You refer a friend to us
• You connect with us directly via phone calls or video conferencing platforms
• We or Client account administrators grant you access to the Application
• You or Client account administrators upload or enter Personal Information into the Application on your behalf
• You participate in a marketing/sales promotion
• You attend trade events and other industry networking events
• You register or attend a webinar or other event
• You participate in programs we may offer from time to time
• You participate in chats
• You use our Services
• We obtain your information from a third party, including service providers we may engage to provide you the Services
• You interact with us through social networks

If you choose to provide us with a third party’s Personal Information (including the person’s name, email and company) when taking part in our referral program, you acknowledge and agree that you have the third party’s permission to share their Personal Information with us.

WHAT

The Personal Information we collect may include first and last name, email address, phone number, and company name.

As an End User of the Application, we collect your name, email address and the information from any comments you make in the Application.

In addition, we may collect data uploaded by you, your employer or other users of the Application that may be required to use the Services. We expect all users to follow their organization’s privacy policy and any applicable regulatory requirements when uploading, accessing and using Personal Information into our Application. The data uploaded may include Personal Information like:

• employee names, email addresses, and contractual agreements,
• vendor names, email addresses, contractual agreements, or other Personal Information necessary to provide the Services,
• customer names and email addresses used to provide the Services
• and personal health information pertaining to leave requests.

As a Job Applicant, we may also collect your resume and cover letter.

Information we collect automatically

WHEN

We collect information about your visits to the Website and the Application when you land on any of our web pages through cookies and similar tracking technology. A “cookie” is a text file that websites send to a visitor’s computer or other Internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. We may also use third-party analytics tools (such as Google Analytics) that collect information about use of the Services and user traffic.

WHAT

The information collected includes:

• access times
• the pages you view
• the links you click on
• the search terms you enter
• actions you take in connection with any of the visited pages
• your device information such as IP address, location, browser type and language
• the Uniform Resource Locator (URL) of the website that referred you to our website and
• the URL you browse away from our pages if you click on an external link

We may also collect information when you open email messages from us or click on links within those email messages. The information we collect automatically is statistical data and may include Personal Information. We use this information to improve and personalize the Services, such as to allow us to identify and authenticate users.

How we use Personal Information

We may use your Personal Information to:

• Deliver the contracted Services and allow full use of the Application functionality as purchased by the Clients
• Deliver training and support to our Application End Users and/or carry out the transactions you have requested
• To communicate with you directly through emails, calls, chats, video conferencing
• Process payments for Application subscriptions
• Send communications to you about:
  • new Application features and upgrades
  • our services and offerings
  • event announcements
  • product notices and changes to our terms and policies
• Deliver particular programs in which you have chosen to participate
• promotional offers and surveys
• scheduling demos
• Advertise and market our products and services, including delivering interest-based advertisements on this Website and other sites or content syndication platforms and websites
• Carry out market research to understand how to improve our Services and their delivery
• Create and manage marketing campaigns
• Generate sales leads and increase our market share
• Analyze user clicks and usage of the Application and Website to improve user experience and maximize usage of our Services
• Manage our Website and Application in order to maintain and deliver the contracted functionality and services,
• Enforce our Website and Application Terms and/or separate contracts (if applicable) with you
• Prevent fraud and other prohibited or illegal activities
• Protect the security or integrity of the Website, Application, our business or Services; or
• Otherwise, as disclosed to you at the point of collection or as required or permitted by law.

Please note that sometimes we may record the video conferencing call in which you participate in order to analyze and improve our staff’s communication skills. If we do so, we will clearly announce it at the beginning of the conference call.

We do not sell your information to any third party.

How we share Personal Information

Our Application and Services

If you are an End User of our Application, your Personal Information may be viewed by other users with access to the Application and the appropriate permission levels.

Service Providers

We use third parties to help us provide our Services. They will have access to your information as collected by the Website or the Application, as reasonably necessary to perform the contracted tasks on our behalf. We sign contractual agreements to obligate them to protect the Personal Information, to only use it to deliver the contracted Services to us, to prohibit them from selling it and not to disclose it without our knowledge and permission.

Service Provider Name	Business purpose	Information collected by the service provider	Data location
Amazon Web Services	Infrastructure as a service	Please see AWS’s privacy policy for details: https://aws.amazon.com/privacy/	AWS United States Data Centers

Legal disclosures

It is possible that we may need to disclose Personal Information when required by law, subpoena, or other legal processes as identified in the applicable legislation. We attempt to notify our clients about legal demands for their Personal Information when appropriate in our judgment unless prohibited by law or court order or when the request is an emergency.

Change in Control

We can also share your Personal Information as part of or in preparation for a sale, merger, divestiture, restructure, reorganization, dissolution, or change in control. Should such a sale, merger, or transfer occur, we will use reasonable efforts to direct the transferee to use your Personal Information in a manner that is consistent with this Privacy Policy.

Consent

We may also share your Personal Information in other manners with your explicit consent.

How we secure Personal Information

We are committed to protecting the security of all of the Personal Information we collect and use. We use a variety of physical, administrative and technical safeguards designed to help protect it from unauthorized access, use and disclosure. We have implemented best-practice standards and controls in compliance with internationally recognized security frameworks. We use encryption technologies to protect data at rest and in transit. Please note that the electronic transmission of information is not completely secure. We cannot guarantee that the security measures we have in place to safeguard personal information will never be defeated or fail, or that such measures will always be sufficient or effective. Any transmission of personal information is at your own risk.

Your Rights

We provide the same Services to all of our Clients and End-Users worldwide. We offer the following rights to all individuals regardless of their location or applicable privacy regulations. For Personal Information we have about you, you can:

Request a copy of your information

You have the right to obtain information about what Personal Information we process about you or to obtain a copy of your Personal Information. If you have provided Personal Information to us, you may contact us to obtain an outline of what information we have about you or a copy of the information. If you are an End User of the Application, you can approach your employer for more information.

You have the right to be notified of what Personal Information we collect about you and how we use it, disclose it and protect it.

This Privacy Policy describes what Personal Information we collect and our privacy practices. We may also have additional privacy notices and statements available to you at the point of providing information to us directly.

Change or correct your Personal Information.

You have the right to update/correct your Personal Information or ask us to do it on your behalf. You can edit your information through the user account in the Application or ask us to change or correct it by contacting us at support@absencesoft.com.

We do not process Personal Information through the use of automated means.

If you would like to exercise any of the rights described above, please contact us at support@absencesoft.com. You also have the right to lodge a complaint with the local organizations in charge with enforcing the privacy legislation applicable in your territory.

How long we keep your Personal Information

We retain information as long as it is necessary to provide the Services to you and our Clients, subject to any legal obligations to further retain such information.

We may also retain information to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations, enforce our Terms of Service and take other actions permitted by law.

The information we retain will be handled in accordance with this Privacy Policy.

Information connected to you that is no longer necessary and relevant to provide our Services may be de-identified or aggregated with other non-Personal Information to provide insights which are commercially valuable to AbsenceSoft, such as statistics of the use of the Services.

Other Important Information

Data Transfers. We process data only in the United States and rely on legally provided mechanisms to lawfully transfer data, such as contracts incorporating data protection and sharing obligations. By using the Services, you consent to the transfer to and processing and storage of your information in countries outside of your country of residence, which may have different data protection laws than those in the country where you reside.

Lawful Collection. We will only collect and process Personal Information about you where we have a lawful reason for its collection. When you visit our Website and provide us with your Personal Information, we collect and use it with your consent.

Employer Responsibility. As an Application End User, you consent to our collection of your Personal Information when you log in for the first time. However, your employer has control of the account and may upload and share additional Personal Information. It is your employer’s responsibility to ensure the collection, use and sharing of the Personal Information uploaded to the Application complies with all applicable legislation. Please note that we are not responsible for and have no control over the types of information your employer (our customer) or you store in or upload to the Services. As such, we shall not be liable to you for any information stored or uploaded to the Services by you or your employer.

Consent. Where we rely on your consent to process Personal Information, you have the right to withdraw or decline your consent at any time. If you have any questions about the lawful bases upon which we collect and use your Personal Information, please contact us at support@absencesoft.com.

Do Not Track. Your web browser may let you choose your preference as to whether you want to allow the collection of information about your online activities over time and across different websites or online services. At this time, the Services do not respond to the preferences you may have set in your web browser regarding such collection of your information, and the Services may continue to collect information in the manner described in this Privacy Policy.

California Notice. California Civil Code Section § 1798.83 permits users of our Services who are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please contact us.

Children. The Services are not directed to, and we do not knowingly collect or solicit personal information from, children under the age of 13. If we learn we have collected or received personal information from a child under the age of 13, we will delete that information. If you believe we have received any information from a child under the age of 13, please contact us.

How to select your preferences

Promotional Communications. You may choose to receive or not receive marketing communications from us. To stop receiving marketing communications, please click the “Unsubscribe” or “Manage Preferences” links in the email we sent you. Even if you opt-out of receiving marketing communications, we may still communicate with you in connection with security and privacy issues, servicing your account, fulfilling your requests, or administering any promotion or any program in which you may have elected to participate.

Cookies. Most browsers will tell you how to stop accepting new cookies, how to be notified when you receive a new cookie, and how to disable existing cookies. Please note, however, that without cookies you may not be able to take full advantage of all of the features of the Services.

Web Analytics. You may opt out of the aggregation and analysis of data collected about you on our website by Google Analytics by visiting https://tools.google.com/dlpage/.

Changes to Our Privacy Policy

We reserve the right to update or change this Privacy Policy at any time. If we make a material change to our Privacy Policy, we will provide notice to you (by posting on our website) that our privacy practices have changed. Your continued use of the Services will constitute your agreement to such changes made to this Privacy Policy. The date this Privacy Policy was last revised is at the top of this page. We encourage you to review this Privacy Policy periodically to check for any updates or changes.

California Privacy Statement

This California Consumer Privacy Act Notice (“California Notice”) describes how we handle your personal information, the reasons we do so, and the rights you have as a California resident regarding your information. This Notice supplements the Privacy Policy. This California Notice uses terms that have the meaning given to them in the California Consumer Privacy Act of 2018 (as amended by the California Privacy Rights Act of 2020) and its implementing regulations.

What Are the Categories of Personal Information Collected?

We may collect or receive (and may have collected or received during the 12-month period prior to the Last Updated date of this California Notice) the categories of personal information listed below. Not all categories will be collected or received for every individual.

• Identifiers: Personal identifiers, such as name, telephone number, physical address, email address
• Device Information and Online Activity: Device and online identifiers, mobile and web network activity and related information (such as Mac address, IP address, cookie IDs, browser activity, and other information associated with your browsing history)
• Commercial Information: Purchase and transaction history information
• Demographic Information: Demographic information, such as age, gender, date of birth, family or marital status, education information, professional and employment information, children and family’s names
• Background Information: Background and criminal information, such as background checks
• Sensitive Personal Information: Government-issued identifiers, account log-in information

What Are the Categories of Sources from Which We Collect Your Personal Information?

We may obtain and combine personal information from different sources, as described in the How Do We Collect Information section of the Privacy Policy and provided below:

• Provided directly by you or a member of your household
• Collected from a device associated with you or your household
• Collected from an external third-party source
• Collected from another solution or asset
• Collected from other sources to help us correct or supplement our records, improve the quality or personalization of our services, and to prevent or detect fraud

What Are the Purposes for Collecting Personal Information?

We may use your personal information for the purposes described in the How We Use Personal Information section of the Privacy Policy and as provided below:

• Performing services, including maintaining or servicing accounts, providing customer service, verifying customer information
• Helping to ensure security and integrity and prevent fraud
• Undertaking activities to verify or maintain the quality or safety of our services or devices and to improve, upgrade, or enhance them
• Debugging to identify and repair errors
• To conduct business analysis
• To conduct research and development, including undertaking internal research for
  technological development and demonstration
• To fulfill our legal function or obligations

We may use sensitive personal information for each of the purposes described above. To the extent we process deidentified information, we will maintain and use the information in deidentified form and will not attempt to reidentify the information unless permitted by applicable law.

Sale and Sharing of Personal Information

We do not sell personal information and have not sold personal information, for any purpose, in the last 12 months. We may share personal information with third parties for various purposes including sharing among affiliated entities. These kinds of disclosures may be deemed sharing personal information under California law and you have the right to opt out of these disclosures. We may share the following categories of personal information to the following categories of third parties:

Category of Personal Information Sold or Shared Category of Third-Party Recipient

Identifiers Service providers

Device Information and Online Activity Service providers

Demographic Information Service providers

Sale or Share of Personal Information of Consumers under 16 Years of Age

AbsenceSoft does not knowingly sell or share (for cross-context behavioral advertising) the personal information of consumers under 16 years of age. For more information about treatment of children’s personal information, see the AbsenceSoft Privacy Notice.

Disclosing Personal Information for Business Purposes

During the 12-month period prior to the Last Updated date of this California Notice, we may have disclosed your personal information with certain categories of third parties as described in the Categories of Personal Information We Disclose to Each Type of ThirdParty section of the Privacy Policy and disclosed below:

• Demographic information
• Device and online identifiers
• Individual preferences and characteristics
• Location information
• Personal identifiers
• Purchase history information
• Audio, visual, and other sensory information
• Background and criminal information
• Characteristics of protected classifications under California or federal law
• Education information
• Employment information
• Government identifiers
• Health and health insurance information
• Internet, application, and network activity

How Long Do We Retain Your Personal Information?

We will keep the personal information we collect about you for as long as necessary to carry out the purposes set forth in this Privacy Notice or any other notice provided at the time of data collection, but no longer than as required or permitted under applicable law or internal AbsenceSoft policy. We dispose of the information we collect in accordance with our retention policies and procedures.

What Are Your California Privacy Rights?

If you are a California resident, you can make certain requests regarding your personal information, and we will fulfill each request to the extent required by law. If we are unable to comply with your request in whole or in part, we will notify you with reasons for the denial.

As stated in more detail below, you can request that we:

• Provide you with access to a copy of and certain details regarding the personal information we have about you.
• Delete your personal information.
• Stop sharing your personal information for cross-context behavioral advertising.
• Correct your inaccurate personal information.
• Limit the use or disclosure of your sensitive personal information (SPI).

You may exercise any of these privacy rights by contacting us at support@absencesoft.com.

Request to Access My Personal Information

You have the right to request access to the personal information we may have collected about you.

Requests to access your personal information may be submitted up to two times in a rolling 12-month period. In response, we will return to you the following categories of information, to the extent required by law:

• The categories of personal information we have collected about you.
• The categories of sources from which we collect your personal information.
• The business or commercial purpose for collecting or sharing your personal information.
• The categories of third parties to whom we disclose personal information.
• The specific pieces of personal information we have collected about you.
• A list of categories of personal information that we have shared for cross-context behavioral advertising, along with the categories of third parties we shared it with for cross-context behavioral advertising.
• A list of categories of personal information that we have disclosed for a business purpose, along with the categories of third parties we disclosed it to.

Delete My Personal Information

You have the right to ask that we delete your personal information. Once we receive a request, we will delete the personal information (to the extent required by law) we hold about you as of the date of your request from our records and direct our service providers to do the same. Choosing to delete your personal information may impact your ability to use our websites and online features, including closure of your online account, and limit your use of in-store functions that require your personal information.

Stop Sharing My Personal Information

You have the right to opt-out of the sharing of your personal information and can request that we stop by contacting us at support@absencesoft.com.

Your opt-out request may be processed differently depending on whether you are logged into your account. If you are logged in, your preference will be associated with your account, and the device on which you exercised your choice. When you log in from another device or browser, it too will be automatically opted out. If you are not logged into your account, your request will only be associated with that one browser.

If you change your preference from opt-in to opt-out, you may be asked to confirm your preference prior to it taking effect. After opting out of the sharing of your personal information, you may still receive advertising communications from AbsenceSoft; however they will not be tailored to you.

Correct My Personal Information

You have the right to ask that we correct the personal information we may have collected about you if that information is inaccurate. We reserve the right to request identifying documentation from you in certain circumstances, as permitted by law.

Limit the Use and Disclosure of SPI

You have the right to ask that we limit our use and disclosure of your SPI to certain purposes permitted by law.

We will not discriminate against you for exercising your rights. We will not deny you goods or services, charge different prices or rates, provide a different level of service or quality of goods, or suggest that you might receive a different price or level of quality for goods. Some programs or membership services require usage of personal information to function, so compliance with your request may impact those experiences.

How Do We Verify Your Identity to Complete Your Access, Correction, and Deletion Requests

If you request access to, or the correction or deletion of, your personal information and we have access to any such information, we will verify your identity before disclosing the requested information. To do so, we may ask that you log into your account or provide us with your:

• First name *, middle initial *, last name *
• Address*
• Email address
• Phone number

*Required field

If we are not in possession of any personal information at the time of your request, we will direct you to request such information from your employer. Otherwise, you will be asked to answer a few questions about yourself to help us verify your identity. Third-party identification services may help us with verification to prevent disclosure of your personal information resulting from fraudulent requests. You may be asked to log into your online account and complete a one-time passcode validation. In the event more documentation is necessary to verify your identity, we will notify you directly.

What If You Cannot Verify My Identity?

If we cannot verify your identity, we will notify you, and your request(s) to access, request, or delete your personal information may not be processed. Any requests may be denied if we have reason to believe they are fraudulent.

Shine the Light

California residents also have the right to request that we provide you with (a) a list of certain categories of personal information we have disclosed to third parties for their direct marketing purposes during the immediately preceding calendar year and (b) the identity of those third parties. To exercise this right, contact us at the address below.

Contact Us

You may contact us to exercise any of your rights or ask for more information about your Personal Information and our privacy practices by contacting us at support@absencesoft.com.

Contact Information

You may contact us to exercise any of your rights or ask for more information about your Personal Information and our privacy practices by contacting us at support@absencesoft.com.