Privacy Policy

Watuba ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.

1. Information We Collect

1.1 Information You Provide

We collect information that you provide directly to us, including:

• Account information (name, email address, password, company details)
• Employee information (names, contact details, employment details, leave balances)
• Leave request information (dates, reasons, supporting documentation)
• Expense claim information (amounts, receipts, descriptions)
• Communications with our support team
• Payment and billing information

1.2 Automatically Collected Information

When you access our services, we automatically collect certain information, including:

• Log data (IP address, browser type, pages visited, time and date of visits)
• Device information (device type, operating system, unique device identifiers)
• Usage data (features used, interactions with the platform)
• Cookies and similar tracking technologies

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our services
• To process leave requests and expense claims
• To send administrative information, updates, and notifications
• To respond to your inquiries and provide customer support
• To process payments and prevent fraudulent transactions
• To analyze usage patterns and improve user experience
• To comply with legal obligations and enforce our terms
• To protect the security and integrity of our platform

3. Data Sharing and Disclosure

3.1 Sharing Within Your Organization

Your information may be shared with designated administrators, managers, and relevant personnel within your organization as necessary for leave management and expense claim processing.

3.2 Service Providers

We may share your information with third-party service providers who perform services on our behalf, including:

• Cloud hosting and storage providers
• Payment processors
• Email service providers
• Analytics providers
• Customer support tools

3.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Regular backups and disaster recovery procedures
• Employee training on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. When information is no longer required, we will securely delete or anonymize it.

Specific retention periods include:

• Employee records: Duration of employment plus 7 years
• Leave and expense records: 7 years from the date of creation
• Account information: Duration of account plus 2 years
• Support communications: 3 years from last interaction

6. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Objection: Object to certain processing of your information
• Restriction: Request restriction of processing in certain circumstances
• Withdraw consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@watuba.com.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities. You can control cookies through your browser settings, but disabling cookies may affect your ability to use certain features of our platform.

8. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws.

10. Protection of Personal Information Act (POPIA) Compliance

For South African users, we comply with the Protection of Personal Information Act (POPIA). We process your information lawfully, limit collection to what is necessary, ensure accuracy, and implement appropriate security measures. You have the right to file a complaint with the Information Regulator if you believe your privacy rights have been violated.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: