Privacy Policy

This Privacy Policy explains how Tribe Business Services (“we”, “our”, or “us”) collects, uses, stores, and protects personal data when users access or use the TribeDigital.ai mobile application, website, and related HRMS services.

By using TribeDigital.ai, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this Policy, please do not use our application or services.

1. Who This Policy Applies To

TribeDigital.ai is an HRMS platform intended for use by companies, employers, administrators, HR teams, managers, and employees. This Policy applies to all users who access the application or related services.

2. Information We Collect

Depending on your role and the features used, we may collect and process the following types of information:

• Personal identification data: such as name, email address, phone number, employee ID, national ID or identification number, and profile details.
• Employment data: such as job title, department, manager, employment status, work schedule, attendance records, leave records, overtime, claims, and HR-related information.
• Payroll and financial data: such as salary information, allowances, deductions, payslip data, bank details, tax-related information, and payroll processing records.
• Documents and attachments: such as employee documents, photos, identity documents, leave attachments, claim attachments, or other uploaded files.
• Device and usage data: such as device type, operating system, app version, IP address, log data, crash reports, analytics events, and usage activity.
• Location-related data: if enabled by your organization, location data may be collected for attendance, check-in, check-out, or workforce verification purposes.

3. How We Use Your Information

We use collected information to provide, operate, maintain, and improve the TribeDigital.ai HRMS platform, including to:

• Manage employee profiles and HR records.
• Process attendance, work schedules, check-in, and check-out records.
• Manage leave, overtime, claims, and approval workflows.
• Support payroll processing and payslip access.
• Provide app functionality, security, notifications, and user support.
• Monitor system performance, diagnose technical issues, and improve user experience.
• Comply with applicable legal, tax, payroll, employment, and regulatory obligations.

4. Legal Basis for Processing

We process personal data where it is necessary to provide HRMS services, fulfill contractual obligations, comply with legal requirements, protect legitimate business interests, or where consent is required and has been provided.

5. Data Sharing and Third-Party Services

We do not sell personal data. However, we may share or process information with trusted third-party service providers where necessary to operate the application and provide our services.

These third-party services may include:

• Cloud hosting and cloud storage providers.
• Analytics and crash reporting services, such as Firebase or similar tools.
• Notification, email, infrastructure, and security service providers.
• Payment, payroll, compliance, or business service providers where applicable.

Third-party providers are only permitted to process data as needed to support the services we provide and are expected to protect the data in accordance with applicable privacy and security obligations.

6. Data Storage and International Transfer

Your information may be stored and processed in countries where we, our clients, or our service providers operate. This may include countries within Southeast Asia or other regions where cloud infrastructure or business operations are located.

Where personal data is transferred across borders, we take reasonable steps to ensure that appropriate safeguards are in place to protect the data.

7. Data Retention

We retain personal data only for as long as necessary to provide the services, fulfill HR, payroll, tax, legal, audit, and business requirements, or as instructed by the relevant employer or organization using TribeDigital.ai.

When data is no longer required, we will delete, anonymize, or securely archive it in accordance with applicable requirements and internal policies.

8. Data Security

We apply reasonable technical, administrative, and organizational safeguards to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure.

However, no method of electronic transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security.

9. User Rights

Depending on applicable laws and your location, you may have rights to access, correct, update, delete, restrict, or request a copy of your personal data.

For employee users, some requests may need to be directed to your employer or organization because they control and manage your HR data inside TribeDigital.ai. You may also contact us for privacy-related assistance.

10. Children’s Privacy

TribeDigital.ai is intended for business and employment-related use. It is not intended for children or individuals below the legal working age in their respective jurisdiction. We do not knowingly collect personal data from children.

11. Permissions Used by the App

The mobile application may request certain device permissions to support HRMS features. These permissions may include:

• Camera or photo access: to upload profile photos, documents, leave attachments, or claim attachments.
• Location access: to support attendance, check-in, check-out, or location-based workforce verification if enabled by your organization.
• Storage or file access: to upload or download documents, payslips, attachments, or HR-related files.
• Notification access: to send reminders, approvals, payroll, leave, attendance, or other HRMS-related notifications.

You may manage app permissions through your device settings. Some features may not work properly if required permissions are disabled.

12. Cookies and Similar Technologies

Our website or web-based services may use cookies or similar technologies to maintain sessions, improve performance, analyze usage, and enhance the user experience.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. Continued use of TribeDigital.ai after changes are published means you acknowledge the updated Policy.

14. Contact Us

If you have any questions about this page, please contact us: