Privacy Policy

1. About this policy

This Privacy Policy applies to Back Office Vi websites, mobile and web applications, software products, custom systems, support, and related services. Our products include BoViHR, BoVi Price, BoVi Customs, BoVi CRM, and BoVi POS.

Where a business, employer, government body, or other organization provides your access to one of our products, that organization generally determines why and how its operational information is used. Back Office Vi and its group of companies process that information to provide the requested product or service.

2. Information we process

The information processed depends on the product or service being used and may include:

• Contact and business information: such as names, email addresses, telephone numbers, organization details, and information submitted through enquiries or support requests.
• Account and identity information: such as usernames, employee or customer identifiers, workplace details, roles, and access permissions.
• Product and operational records: such as HR, attendance, payroll, receipt, pricing, customs, tariff, customer, ticket, sales, inventory, and accounting information when the relevant product is used.
• Facial-recognition information in BoViHR: facial images captured during enrollment and identity verification, together with biometric templates or numerical representations derived from those images.
• Technical and support information: such as app version, device or browser type, timestamps, diagnostic records, and information needed to secure, maintain, and troubleshoot our services.
• Website information: such as pages visited, referral and campaign information, and interactions with our website. Advertising measurement is enabled only after the visitor chooses to allow it.

3. BoViHR facial recognition

BoViHR uses facial recognition to confirm that an enrolled employee is the person recording an attendance event. Facial-recognition information is used only for identity verification, attendance administration, fraud prevention, security, and closely related workforce functions requested by the organization.

We do not sell facial images or biometric templates, use them for advertising, or use them to identify people outside the workforce enrolled by a BoViHR customer.

4. How information is used

We process information to:

• create and administer authorized accounts;
• provide the features, records, workflows, and reports requested by customers;
• verify identity, including BoViHR attendance verification where enabled;
• respond to enquiries and provide customer support;
• secure, maintain, troubleshoot, and improve our products and services;
• prevent misuse or fraud and enforce our agreements; and
• comply with applicable legal obligations.

5. Disclosure of information

We do not sell personal information. Customer and product information is not shared with unrelated persons for their advertising or marketing. Access is limited to authorized personnel of the customer organization and Back Office Vi group companies that operate and support the relevant product or service.

Information may also be processed by infrastructure or service providers that help us host, secure, communicate, and operate our services, subject to appropriate restrictions. If a website visitor consents to advertising measurement, limited browser and website-interaction information may be sent to Meta; BoViHR facial images and biometric templates are never sent for this purpose.

We may disclose information when required by law, a court order, or a lawful request from a competent authority, or when directed by the customer organization that controls the relevant records.

6. Retention and deletion

Information is retained for as long as needed to provide the relevant product or service, meet the customer organization's instructions and legal obligations, resolve disputes, and protect our systems. Retention periods differ according to the product and type of record.

BoViHR facial-recognition information is retained only while needed for an employee's authorized enrollment and the purposes described in this policy, subject to applicable legal and contractual requirements. Valid access, correction, or deletion requests are handled in coordination with the organization that controls the relevant records and are subject to required retention periods and reasonable backup cycles.

7. Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. No electronic system can be guaranteed to be completely secure, but access is restricted to authorized users who need the information for the purposes described above.

8. Your choices and rights

Depending on applicable law, you may have rights to access, correct, delete, or restrict the processing of your personal information, and to withdraw consent where consent is the basis for processing. If an organization provided your account or controls the relevant records, you should first direct your request to that organization. You may also contact Back Office Vi for assistance.

Withdrawing from facial-recognition processing may affect your ability to use facial verification. Your organization can advise whether another authorized attendance method is available.

9. Children's privacy

Our business software and services are not directed to children. We do not knowingly collect children's personal or facial-recognition information except where an authorized organization has a lawful basis and complies with all applicable requirements.

10. Changes to this policy

We may update this Privacy Policy to reflect changes to our products, services, practices, or legal requirements. The effective date at the top of the policy will identify the latest version.

11. Contact us

Questions or privacy requests concerning Back Office Vi or any of our products may be sent to: