ScheduleFai privacy policy

1. Who is responsible for the data?

Employers use ScheduleFai for their staff. Who the controller is depends on your role:

• Employee (or anyone else working for a business that uses ScheduleFai): your employer is the controller of the data about you, your schedule, your time, your absence and your pay. We process it on the employer's behalf, as a processor, under the agreement with the employer. Ask your employer first about the data.
• Employer and account holder: we are the controller of the data about you as our customer's contact person, for support and for invoicing.
• Everyone who uses ScheduleFai: we are the controller of what we process to keep the service secure and working, such as sign-ins and security logs, and of this website.

LogFai, the free clock-in app, is also made by us and shares the staff register with ScheduleFai. Stamps and the location at stamping are described in LogFai's privacy policy.

2. Which data do we process?

Which data exists about you depends on what your employer uses ScheduleFai for:

• Identity and contact: name, personal identity number or coordination number (stored encrypted and shown masked), date of birth or a foreign ID number when there is no personal identity number, email address, mobile number, address and emergency contact.
• Sign-in: password (stored only as a secure hash), language, the companies you belong to and your permissions.
• Employment: form of employment, dates, position, extent, workplace, staff group, collective agreement, skills, the employer's notes and employment contracts with signatures.
• Pay and payout: salary and salary history, tax table or tax rate, benefits, any wage garnishment, bank account or IBAN, payslips, vacation, time-off-in-lieu and flextime balances, payouts and employer declarations.
• Schedule and time: shifts, requests for open shifts, shift swaps, time reports, approvals and allowances such as unsocial hours pay. Stamps come from LogFai.
• Absence: sick leave, pregnancy, care of a sick child, parental leave, vacation and other leave, with the type, the time and the note you write to your manager.
• Messages and documents: what you write in Messages, pictures and files you attach, and documents your employer publishes to you, such as employment contracts and employer's certificates.
• BankID: when you sign an employment contract with BankID we keep BankID's confirmation with your name and personal identity number, the signature and BankID's verification response, and the device's IP address.
• Phone and browser: a random installation ID the app creates, the phone's model, operating system, app version and language, a notification token from Apple or Google and, if you turn on notifications in the browser, the browser's subscription.
• Security: IP address, when you signed in and last used a device, and a history of who changed what and when. The history shows names and email addresses but never pay amounts, account numbers or full personal identity numbers.

3. Where does the data come from?

• From your employer, who adds you, your schedule, your employment and your pay.
• From you, for example when you add your bank account, change your address, report an absence or write a message.
• From LogFai, where you clock in and out.
• From BankID, when you sign a contract, and from the Swedish Tax Agency, which answers the employer declaration.
• From your phone or browser: the technical data above.

4. Why, and on what legal basis?

For employees' data the employer decides the purposes and is responsible for the legal basis. Usually:

• Schedule, time, absence and pay: performing the employment contract and the employer's legal obligations, for example under the Swedish Working Hours Act, Annual Leave Act, Sick Pay Act, Tax Procedure Act and Accounting Act.
• Employer declaration and employer's certificate: the employer's legal obligations. The employer's certificate is sent to Arbetsgivarintyg.nu only when you have consented.
• Employment contracts with BankID: entering into the contract and being able to show that it is signed.
• Messages, notifications and shift swaps: the employer's legitimate interest in planning the work and reaching its staff.

For what we are responsible for ourselves:

• Customer relationship, support and invoicing: the agreement with the customer, the Accounting Act and our legitimate interest.
• Email, SMS and notifications about the account (invitations, new passwords and codes): providing the service (contract).
• Security, troubleshooting and preventing misuse, such as security logs and a lock after too many sign-in attempts: our legitimate interest.

5. Sick leave and other sensitive data

Data about sick leave is health data, a special category of personal data. The employer may process it to meet its obligations under employment law, such as sick pay and the qualifying deduction (Article 9(2)(b) GDPR).

ScheduleFai has no fields for diagnoses. It keeps the type and time of the absence and the note you write yourself, encrypted. Colleagues never see the reason for your absence.

Personal identity numbers are used only where needed, for example for pay, tax, sign-in and BankID, and are shown masked to anyone who does not need the full number.

6. Who receives the data?

• Your employer and the people the employer gives access, such as managers and whoever runs payroll. Colleagues see your name and your published shifts at your workplace, and what you write to them in Messages.
• The Swedish Tax Agency (Skatteverket): the employer declaration at individual level (pay, tax, benefits and the absence data required), when the employer sends it.
• Arbetsgivarintyg.nu (the Swedish unemployment insurance funds): your employer's certificate, when the employer sends it with your consent.
• Fortnox, if the employer connects its bookkeeping: the payroll's accounting entries, summed per account and cost centre, with no data about individuals.
• The employer's bank, Fora and Statistics Sweden (SCB): the employer downloads files, such as the payment file with names, accounts and amounts, and hands them over itself.
• LogFai, our clock-in app, which shares the staff register with ScheduleFai.
• Our sub-processors, who process data only on our behalf: Hetzner Online GmbH (servers in the EU), our own mail server and our own SMS service for sending, and Finansiell ID-Teknik BID AB for BankID.
• Apple and Google deliver notifications to the app, and the browser's vendor delivers them to the browser. They receive a notification token and the notification's text. The text may name a person, a date and what it is about, such as an absence report and its type, but never message text, amounts or personal identity numbers.
• Authorities, when the law requires it.

We never sell personal data and never disclose it for advertising.

7. Where is the data processed?

The data is stored and processed within the EU/EEA. The exception is notifications: Apple and Google may process the notification token and text outside the EU/EEA, with the safeguards the GDPR requires, such as the European Commission's standard contractual clauses.

8. How long is the data kept?

• Employees' data: as long as the employer uses ScheduleFai and as the employer instructs. When the agreement with the employer ends we delete the data under that agreement, after the employer has been able to export it.
• Pay and bookkeeping: under the Swedish Accounting Act the employer keeps accounting records, such as payroll lists and payslips, until the end of the seventh year after the calendar year in which the financial year ended.
• Staff register (in LogFai): two years after the end of the calendar year it covers (Tax Procedure Act).
• Signed employment contracts and signatures cannot be changed afterwards and are kept as long as the employer needs to be able to show the contract.
• Links and codes: a new-password link one hour, an invitation seven days and SMS codes ten minutes.
• Sign-ins: on the web at most 12 hours (60 minutes without activity), in the app at most 30 days. When you sign out of the app the notification token is removed and the device is revoked.
• Email: the text is deleted once it has been sent.
• Server logs and backups: at most 14 days.
• Customer relationship: as long as the customer has an agreement with us and then as long as the Accounting Act requires for invoices.

9. The app, the web and notifications

• No tracking: ScheduleFai, the app and this website use no analytics, advertising or tracking tools and no advertising ID.
• Cookies: the web app uses only necessary cookies for signing in and for the Fortnox connection. A few display choices, such as the chosen workplace and view, are kept in your browser. This website uses no cookies.
• Camera and photos: the app uses the camera or the photo library only when you choose to attach a picture in Messages. The app does not use the phone's location and does not read your contacts.
• Face ID, Touch ID and fingerprint unlock the app if you turn it on. The check happens on the phone and never reaches us.
• Notifications: you choose whether you want them in the app or the browser and can turn them off in the phone's or browser's settings. The text may show on the lock screen, so it never contains message text, amounts or personal identity numbers.
• The app's sign-in is kept in the phone's secure storage. When you sign out it is deleted, and the app's cookies and cache are cleared.
• Demo requests from this website open in your own email program. Nothing is sent through the website.

10. Your rights

You have the right to know which data is processed about you and to get a copy, to have errors corrected, to have data erased, to restrict or object to processing, and to receive data you provided yourself in a machine-readable format. The right to erasure does not cover what the employer must keep by law.

• Employee: contact your employer first. You can see much yourself in ScheduleFai, and you can change your address and emergency contact under My details. We help the employer answer.
• Account holders and everyone else: write to us at info@schedulefai.com. We answer within one month.
• Deleting the account: see Delete account.

If you are unhappy with how the data is processed you can complain to the Swedish Authority for Privacy Protection (imy.se).

11. Security

All traffic is encrypted (HTTPS). Personal identity numbers, bank accounts, pay data, addresses, absence notes, Messages and files are stored encrypted on the server and in the backups, and passwords only as hashes. The encryption protects the data where it is stored; it is not end-to-end. Everyone sees only what their permissions allow.

To help the employer, our support can sign in to the company as the employer, by default only to read. This requires a stated reason, lasts at most 60 minutes and is logged. Support can never change where pay is sent, send anything to the Tax Agency or sign for anyone.

12. Contact

Tizfai Technologies AB, company reg. no. 559284-7379, Kumminvägen 1, 611 46 Nyköping, Sweden. Email: info@schedulefai.com.

13. Changes

We publish changes here with a new date and version number. For larger changes we tell you in ScheduleFai or by email.