1. Scope
This policy explains how Kayan (“we”, “us”) collects, uses and protects data when you use kayan-data.com, the Kayan platform (Kayan HR, Kayan QMS and Kayan ERP) and its mobile apps. We comply with applicable data protection laws, including Egypt’s Personal Data Protection Law No. 151 of 2020 and, for customers there, Saudi Arabia’s Personal Data Protection Law, to the extent they apply.
2. Our role
- Customer business data (such as employee, payroll, attendance, customer, supplier, invoice and quality records): the Customer is the controller, and we process it on the Customer’s behalf and only on its instructions to provide the service. If you are an employee of one of our customers, your employer is responsible for your data and should be your first point of contact.
- Account, contact and website visitor data (such as the account administrator’s name, email and subscription details): we are the controller.
3. Data we collect
Data provided by the Customer and its users
- Registration data: company name, administrator name, email and phone number, and company details such as address and tax number if entered.
- Business data entered by the Customer: employees’ personal and employment data (including national ID, contract, salary and bank account details, documents, leave and reviews), attendance, customers, suppliers, items, invoices and journal entries, quality records, and attachments.
- Correspondence and support requests.
Data collected during use
- Location: when the Customer enables mobile attendance or field visits, the device location is recorded only at the moment an attendance punch, a visit check-in or a visit check-out is made, after the user grants permission on the device. We do not track location continuously in the background.
- Device data: push notification token, device type and app version, to deliver notifications and offer updates.
- Technical data and logs: IP address, browser type and sign-in times, and an audit log of important actions in the Platform (who changed what and when) for security and review.
Payment data
Payments are processed by Lemon Squeezy. We do not receive or store card numbers. We only receive what is needed to manage the subscription, such as the buyer’s name, email, country, subscription status and amounts.
4. How we use data
- To provide the service and run the accounts and features the Customer requests.
- To send notifications and messages about the service and subscription, such as renewal reminders.
- To provide support and answer enquiries.
- To secure the Platform and prevent fraud and unauthorized use.
- To manage subscriptions and billing.
- To improve the service using aggregated statistics that do not identify individuals.
- To comply with the law and respond to valid official requests.
We do not sell personal data, and we do not use Customer business data for advertising.
5. Sharing and service providers
We share data only as needed with service providers that work for us:
| Provider | Purpose |
|---|---|
| Hosting and server provider | Running the Platform, storing data and backups |
| Lemon Squeezy | Selling subscriptions, collecting payments and issuing receipts as Merchant of Record |
| Google Firebase Cloud Messaging | Delivering notifications to the mobile app |
| Email delivery provider | Sending system emails such as alerts and password resets |
| OpenStreetMap, OSRM and Nominatim | Showing maps, calculating distances and converting coordinates to addresses for field visits |
| Google Fonts | Loading fonts on the website pages |
We may also disclose data where required by law or by a competent authority, to protect our rights and users’ safety, or as part of a merger or transfer of the business provided the data remains protected to the same standard.
6. International transfers
Some of the providers above may operate from other countries, so some data may be transferred outside your country. We make sure this happens with appropriate safeguards and within the limits allowed by applicable law.
7. Retention
- We keep Customer data for the duration of the subscription and for up to 90 days after it ends, after which we may delete it permanently. The Customer may request earlier deletion.
- Copies may remain in backups for a limited time until they are routinely overwritten.
- We keep billing and financial records for as long as the law requires.
8. Security
We use reasonable technical and organizational measures to protect data, including encrypted connections (HTTPS), one-way hashed passwords, isolation of each company’s data, role-based permissions set by the Customer, an audit log and regular backups. No system is 100% secure; we will notify affected customers and the relevant authorities of any breach affecting their data as required by law.
9. Cookies
We use only cookies that are necessary to run the Platform, such as the sign-in session, form protection and your selected language, and we may store simple preferences in your browser, such as the currency you chose on the pricing page. We do not use advertising or third-party tracking cookies.
10. Your rights
Subject to applicable law, you have the right to know what data we hold about you and obtain a copy, to correct it, to request its deletion, to object to or restrict its processing, and to withdraw consent where processing is based on it. For employee data held by one of our customers, contact your employer and we will help them fulfil your request. For other requests, contact us using the details below and we will respond within a reasonable time.
11. Children
The Platform is intended for businesses and their employees and is not directed at anyone under 18.
12. Changes and contact
We may update this policy and will publish the new version on this page with its date, and notify customers of material changes. For privacy questions or to exercise your rights:
- Provider: Kayan
- Email: kayandata.eg@gmail.com