Privacy Policy for Peplo HRIS

1. Information We Collect

We may collect the following categories of information to provide, maintain, secure, and improve Peplo:

Personal and Contact Information

• Full name
• Home or mailing address
• Email address
• Telephone or mobile number
• Date and place of birth
• Age, gender, nationality, and civil status
• Profile photograph
• Emergency contact information

Employment and Recruitment Information

• Employment status, position, department, and assigned workplace
• Employee identification number
• Date of hire and employment history
• Work schedule, attendance, shifts, and leave records
• Performance evaluations, training records, and disciplinary records
• Resumes, application forms, interview notes, and employment references
• Educational background, qualifications, licenses, and certifications
• Employment contracts and other HR-related documents

Payroll and Benefits Information

• Salary, allowances, deductions, incentives, and payroll records
• Bank or payment account information
• Tax identification and government-issued identification numbers
• Social Security System, PhilHealth, Pag-IBIG, and other benefits information
• Insurance, dependent, and beneficiary information
• Reimbursement and expense records

Sensitive Personal Information

Depending on the HR services used by an employer, Peplo may process sensitive personal information, including:

• Government-issued identification numbers and documents
• Health, medical, disability, and leave-related information
• Biometric information used for attendance or identity verification
• Background check information
• Information concerning administrative, civil, or legal proceedings
• Other information classified as sensitive personal information under applicable law

Usage and Activity Information

We may collect information about how users interact with Peplo, including:

• Login dates and times
• Attendance and timekeeping activities
• Features accessed and actions performed
• Account changes and approval history
• Audit logs, error reports, and system activity

Device and Technical Information

We may collect technical information such as:

• Device type and operating system
• Browser type and version
• Internet Protocol address
• Device identifiers
• Network information
• Cookies and similar technologies
• Application performance and diagnostic information

2. How We Use Personal Information

We may use personal information for the following purposes:

• Creating and managing employee and administrator accounts
• Maintaining employee records and organizational information
• Supporting recruitment, onboarding, and offboarding
• Recording attendance, work hours, shifts, absences, and leave
• Processing payroll, deductions, reimbursements, and benefits
• Managing employment contracts and HR documents
• Monitoring employee training, performance, and compliance
• Generating reports, analytics, and workforce insights
• Sending HR announcements, reminders, and account notifications
• Authenticating users and preventing unauthorized access
• Investigating errors, suspicious activity, and security incidents
• Providing technical support and maintaining the Application
• Improving Peplo’s features, functionality, reliability, and user experience
• Complying with employment, tax, reporting, legal, and regulatory obligations
• Establishing, exercising, or defending legal claims

We will process personal information only when there is an appropriate lawful basis, such as compliance with a legal obligation, fulfillment of a contract, pursuit of a legitimate business purpose, protection of vital interests, or valid consent when consent is required.

3. Employer and Service Provider Responsibilities

Organizations using Peplo may upload and manage personal information relating to their employees, applicants, contractors, and other personnel.

The organization using Peplo is generally responsible for determining why and how this information is processed. Aquila Softwares processes such information to provide Peplo and its related services, subject to the applicable agreement with the organization.

Questions concerning an employment record, HR decision, payroll entry, attendance record, or information submitted by an employer should generally be directed first to the employer or its authorized HR representative.

4. Data Sharing and Disclosure

We may disclose personal information in the following circumstances:

• To the employer, its authorized HR personnel, supervisors, payroll personnel, and system administrators
• To authorized employees or departments when access is necessary for legitimate HR or business functions
• To service providers supporting hosting, cloud storage, system maintenance, payroll, communication, security, analytics, or customer support
• To government agencies, regulators, courts, or law enforcement authorities when required or permitted by law
• To professional advisers, auditors, insurers, or legal representatives when reasonably necessary
• In connection with a merger, acquisition, restructuring, financing, or transfer of all or part of our business, subject to appropriate safeguards
• When necessary to protect the rights, property, security, or safety of Peplo, Aquila Softwares, our clients, users, or other individuals
• With the individual’s valid consent when consent is required

We require service providers that process personal information on our behalf to use it only for authorized purposes and to implement appropriate privacy and security safeguards.

We do not sell personal information.

5. Data Security

We implement reasonable and appropriate organizational, physical, and technical safeguards designed to protect personal information against unauthorized access, accidental or unlawful loss, alteration, disclosure, misuse, or destruction.

These safeguards may include:

• User authentication and access controls
• Role-based permissions
• Encryption and secure transmission
• Activity logging and system monitoring
• Data backup and recovery procedures
• Security testing and system maintenance
• Confidentiality obligations and employee training
• Procedures for managing security incidents and personal data breaches

Although we take reasonable measures to protect personal information, no internet-based service or electronic storage system can guarantee absolute security.

Users are responsible for maintaining the confidentiality of their login credentials and must promptly report suspected unauthorized access or account misuse.

6. Data Retention and Deletion

We retain personal information only for as long as reasonably necessary to:

• Provide and maintain Peplo
• Support active user and employer accounts
• Fulfill the purposes described in this Privacy Policy
• Maintain employment, payroll, attendance, and transaction records
• Comply with contractual, tax, labor, regulatory, and legal obligations
• Resolve disputes and enforce agreements
• Prevent fraud and maintain system security

Retention periods may vary depending on the category of information, the employer’s instructions, contractual requirements, and applicable laws.

When personal information is no longer required, we will securely delete, anonymize, or dispose of it according to our retention procedures, unless continued retention is required or permitted by law.

Users or authorized employer representatives may request account or data deletion by contacting us at admin@aquilasoftwares.com. Once a valid request is received and verified, we will respond within the period required by applicable law.

Deletion requests may be limited when information must be retained for employment records, payroll, taxation, legal compliance, security, fraud prevention, dispute resolution, or other legitimate purposes.

Deleted information may remain in secure backup systems for a limited period and will be removed or overwritten according to our regular backup schedule, generally within 90 days.

7. Your Privacy Rights

Subject to applicable law, individuals may have the right to:

• Be informed about the collection and processing of their personal information
• Access personal information held about them
• Request the correction of inaccurate or incomplete information
• Object to certain processing activities
• Request the deletion, erasure, or blocking of personal information
• Withdraw consent when processing is based on consent
• Obtain a copy of personal information in an appropriate format
• File a complaint with the National Privacy Commission
• Claim compensation when legally entitled

Certain rights may be restricted when processing is required by law, necessary for an employment relationship, or supported by another lawful basis.

To exercise these rights, contact your employer’s HR department or Peplo’s privacy contact using the details below. We may request information necessary to verify your identity before processing a request.

More information about data-subject rights is available from the National Privacy Commission.

8. Cookies and Similar Technologies

Peplo may use cookies, local storage, and similar technologies to:

• Keep users signed in
• Remember account preferences
• Maintain session security
• Understand how the Application is used
• Diagnose technical problems
• Improve performance and functionality

Users may manage cookies through their browser settings. Disabling certain cookies may affect the availability or functionality of some Peplo features.

9. International Data Transfers

If personal information is stored or processed outside the Philippines, we will take reasonable steps to ensure that appropriate contractual, organizational, and security safeguards are in place, as required by applicable law.

10. Children’s Privacy

Peplo is intended for use by employers, employees, applicants, contractors, and authorized organizational users. It is not designed for independent use by children.

If information concerning a minor is processed for a legitimate employment, dependent, benefits, or legal purpose, the responsible organization must ensure that an appropriate lawful basis and necessary safeguards are in place.

11. Third-Party Services and Links

Peplo may integrate with or contain links to third-party websites, platforms, or services. Those third parties may have their own privacy policies and data-processing practices.

We are not responsible for the privacy practices of third-party services that are not operated or controlled by Aquila Softwares. Users should review the applicable third-party privacy policies before providing personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in Peplo’s features, business practices, security measures, or legal obligations.

When material changes are made, we may notify users by posting the revised Privacy Policy within Peplo, sending an account notification, or using another appropriate communication method.

The revised policy becomes effective on the date stated at the top of the policy.

13. Contact Us

For questions, concerns, complaints, or requests concerning this Privacy Policy or the processing of personal information, please contact:

You may also contact or file a complaint with the National Privacy Commission through its official website at privacy.gov.ph.

By accessing or using Peplo, you acknowledge that you have read this Privacy Policy. Where consent is required by law, Peplo or the responsible organization will request consent separately and provide the relevant information before processing.