This Privacy Policy explains how Index of Solutions SARL ("Index of Solutions", "we", "us") handles personal information in Index HR — our human resources platform, comprising the Index HR mobile application and the Index HR web portal (together, the "Service").
Index HR is workplace software licensed to employers. If you are using Index HR, it is because your employer has provided you with an account.
Your employer decides what data is held about you and why. They are the data controller. We operate the Service on their behalf as a data processor, acting on their instructions. This matters for your rights: requests to access, correct or delete your information should go to your employer's HR department first. See Section 9.
We do not sell personal information, we do not use it for advertising, and we do not use it to train machine learning models.
| Category | Examples | Source |
|---|---|---|
| Identity & profile | Name, employee ID, work email, job title, department, cost centre, profile photo (optional) | Your employer |
| Authentication | Password (stored only as a salted hash), or Microsoft Entra ID sign-in tokens | You / your employer's directory |
| Attendance | Clock-in and clock-out times, work site, shift and schedule data | You, or your employer's attendance devices |
| Location | Approximate or precise coordinates captured at the moment of clock-in or clock-out | Your device — see Section 3 |
| Leave | Leave requests, dates, reasons, balances, entitlements, approval history | You and your managers |
| Timesheets | Hours logged against projects and activities, with any notes you add | You |
| Payroll | Salary, payslips, earnings, deductions, and related payroll elements | Your employer |
| Technical | App version, device type, and error diagnostics needed to operate the Service | Automatically |
Where your employer uses the recruitment features of the web portal, we also process applicant information — CVs, contact details, application history, and, where an applicant chooses to connect their LinkedIn account, profile data they authorise us to receive.
Location is used for one purpose only: to confirm that a clock-in or clock-out is taking place at a work site your employer has approved.
Where your employer uses fingerprint or face-recognition attendance terminals, biometric templates never leave the device and are never transmitted to or stored by Index HR. Matching happens locally on the terminal. The only information sent to us is a numeric user identifier and a timestamp — the fact that a recognised employee presented themselves at a given moment.
Where data protection law requires a legal basis (for example, the GDPR), your employer generally relies on: performance of your employment contract; compliance with legal obligations such as payroll, tax and working-time rules; and its legitimate interests in running its workforce operations. Your employer is responsible for confirming the basis that applies to you.
Personal information is disclosed only:
We do not sell personal information or share it with advertisers or data brokers.
| Provider | Purpose |
|---|---|
| Microsoft Azure | Application hosting and database storage |
| Microsoft Entra ID | Optional single sign-on, where your employer enables it |
| Optional recruitment integration, only where a user connects their own account | |
| Apple & Google | Distribution of the mobile application through their app stores |
We retain personal information for as long as your employer maintains its account with us and instructs us to hold it. Employment, attendance and payroll records are typically retained for the period required by applicable employment and tax law — five years in Lebanon.
When your employer's licence ends, we delete or return their data in line with our agreement with them, subject to any retention that law requires of us.
Depending on where you live, you may have the right to access your personal information, correct inaccuracies, request deletion, object to or restrict certain processing, and request a portable copy.
How to exercise these rights: because your employer controls your data, please contact your HR department first — they can action most requests directly in Index HR. If you contact us instead, we will refer your request to your employer and support them in responding, as our agreement with them requires.
You also have the right to lodge a complaint with your local data protection authority.
No system can be guaranteed completely secure, but we work to protect your information using measures appropriate to its sensitivity.
Your information may be processed in a country other than the one you live in. Where such transfers take place, we rely on appropriate safeguards, such as the European Commission's standard contractual clauses. Our primary hosting region is Azure North Europe.
Index HR is workplace software intended for adults in employment. It is not directed at children, and we do not knowingly collect information from anyone under 16.
We may update this policy from time to time. Material changes will be notified to employers using the Service, and the "last updated" date above will change. Continued use of the Service after an update means the revised policy applies.
Questions about this policy, or about how your information is handled:
Index of Solutions SARL
Mazraa, Beirut, Lebanon
Email: y.nasser@indexofsolutions.com
If you are an employee, your employer's HR department remains your first point of contact for questions about your own records.