Privacy Policy

Who we are

Vyuh is a shift and time management app made by IQ Spark Consulting Services Inc. (“we”, “us”), Unit 33, 42 Green Valley Drive, Kitchener, Ontario N2P 2C3, Canada.

You use Vyuh because your employer has chosen it to run its rota. Your employer decides what the app is used for and is the controller of your personal information. We process that information on your employer’s behalf to make the app work. Questions about why your employer collects something should go to them; questions about how the app handles it can come to us.

What we collect

We collect only what the app needs to do its job.

• Account details: your name, work email, role and the locations you work at. Your employer enters these when they invite you.
• Profile details you add: phone number, date of birth, emergency contact, and a profile photo if you choose to upload one.
• Work records: the shifts you are scheduled on, applications for open shifts, clock-in and clock-out times, timesheets, unavailability and time-off requests, and checklist tasks you complete.
• Location at clock-in: when you clock in or out, the app reads your device location once and sends it with the punch. It is checked against a set distance from the shift location, and a punch made outside that distance may be flagged to your employer or refused. The app does not track your location at any other time, and never in the background.
• Photos for checklists: if a checklist asks for evidence, photos you take or choose are attached to that task.
• Messages: messages you send to coworkers and managers through the app, and who they were sent to.
• Device and technical information: the app version, your phone model and operating system version, and logs needed to keep the service running and secure. If the app crashes or hits an error, a report with those technical details is sent to Sentry, our error-monitoring provider, so we can fix it. Crash reports never include your password or your messages. If you allow notifications, a device token from Google’s Firebase service is stored so we can send them, and deleted when you sign out. We do not use advertising identifiers.

What we use it for

• Showing you your schedule, letting you apply for shifts, and telling your employer when you cannot work.
• Recording the hours you work so you are paid correctly.
• Letting you and your coworkers at the same locations message each other.
• Sending you reminders before a shift, if you turn them on. These are scheduled on your phone; we do not receive them.
• Keeping the service secure, including two-step verification if you enable it.
• Answering support requests you send us.

We do not use your information for advertising, and we do not sell it to anyone.

Who can see it

• Your employer’s managers and administrators see your work records, profile and clock-in locations, as their role allows.
• Coworkers at your locations see your name, photo, role and phone number so they can reach you about a shift. They do not see your schedule, pay, or clock-in locations.
• Service providers who host the app, deliver email and push notifications, and collect crash reports on our behalf, under contracts that limit them to that purpose.
• Authorities, when the law requires it.

Where it is stored and for how long

Your information is stored on Amazon Web Services servers in the United States (US East, Ohio). This means it is held outside Canada and may be subject to United States law and accessible to authorities there. Each employer’s data is kept in its own separate database.

We keep your information for as long as your employer uses Vyuh and your account exists. Clock records and timesheets are kept for one year, after which they are deleted or anonymised. Messages are kept while your account exists. When your employer deactivates your account, your profile is no longer visible to coworkers and your login stops working.

Your choices and rights

• You can edit your phone number, emergency contact and photo in the app at any time.
• You can decline location access on your phone. The app will still work, but clock-ins without a location may be refused or flagged, since location is how a clock-in is verified.
• You can turn shift reminders and two-step verification on or off in Settings.
• You can ask for a copy of the personal information held about you, correct it, or have it deleted, subject to your employer’s legal duty to keep certain work records. Ask your employer first, since they control the data; you can also write to us at the address below and we will pass the request on and help fulfil it. Requests are answered within 30 days and free of charge.
• A copy of your data is provided as a downloadable archive your employer produces from Vyuh: a readable summary plus machine-readable files (JSON and CSV) covering your profile, employment records, shifts, timesheets, clock events, availability, messages you sent and files you uploaded. Other people’s messages and records are not included.
• To request deletion, use “Request account deletion” on the Help page. Your manager deactivates the account and then erases your personal details; shift and timesheet history is kept, without your name, for the period employment law requires.

These rights come from the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy law. If you are not satisfied with how a request was handled, you can complain to the Office of the Privacy Commissioner of Canada.

Security

Data travels between your phone and our servers over encrypted connections. Passwords are stored hashed, never in plain text. Access inside your employer’s organisation is limited by role. No system is perfectly secure, so please keep your password private and turn on two-step verification.

Children

Vyuh is a workplace tool for adults. It is not intended for anyone under the age of 18, and we do not knowingly collect information from anyone younger.

Changes to this policy

If we change this policy in a way that matters, the app will show you the new version and ask you to agree to it before you continue. The date at the top is the date the current version took effect.

Contact

Privacy questions and requests go to our privacy contact: gurinder.singh@vyuh.ca

Post: IQ Spark Consulting Services Inc., Unit 33, 42 Green Valley Drive, Kitchener, Ontario N2P 2C3, Canada