Privacy Policy
Effective January 1, 2022
1. Who we are
naise OS is an HR, payroll and compliance platform operated by naise Solutions PTE. LTD. ("we", "us"), naise Solutions Private Limited, 60 Paya Lebar Road, #06-28 Paya Lebar Square, Singapore 409051.
When an employer uses naise OS to manage its workforce, the employer decides what employee data goes in and why; for that data we act as a processor (or "data intermediary") on the employer's behalf. For data about our own customers' account holders and website visitors, we are the controller.
2. Data we collect
- Account details: name, work email, phone number, password (stored only as a one-way hash), role and company.
- Employee and HR records your employer enters or you submit: job details, personal and identity details, bank details for salary payment, attendance and time logs, leave and expense requests with attachments, payroll and payslip data, assets, and government filing identifiers where your employer files with Singapore's IRAS, CPF Board or MOM.
- Files you upload, such as receipts, documents and profile photos.
- Usage and technical data: IP address, browser and device information, pages and actions, and an approximate location derived from the IP address on our own servers.
- Payment details for subscriptions, which are entered with and held by our payment processor - we do not store card numbers.
- Cookies: essential sign-in cookies that keep you logged in, and Google Analytics cookies that measure how the site is used.
3. How we use data
- To provide the service: run payroll, track attendance and leave, process expense claims, generate payslips and reports, and file statutory submissions when your employer asks us to.
- To secure the service: authenticate users, enforce role-based access, rate-limit requests, and detect and investigate abuse.
- To communicate: send account, verification, password-reset, approval and billing emails.
- To bill subscriptions and to improve the product using aggregated usage information.
- To meet legal obligations.
We do not sell personal data, and we do not use customer data to train AI models.
4. AI assistants and the naise OS connector
You can connect naise OS to AI assistants such as Claude and ChatGPT through our MCP connector. Connecting is optional and is done by each user.
- You sign in on naise OS's own login page and choose which permissions to grant. The assistant never sees your password; it receives a short-lived access token.
- The assistant can only reach data your naise OS role already allows, within the permissions you granted. Tools you are not entitled to are not offered to it at all.
- Data the assistant fetches is sent to that assistant's provider (for example Anthropic or OpenAI) and is handled under their terms and privacy policy, and your organization's settings with them.
- You can disconnect at any time by removing the connector in the assistant's settings; access stops immediately.
6. International transfers
Our service providers may process data outside your country. Where they do, we rely on contractual safeguards so the data stays protected to the standard required by applicable law.
7. How long we keep data
- Account and HR records are kept for as long as your employer's account is active, and afterwards for as long as payroll, tax and employment laws require.
- Deleted records are first soft-deleted so mistakes can be undone, then removed according to the same legal retention rules.
- Server log files rotate and are removed after 14 days; application logs in our database are kept for 30 days.
- Sign-in cookies expire when you log out or after the remember-me period you chose; connector access tokens expire within minutes and are refreshed only while you stay connected.
8. Security
Data is encrypted in transit with HTTPS. Passwords are hashed, access is role-based, sensitive actions go through approval chains, and requests are rate-limited and logged. No system is perfectly secure, and we will notify affected customers of a breach as the law requires.
9. Your rights
Depending on where you live (for example under Singapore's PDPA or the EU/UK GDPR), you can ask to access, correct or delete your personal data, object to or restrict its use, or withdraw consent. If your data was entered by your employer, please contact them first - we will help them respond. To make a request, email support@naise.org.
10. Children
naise OS is a workplace product and is not directed at children.
11. Changes to this policy
We will post any changes on this page and update the effective date. For material changes we will notify account administrators.
12. Contact us
naise Solutions PTE. LTD., naise Solutions Private Limited, 60 Paya Lebar Road, #06-28 Paya Lebar Square, Singapore 409051. Email: support@naise.org. This policy is governed by Republic of Singapore law.