Privacy Policy

Overview

BetterDesks is a workforce management platform provided by Sivaiah Technologies Inc. (“BetterDesks”, “we”, “us”, or “our”). We are committed to protecting personal information in accordance with applicable privacy laws, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use our platform.

Our Role (Important)

BetterDesks is a service provider to organizations (our “Customers”).

• Our Customers (employers) control the personal information of their employees, contractors and users
• We process personal information on behalf of our Customers

If you are an employee or end user, your employer is responsible for:

• Obtaining consent
• Managing your data
• Responding to your privacy requests

Information We Collect

We collect and process information provided by our Customers and users, including:

a. Account Information

• Name, email address
• Login credentials and authentication data

b. Employee & Profile Information

• Contact details (phone, address)
• Employment details (role, status, employee ID)
• Emergency contact information

c. Workforce & Operational Data

• Schedules and shift assignments
• Timesheets (clock-in/out, hours worked, approvals)
• Attendance and audit logs

d. Documents & Files

• Employee documents (e.g., ID, work eligibility)
• Payroll-related documents (e.g., pay statements, tax forms)
• Client-related documents uploaded by Customers

e. Organization & Business Information

• Company name, address, business number
• Workplace locations and site data

f. Technical Information

• Authentication session data
• Device and browser information
• Usage and system interaction data

Sensitive Information

Depending on how our Customers use the platform, we may process sensitive personal information such as:

• Government-issued identifiers or documents
• Payroll and tax-related documents
• Banking or direct deposit information (via uploaded documents)
• Employee addresses and emergency contacts

We process this information only as instructed by our Customers.

How We Use Information

We use personal information to:

• Provide and operate the BetterDesks platform
• Authenticate users and manage access
• Enable workforce management features (scheduling, timesheets, reporting)
• Store and manage documents
• Process billing and subscriptions
• Send transactional communications (e.g., account verification, password resets)
• Maintain security and prevent fraud
• Improve platform functionality and user experience

Communications

We may send:

• Transactional emails (e.g., account-related notifications)
• Business or service-related communications, including outreach about our services

Where required by law (including Canadian anti-spam laws), we will obtain appropriate consent before sending commercial electronic messages.

Sharing of Information

We do not sell personal information.

We may share information:

• With service providers that support our platform (e.g., infrastructure, hosting, communications)
• With our Customers (who control the data)
• Where required by law or legal process
• To protect rights, safety, or security

All service providers are required to safeguard personal information.

Data Storage & Transfers

Personal information is stored in Canadian data centres.

In some cases, information may be accessed or processed in other jurisdictions. When this occurs, we take reasonable steps to ensure appropriate safeguards are in place.

Data Retention

BetterDesks does not independently determine retention periods for Customer data.

• Data is retained based on our Customers’ instructions and account settings
• Customers may request deletion of their organization’s data at any time

We may retain limited information where required to:

• Comply with legal obligations
• Resolve disputes
• Enforce agreements

Your Rights

Depending on applicable law, individuals may have the right to:

• Access their personal information
• Request correction of inaccurate data
• Request deletion of their data

Because we act on behalf of our Customers:

Requests should generally be directed to your employer or organization first

You may also contact us at legal@betterdesks.com, and we will assist where appropriate.

Security

We implement reasonable administrative, technical, and physical safeguards, including:

• Secure data transmission (encryption in transit)
• Access controls and role-based permissions
• Secure cloud infrastructure
• Monitoring and logging of system activity

However, no system is completely secure.

Cookies and Similar Technologies

We use cookies and similar technologies to:

• Maintain user sessions
• Store user preferences
• Support security and authentication
• Improve platform performance

You can control cookies through your browser settings.

Third-Party Services

We use third-party service providers to operate and improve our platform.

These providers may process personal information only as necessary to provide their services and are contractually required to protect it.

Children’s Privacy

BetterDesks is not intended for direct use by children.

Our Customers are responsible for ensuring that their use of the platform complies with applicable laws regarding minors and employment.

Changes to This Policy

We may update this Privacy Policy from time to time.

We will post the updated version at: https://betterdesks.com/legal/privacy

Your continued use of the platform constitutes acceptance of the updated policy.

Contact Us

For privacy-related questions or requests:

legal@betterdesks.com

Sivaiah Technologies Inc.

#2 120 Main St

Cambridge, ON N1R 1V7

Canada