Privacy Policy

Last Modified: December 31, 2025

Your privacy matters to us. We are committed to safeguarding your personal information and maintaining your trust while you use our Leave Management System (LMS).

This Privacy Policy explains how Offlow (“we,” “us,” or “our”) collects, uses, stores, and protects personal data through our website and platform (“Offlow”).

Scope of This Policy

This Privacy Policy applies to all information collected through our website and the LMS web application owned and operated by Offlow. 

We currently offer only web-based services and do not operate any mobile application at this time.

Personal Data Collection

We act as both a Data Controller and, in certain cases, a Data Processor, depending on the nature of the information and the service provided.

As Controller:

We collect limited personal data from website visitors and registered users, including:

• Name
• Email address
• Company name
• Contact details
• Affiliate account information (for users participating in the Offlow Affiliate Program)
• Referral activity details (clicks, sign-ups, and converted users)

This information is collected to provide access to our services, demos, affiliate features, and support.

As Processor:

For data entered by our Clients and Users into the LMS (such as employee profiles, leave requests, team structures), we process this information solely based on our Client’s instructions.

Slack Notifications:
Offlow provides an optional integration that sends daily leave notifications to a Client’s Slack workspace.
For this feature, we process:

• Employee names
• Leave status
• Leave dates
  This is done only within the Client’s Slack workspace and according to their configuration.
  We do not access any additional Slack workspace data beyond what is required to send notifications.

We do not collect sensitive personal data unless it is voluntarily provided as part of using our LMS.

Purpose of Processing Personal Data

We process your personal data for the following legitimate business purposes:

• To provide and maintain access to our LMS  services.
• To manage user accounts and authenticate users.
• To process and record leave requests, approvals, and HR-related information.
• To respond to inquiries, requests, or support tickets.
• To communicate with clients regarding updates, changes, or service-related notifications.
• To improve the performance, reliability, and usability of our system.
• To comply with legal and regulatory obligations.
• To send daily leave notifications through Slack (if enabled by the Client).
• To manage affiliate accounts, track referrals, calculate rewards/commissions, and prevent fraud in the Affiliate Program.

We do not use your personal data for automated decision-making or profiling, and we do not sell or share your data with any third parties for marketing purposes.

Legal Basis for Processing

Your personal data is processed under the following lawful bases as defined by applicable data protection regulations:

• Legal obligation: When we must comply with laws and regulations.
• Legitimate interest: When it is necessary for security, system improvements, or customer communication.
• Consent: When you voluntarily provide information or enable optional features such as Slack integration or the Affiliate Program.

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or to meet legal requirements.

Typical retention periods:

• LMS account data: up to 90 days after account termination (unless legally required to retain longer)
• Affiliate program data: retained as long as the affiliate account remains active.
• Slack notification logs: not stored permanently; only processed for sending notifications

When data is no longer needed, it is securely deleted or anonymized.

Cookies

Like most websites, Offlow uses cookies to enhance user experience and analyze basic traffic patterns.

Cookies help us to:

• Remember your login session securely.
• Improve platform functionality and performance.
• Understand general usage trends to enhance the service.

You can manage or delete cookies anytime via your browser settings. Please note that disabling cookies may limit some features of our platform.

Security of Your Data

We take security seriously and apply appropriate technical and organizational measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction.

These include:

• Encrypted data transmission (HTTPS / SSL)
• Role-based access control within the LMS
• Regular system updates and security audits

All Offlow employees and authorized personnel handling data are trained in confidentiality and data protection protocols.

Your Rights

You have the following rights regarding your personal data:

• Right to access the information we hold about you.
• Right to request correction of inaccurate or incomplete data.
• Right to request deletion (“right to be forgotten”).
• Right to restrict or object to processing.
• Right to data portability (where applicable).

You can exercise these rights by contacting us at support@offlow.ai. We aim to respond to all valid requests within 30 days.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal obligations. Updated versions will be posted on this page with a revised “Last Modified” date.
We encourage you to review this page occasionally to stay informed about how we protect your information.

Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy or data protection practices, please contact us:

📧 support@offlow.ai
🌐 www.offlow.ai