Privacy Policy
Effective Date: August 17, 2025
Last Updated: August 17, 2025
1. Introduction
At Embee Accounting, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our workforce management platform and related services.
By using our Service, you consent to the collection and use of information in accordance with this policy. We will not use or share your information with anyone except as described in this Privacy Policy.
2. Information We Collect
2.1 Personal Information
We collect personal information that you voluntarily provide to us when you:
- Register for an account
- Create a company profile
- Add employee information
- Contact us for support
- Subscribe to our services
2.2 Types of Data Collected
Account Information:
- Name and email address
- Company name and details
- Phone numbers
- Profile pictures
Employee Data:
- Employee names and contact information
- Employment details and job classifications
- Attendance records and time tracking
- Payroll and compensation information
- Custom fields as defined by your organization
Usage Information:
- Log files and usage patterns
- Device information and IP addresses
- Browser type and operating system
- Pages visited and time spent on our platform
3. How We Use Your Information
We use the information we collect for the following purposes:
3.1 Service Provision
- Provide and maintain our workforce management platform
- Process attendance tracking and payroll calculations
- Generate reports and analytics
- Manage user accounts and access permissions
- Facilitate communication within your organization
3.2 Communication and Support
- Respond to your inquiries and provide customer support
- Send important service notifications and updates
- Provide technical assistance and troubleshooting
- Send marketing communications (with your consent)
3.3 Improvement and Analytics
- Analyze usage patterns to improve our services
- Develop new features and functionality
- Ensure platform security and prevent fraud
- Comply with legal obligations
4. Information Sharing and Disclosure
We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except in the following circumstances:
4.1 Service Providers
We may share your information with trusted third-party service providers who assist us in:
- Cloud hosting and data storage
- Payment processing
- Email and communication services
- Customer support tools
- Analytics and monitoring services
4.2 Legal Requirements
We may disclose your information when required by law or in response to:
- Valid legal requests or court orders
- Government investigations
- Compliance with regulatory requirements
- Protection of our rights and safety
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.
5. Data Security
We implement robust security measures to protect your information:
Encryption
Data encrypted in transit and at rest using industry-standard protocols
Access Controls
Role-based access controls and multi-factor authentication
Secure Infrastructure
Cloud infrastructure with regular security audits and monitoring
Data Backups
Regular encrypted backups with disaster recovery procedures
Important: While we implement strong security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but continuously work to protect your information.
6. Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations:
- Account Data: Retained while your account is active
- Employee Records: Retained according to local employment law requirements
- Payroll Data: Retained for tax and audit purposes (typically 7 years)
- Usage Logs: Retained for 12 months for security and analytics
Upon account termination, we will delete or anonymize your data within 30 days, except where retention is required by law.
7. Your Rights and Choices
You have the following rights regarding your personal information:
Access and Portability
Request a copy of your personal data in a structured, machine-readable format
Correction
Update or correct inaccurate personal information
Deletion
Request deletion of your personal data (subject to legal retention requirements)
Restriction
Limit how we process your personal information
Objection
Object to certain types of processing, including marketing communications
To exercise these rights, please contact us using the information provided in Section 12.
8. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience:
Types of Cookies We Use:
| Type | Purpose | Duration |
|---|---|---|
| Essential | Required for platform functionality | Session |
| Analytics | Understanding usage patterns | 2 years |
| Preference | Remember your settings | 1 year |
You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect platform functionality.
9. International Data Transfers
Embee Accounting operates from Zambia. Your information may be transferred to and processed in countries other than your own for cloud hosting and service provision purposes. We ensure adequate protection through:
- Standard contractual clauses approved by regulatory authorities
- Adequacy decisions for certain countries
- Certification schemes and codes of conduct
- Binding corporate rules for intra-group transfers
- Compliance with Zambian data protection regulations
10. Children's Privacy
Our Service is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you become aware that a child has provided us with personal information, please contact us immediately.
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will:
- Notify you of significant changes via email or platform notification
- Update the "Last Updated" date at the top of this policy
- Provide 30 days' notice for material changes
- Obtain your consent where required by law
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Contact Information
Company:
Embee Accounting
Registered in the Republic of Zambia
Website:
www.embeeaccounting.com
Email:
markbmwape@gmail.com
Phone:
+260970805080
Location:
Online Service
Republic of Zambia
Data Protection Officer:
markbmwape@gmail.com
Response Time: We will respond to your privacy-related inquiries within 30 days of receipt. For urgent matters, please indicate "URGENT" in your subject line.
13. Regulatory Compliance
This Privacy Policy is designed to comply with applicable data protection laws, including:
- Data Protection Act of Zambia and applicable Zambian privacy regulations
- General Data Protection Regulation (GDPR) for EU users
- California Consumer Privacy Act (CCPA) for California users
- Personal Information Protection and Electronic Documents Act (PIPEDA)
- Other applicable local and international privacy laws