Privacy Policy

HR Dock ("we", "us", "our") is an HR management platform built for the Egyptian market, headquartered in Cairo, Egypt. We operate under the Arab Republic of Egypt's Personal Data Protection Law (PDPL) and align with international best practices including GDPR principles.

For privacy-related enquiries, contact our Data Protection contact at privacy@hrdock.com.

• Account Data: Information you provide to create and manage your HR Dock workspace (company name, admin name, email, billing details).
• Employee Data: Personal data about your employees that you upload or generate through the platform (names, national IDs, salaries, attendance records, leave balances, performance data, etc.).
• Usage Data: Technical data about how you interact with the platform (page visits, feature usage, device info, IP address, browser type).
• Controller: The Organisation that determines the purposes and means of processing Employee Data — that's you, not HR Dock.
• Processor: HR Dock acts as a data processor on your behalf for Employee Data.

3.1 Account & Billing Data

When you register or subscribe, we collect: company name, administrator name, work email address, phone number, billing address, and payment information (processed securely via our payment provider — we do not store full card numbers).

3.2 Employee Data (on your behalf)

As the data controller, you are responsible for the Employee Data you enter into HR Dock. This may include: full names, national ID numbers, dates of birth, job titles, departments, salary and compensation details, attendance and leave records, performance evaluations, disciplinary records, benefit enrolments, and contract documents.

We process this data only on your documented instructions.

3.3 Usage & Technical Data

We automatically collect: IP addresses, browser and device information, pages visited, features used, session durations, and error logs. This helps us maintain platform stability and improve the Service.

3.4 Communications Data

If you contact our support team, we retain those communications to resolve your enquiry and improve our service quality.

We use collected data to:

• Provide, maintain, and improve the HR Dock platform.
• Process payroll calculations and Egyptian NOSS & tax compliance on your behalf.
• Send service-related notifications (downtime alerts, security notices, billing reminders).
• Respond to support requests and troubleshoot issues.
• Detect and prevent fraud, security breaches, and abuse.
• Comply with legal obligations under Egyptian law.
• Send product updates and marketing communications — only with your consent, and you may opt out at any time.

We do not use Employee Data for marketing, profiling for our own benefit, or any purpose outside providing the Service to you.

HR Dock processes Employee Data as a data processor under your instructions as the data controller. This means:

• You are responsible for having a lawful basis (e.g. employment contract, legal obligation) to process your employees' personal data.
• You are responsible for informing your employees that their data is processed on the HR Dock platform.
• HR Dock will assist you in responding to data subject requests (access, correction, deletion) within the platform.
• We will notify you without undue delay — and no later than 72 hours — if we become aware of a personal data breach affecting Employee Data.

Certain categories of Employee Data may be considered sensitive (e.g. health-related leave, disciplinary records). You must ensure you have the appropriate legal basis before entering such data into the platform.

All data is stored on secure cloud infrastructure (AWS / Microsoft Azure) with servers located in the EU or Middle East regions. We implement the following security measures:

• AES-256 encryption at rest for all Customer Data.
• TLS 1.2+ encryption in transit.
• Role-based access controls — employees only see data relevant to their role.
• Multi-factor authentication (MFA) available for all accounts.
• Regular security audits and penetration testing.
• Automated backups with point-in-time recovery.

Despite these measures, no system is completely secure. We encourage you to use strong passwords and enable MFA.

• Active accounts: Data is retained for the duration of your subscription.
• After termination: You have 30 days to export your Customer Data. After this window, we will delete Customer Data from our active systems within 60 days, and from backups within 90 days.
• Billing records: Retained for 7 years to comply with Egyptian tax and accounting regulations.
• Usage logs: Retained for up to 12 months for security and performance monitoring.

We do not sell your data. We share data only with:

• Sub-processors: Third-party services we use to operate the platform (cloud hosting, payment processing, error monitoring, email delivery). All sub-processors are bound by data processing agreements and provide equivalent data protection guarantees.
• Legal authorities: When required by Egyptian law, court order, or to protect HR Dock's legal rights.
• Business transfers: In the event of a merger or acquisition, your data may be transferred. We will notify you in advance and you retain the right to export your data.

Under the Egyptian PDPL and applicable regulations, you and your employees have the following rights regarding personal data:

• Access: Request a copy of personal data we hold about you.
• Correction: Request correction of inaccurate data.
• Deletion: Request deletion of your data (subject to legal retention obligations).
• Portability: Export your data in a machine-readable format (CSV/Excel) at any time from within the platform.
• Objection: Object to processing based on legitimate interests.
• Withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact privacy@hrdock.com. We will respond within 30 days.

HR Dock uses the following cookies:

• Essential cookies: Required for authentication and session management. Cannot be disabled.
• Analytics cookies: Used to understand feature usage and improve the platform. You may opt out via your account settings.
• Marketing cookies: Only used on our public marketing website (not inside the platform) and only with your consent.

The HR Dock platform is intended for use by businesses and is not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, please contact us immediately.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes via email or in-platform notice at least 14 days before they take effect. The updated policy will be posted on this page with the revised effective date.

For any privacy-related questions, requests, or concerns:

HR Dock — Data Protection
Cairo, Egypt
privacy@hrdock.com