Version 1.0 · Last updated: 2026-02-18
1. Introduction
Ordoflo ("we", "us", "our") operates a workforce management platform that enables employers and employees to manage scheduling, time tracking, payroll estimation, and related services.
We are committed to protecting personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), applicable provincial privacy legislation, and industry-standard data security practices.
2. Information We Collect
A. Employer Information
- Business name and address
- Business contact details
- Account login credentials (email, hashed password)
- IP address and device metadata
B. Employee Information
- Full name, email address, phone number
- Employment status and schedule assignments
- Clock-in/clock-out timestamps
- GPS location at time of punch (if enabled by employer)
- Device metadata
- Pay rate and payroll-related entries (as entered by employer)
C. Automatically Collected Data
- Server logs and error logs
- IP addresses, device type, browser information
- Usage analytics
- Consent timestamps and policy versions accepted
3. Purpose of Collection
We collect personal information solely for:
- Workforce scheduling and time tracking
- Payroll calculation assistance (estimates only)
- Audit logging and platform security
- Legal compliance and fraud prevention
- Platform performance improvement
We do not collect personal information for resale or marketing purposes.
4. Data Ownership
- Employers own the business data they input regarding their company and employees.
- Employees own their personal profile information.
- Ordoflo acts as a data processor and platform provider.
We do not claim ownership of employer business data or employee personal data.
5. Data Sharing & Disclosure
We do NOT:
- Sell employee or employer data
- Share one employer's employee data with another employer
- Monetize user data in any way
- Provide data to marketing companies
We will only disclose data:
- If required by valid legal order (court order, subpoena, warrant)
- To comply with Canadian law
- To protect platform security or prevent fraud
- To enforce our Terms of Service
We do not voluntarily disclose payroll or employee data to the Canada Revenue Agency (CRA), any tax authority, or any third party unless legally compelled by binding legal order.
6. Data Storage & Security
We implement industry-standard safeguards including:
- All connections served over HTTPS via our hosting infrastructure
- Secure authentication with JWT token rotation
- Role-Based Access Control (RBAC) with store-scoped permissions
- Token invalidation on password change and account termination
- Comprehensive audit logging of all significant actions
- Cross-company data isolation via mandatory company-scoped authorization
- Rate limiting on authentication endpoints
- Security headers (HSTS, X-Frame-Options, X-Content-Type-Options)
We cannot guarantee absolute security, but we implement and maintain safeguards consistent with industry standards for platforms of this nature.
7. Employee Data Protection
Employee data is visible only to:
- The employee themselves
- Their authorized employer
- Authorized managers with appropriate RBAC permissions (store-scoped)
No employee data is visible to other employers. Cross-company data access is blocked at the application layer through mandatory company-scoped queries on all data operations.
8. Location Data
If enabled by the employer, Ordoflo collects GPS location at the time of clock-in and clock-out only.
Location data:
- Is used only for attendance verification
- Is not tracked continuously between punches
- Is not sold or shared with third parties
- Is stored securely with restricted access
Employers are responsible for disclosing GPS tracking to their employees as required by applicable law.
9. Data Access, Export & Deletion (PIPEDA Rights)
Under Canadian privacy law (PIPEDA), you have the right to access, correct, and request deletion of your personal data. Ordoflo provides:
- Data Export: Download a complete copy of all your stored personal data in JSON format at any time via your Account settings.
- Data Correction: Update your personal information (name, phone) via your profile settings.
- Account Deletion: Request account deletion through a secure 4-step confirmation process (with data export reminder).
Upon account deletion:
- Authentication tokens are immediately invalidated
- Account is deactivated (login disabled)
- Data may be retained in anonymized form if required for legal compliance or audit integrity
10. Data Retention
We retain data:
- While an account remains active
- As required for legal compliance (up to 7 years for tax-related records)
- As required for audit integrity and dispute resolution
11. International Data Transfers
If data is stored or processed outside Canada, we ensure safeguards consistent with Canadian privacy standards, including PIPEDA requirements for cross-border data transfers.
12. Limitation of Liability
Ordoflo is not responsible for:
- Employer misuse of employee data
- Payroll miscalculations due to incorrect employer input
- Business decisions made using platform estimates
- Service interruption due to force majeure
13. Permissions Disclosure
Ordoflo may request the following device permissions:
- Location: For clock-in/clock-out attendance verification
- Storage: For downloading data exports and paystub PDFs
Each permission is used only for platform functionality and is optional where the platform allows.
14. Changes to This Policy
We may update this Privacy Policy. Users will be notified of material changes and may be required to re-accept the updated policy. Continued use after notification constitutes acceptance.
15. Contact
For questions about this Privacy Policy or to exercise your PIPEDA rights, contact us at privacy@ordoflo.com.