Privacy Policy for Hafa Peak Staff

Last updated 2026-10-02

Who this is for

Hafa Peak Staff is an internal workforce-management app built for employees of Hafa Peak Investments to clock in and out, request leave, record company vehicle use, and (for some roles) log farm resources. It is not a public or consumer service, an account cannot be created by anyone outside the company, and it is not directed at or knowingly used by children.

Information we collect

• Account and identity: your employee ID, full name, job title, department, work site, hire date, work email, cellphone number, and a profile photo if you choose to upload one.
• Sign-in credential: a PIN, stored only as a one-way cryptographic hash. It is never kept in a form that anyone, including us, can read back. If you enable Face ID or fingerprint sign-in on your phone, that credential is held in your device's own secure storage and never leaves it.
• Location: your device's GPS coordinates, captured when you clock in or out (to confirm you were at an assigned site) and roughly every 10 minutes while you remain clocked in, for the same reason. This stops the moment you clock out. The periodic reports are deleted after 30 days. Your clock-in and clock-out records themselves, including their location, are kept as part of your timesheet history.
• Vehicle logbook: if you drive a company vehicle, the details of the trip you record: which vehicle, the date, the odometer reading at the start and at the end, what the trip was for, and your name as the driver. Each trip also requires a photograph of the speedometer. Every piece of metadata is stripped out of that photograph before it is saved, including any GPS coordinates your phone attached to it. Recording a trip does not capture your location.
• Device information: a random identifier so your admin can tell your devices apart if you use more than one, your browser and device type, and, briefly, your IP address for security and abuse prevention.
• Optional HR details: a medical aid scheme and number, an emergency contact's name, number and relationship, and a home address, if you or your employer choose to record them.
• Work records: leave requests and balances, general requests you submit, and, for employees or administrators of the Farm department, farm stock log entries.

How we use it

Only to run core workforce functions: recording attendance and hours for payroll, confirming you're at an assigned site while clocked in, managing leave and internal requests, accounting for how company vehicles are used and when they are due for a service, contacting you about your own account (a PIN reset, a decision on something you submitted), and keeping an audit trail your administrators can review.

Who can see it

You can see your own record. Beyond that, access is limited to your employer's administrators. Where a role is scoped to one area, that person can only see and manage records in that area and nothing else in the system: a Farm administrator is limited to the farm logs, and someone given vehicle logbook rights can add vehicles and record services but has no access to leave, PINs or anyone's clock log. The vehicle logbook and its photographs are not visible to Farm department staff at all.

We do not sell your data, run advertising, or share it with any analytics, advertising, or data-broker company. It is never used for tracking, and no outside company receives it beyond the ordinary infrastructure we rely on to run the app, for instance the mail server that delivers account emails.

Where it's stored

On a server run by Hafa Peak Investments, with backups kept on the company's own private storage. Profile photographs and speedometer photographs are held on that same server. Nothing is hosted on a third-party consumer cloud platform.

How long we keep it

Location reports: 30 days. Clock-in and clock-out records and timesheets: for as long as required for payroll and legal record-keeping. Vehicle trip records and their speedometer photographs: for as long as the vehicle records are needed, since a logbook with gaps in it is not a logbook. Other account details: for as long as your account is active, plus any period required by law after you leave.

Your choices

Face ID and fingerprint sign-in are optional and can be turned off at any time from your Profile page, which also removes the stored credential from your device. Location is only ever collected while you're clocked in. Optional fields (photo, medical aid, emergency contact, home address) can be left blank. A speedometer photograph is required only when you choose to record a vehicle trip.

Changes to this policy

If what we collect or how we use it changes, this page will be updated and the date above will change.

Contact

Questions about your data can be sent to support@hafapeak.com.