Privacy policy

1. Who we are

TeamOS is staff management software. Businesses (“customers”) use it to hold employee records and to run attendance, leave and approvals for their own staff.

TeamOS is operated by a company registered in Nigeria. Its registered name, registration number and registered address are stated on every invoice we issue, and you can ask us for them at privacy@teamos.work.

2. Two different roles

This distinction determines nearly everything else in this policy, so it comes first:

When your company is set up on TeamOS and you use it

We are the data controller for your account details, your name, email address, sign-in records and billing information. We decide how that data is used.

When you store your employees' data in TeamOS

You are the controller and we are the data processor. We hold and process employee records on your instruction. We do not decide what goes in, we do not use it for our own purposes, and we do not sell it.

3. What we collect

Account data (we are the controller)

• Name and work email address
• Company name and the workspace address you choose
• Password, stored only as a cryptographic hash, never in readable form
• Sign-in timestamps and IP address, for security and abuse prevention
• Billing status and payment references

Employee data (your customers' data, we are the processor)

What is held depends on what you enter, but typically includes:

• Employee name, contact details, role, department, assigned office, manager and start date
• Attendance records
• Leave requests, leave types, balances and approval decisions
• A permanent record of changes to someone's role, department, office, manager or status, including the reason recorded when someone leaves
• An audit trail of who changed what, and when
• Where an employer has turned it on, the location of a clock-in or clock-out, and only with the employee's agreement. See Location at clock-in and clock-out.

Sick leave can imply health information, which is a special category of personal data and carries extra obligations. TeamOS is not designed to hold it. Do not enter a diagnosis, symptoms or other medical details in the reason on a leave request or in any other field; record only that the leave is sick leave. If you do enter health information, you are responsible for having a lawful basis to hold it.

Location at clock-in and clock-out

Location section, version 2026-10-18. This is the text an employee agrees to in the TeamOS mobile app. If it changes in a way that matters, the version changes and the app asks again.

An employer can turn on verified attendance. Where they have, and only after the employee has agreed in the app on their own phone, the app records where a clock-in or clock-out happened, at the moment it happened.

When it is captured

Only at the moment of clocking in and clocking out. Never in the background, never at intervals during the day, and never as a trail of movements. TeamOS does not track staff during the day.

What is captured

The coordinates the phone reports, how accurate the phone says they are, and the phone's own time at that moment. The app also reports whether the phone says the location is simulated, or that the phone's operating system has been modified, and which registered phone was used.

What is worked out from it

Whether the clock-in was inside the area around the office, a broad distance band (under 50 m, 50 to 150 m, 150 m to 1 km, or over 1 km) and the accuracy. For remote work there is no office to compare against, so a remote clock-in is never marked as being away from the office.

Who sees what

The employer sees the facts worked out above as part of the attendance record. TeamOS does not show the employer the exact coordinates. The employee can see every point stored about them, in the app, under their own location records.

How long it is kept

The exact coordinates are deleted after the number of days the employer has set: 180 days unless they change it, never fewer than 7 and never more than 365. The facts worked out from them stay with the attendance record.

Saying no, and changing your mind

Agreeing is not required to clock in. Without agreement the app still clocks you in, no location is recorded, and the record notes only that location was not shared, which is not held against you. You can withdraw agreement in the app at any time. Capture stops from that moment, and points already stored are deleted on the normal schedule above.

Where it never goes

Location is never put in an email, never sent to our error monitoring, never written to logs, and never included in the standard data export.

What we deliberately do not collect

• No location tracking. Location is recorded only at clock-in and clock-out, as described above, and never in the background.
• No biometric data, ever. No fingerprints and no face recognition. This is a permanent decision, not a gap.
• No salary or bank details unless payroll is on. We hold none until an employer enables payroll. When they do, employee bank details are encrypted, and salary figures are never sent by email.
• We do not use advertising cookies or third-party trackers.
• Our error monitoring is configured to strip personal data before it is sent. Employee names, emails, leave reasons, attendance records and locations are never transmitted to it.
• We do not sell personal data to anyone, in any circumstances.

4. Why we use it

• To provide the service to your company (performance of a contract).
• To keep accounts secure, rate limiting, sign-in monitoring and abuse prevention (legitimate interests).
• To send transactional email: invitations, password resets and address verification (performance of a contract).
• To meet legal, tax and accounting obligations (legal obligation).

We send transactional email only. We do not send marketing or promotional email. If that ever changes, we will update this policy and ask for consent before sending any.

5. Where data is stored

TeamOS data is hosted in Europe (London and Western Europe). There is no data-centre region in Africa offered by our infrastructure providers, and London is the nearest point to Nigeria with reliable connectivity. Data is transferred and stored under appropriate safeguards for international transfer.

6. Who else processes data

We use the following subprocessors. Each is contractually bound to protect the data and to process it only on our instruction:

We will update this table before we add or replace a subprocessor.

Subscription payments are taken by Paystack. Card details are entered on Paystack's page and never pass through TeamOS; we keep only the card's brand, last four digits and expiry, and a token Paystack issues to charge renewals. Staff data is never sent to Paystack.

7. How long we keep it

• Clock-in and clock-out coordinates are deleted after the number of days the employer has set, 180 days unless they change it. See Location at clock-in and clock-out.
• All other records are kept for as long as the customer's account is active, because they are the customer's record to control.
• After an account ends, the customer can ask us in writing, at privacy@teamos.work, to delete its data. We delete it within 90 days of the request. Export your data before the account ends.
• Where the law requires us to keep a record, such as an invoice or another accounting record, we keep it for as long as the law requires.

8. Your rights

Depending on where you are, you have rights to access, correct, delete, export and restrict the processing of your personal data, and to object to it.

If you are an employee of a company using TeamOS, your employer controls your records, please contact them first. We will support them in responding to you, but we cannot change their data on your behalf.

Customers can export their full account data at any time, including while an account is suspended or a payment is overdue. Your data is yours, and we will not hold it hostage.

To make a request, write to privacy@teamos.work. We respond within 30 days. If you are not satisfied with our response, you can complain to the Nigeria Data Protection Commission, or to the data protection authority where you live.

9. Security

• All traffic is encrypted in transit.
• Passwords are hashed; nobody at TeamOS can read them.
• Each customer's data is isolated, and every query is scoped to a single company.
• Access is role-based, and every change is written to an audit log.

No system is perfectly secure. If a breach affects your data, we will notify you without undue delay and within 72 hours of becoming aware of it, so that you can meet your own duty to notify, and we will notify the relevant authority as required by law.

10. Cookies

We use one cookie, to keep you signed in. It is essential to the service and is not used for tracking or advertising. There are no analytics or advertising cookies on this site.

11. Changes to this policy

We will post any changes on this page. Material changes affecting how personal data is used will be communicated by email before they take effect.

12. Contact

Questions about this policy can be sent to privacy@teamos.work, or through our contact page.

This policy takes effect on the date shown at the top of this page. It is governed by the laws of Nigeria, and the courts of Lagos State have jurisdiction over any dispute about it. This does not limit your right to complain to a data protection authority, or any right that cannot be excluded by law.