Privacy Policy

1. Controller and contact details

For the Hourbase website, business enquiries, demo requests and general commercial communication, the data controller is:

2. Scope of this Privacy Policy

This Privacy Policy covers the Hourbase website, contact forms, business communication and the Hourbase application. Hourbase is a business application for time tracking, workplace attendance verification and project workflow visibility.

When a customer company uses Hourbase for its own workers, foremen and company admins, that customer company normally decides why and how employee or worker data is used. In that situation, the customer company is usually the data controller and LOXRENTS S.R.L. acts as a data processor under the customer agreement and, where applicable, a data processing agreement.

Company admins inside Hourbase can manage only users, records and reports inside their own company workspace. They do not receive access to other companies’ data or platform-wide operator administration.

3. What personal data we process

The exact data depends on how you use Hourbase, which modules your company enables and which information you provide. Main categories include:

• Website technical data such as IP address, browser type, requested page, referrer URL and security logs.
• Contact form data such as name, company, email, phone, team size, selected product interest, message, consent confirmation and submission time.
• Company account data such as company name, user names, roles, emails, phone numbers if provided and account status information.
• Time tracking data such as shift start and stop times, breaks, worked hours, leave, sick days, corrections and monthly control records.
• Progress workflow data such as desk assignments, production entries, returns, hourly work, comments and reporting data.
• GPS verification data such as registered work areas, timestamps, verification results, radius checks and coordinates when this optional feature is enabled.

4. Purposes and legal bases

We process personal data only when there is a lawful reason to do so. For enquiries and contracts, the legal basis is usually pre-contractual steps, contract performance or legitimate interests. For accounting, tax or legal records, legal obligations may apply.

For worker data inside a customer company workspace, the customer company usually defines the legal basis as controller. LOXRENTS S.R.L. normally processes that data as processor according to the customer agreement.

• Responding to demo, account setup and service enquiries.
• Providing Hourbase workspaces, accounts, time tracking, progress workflow and reports.
• Protecting accounts, preventing spam, maintaining security logs and resolving technical issues.
• Keeping contractual, invoice, accounting and compliance records where required.

5. GPS workplace verification

GPS workplace verification is an optional company workspace feature. It helps a customer company verify that selected shift actions, such as a shift start, are connected to a registered work location or work area.

• The feature is enabled only when the customer company chooses to use it.
• The purpose is workplace attendance verification and operational accuracy, not private life monitoring.
• The app may process coordinates, distance or radius checks, verification results and timestamps when a location check is performed.
• Customer companies should inform their workers about how GPS verification is used in their own workplace policy.

6. Cookies, local storage and server logs

The Hourbase website may use technically necessary cookies or session storage to keep the website secure, remember form status, limit spam or maintain basic functionality.

If analytics, advertising or other non-essential cookies are added later, Hourbase should request consent where required by law before those cookies are used.

7. Sharing and processors

We do not sell personal data. Data may be shared with hosting providers, email providers, technical service providers, professional advisers or authorities where legally required.

Where service providers process personal data for us, we use appropriate contractual safeguards and limit access to what is needed to provide the service.

8. Retention

Contact requests are kept only as long as needed to answer the request, maintain business records and protect legal interests. Customer account and operational data are retained according to the customer agreement and configuration.

Legal, accounting and tax records may be retained for longer periods when required by applicable law.

9. Your rights

Depending on the situation and applicable law, you may have the following rights regarding your personal data:

• Right of access to your personal data.
• Right to rectification of inaccurate data.
• Right to erasure or restriction of processing where applicable.
• Right to data portability where applicable.
• Right to object to processing based on legitimate interests and right to lodge a complaint with a supervisory authority.

10. Changes to this Privacy Policy

We may update this Privacy Policy when Hourbase, legal requirements or processing activities change. The latest version published on this website applies.