1. Who we are
Bidatek Solutions (“Bidatek”, “we”, “us”) provides Bidatek ERP, a business management platform covering HR, attendance, leave, payroll, sales, finance, inventory and internal chat, together with the Bidatek Staff mobile app for Android and iOS. This policy explains what personal data these services handle, why, and the choices you have. We process personal data in line with the Nigeria Data Protection Act 2023 and other laws that apply to us.
2. Your employer and us
Most people using Bidatek ERP are staff of an organisation that subscribes to it (“your employer”). Your employer decides what information about you is recorded and how it is used. For that information, your employer is the data controller and Bidatek acts on its behalf as a data processor. Questions about your HR, payroll or attendance records are best directed to your employer first; we will help them respond.
For the people who register an organisation with us, and for information we need to run the service itself (such as sign-in security, billing and support), Bidatek is the data controller.
3. Data we collect
Account and sign-in
- Name, email address, phone number, company name, job title and role.
- Sign-in credentials, handled by Google Firebase Authentication (we do not store your password), and Google account details if you choose “Sign in with Google”.
- Sign-in history: date and time, IP address, browser, device type and operating system, and whether the attempt succeeded. This protects accounts against misuse.
Employment records (entered by your employer)
- Employee number, department, branch, manager, employment type, hire and termination dates.
- Personal details such as date of birth, gender, marital status, address, national ID number and emergency contact.
- Pay information: salary and allowances, bank name and account details, tax ID and pension ID, and payroll records including statutory deductions.
- Attendance (clock-in and clock-out times, hours, lateness, overtime), leave balances and requests, performance and task records, expenses and uploaded documents.
Content you create
- Internal chat messages and attachments, comments, notes and other content you add.
- Conversations with the in-app AI Assistant, if your employer has turned it on.
Business data
Customers, quotes, invoices, payments, suppliers, products and similar records your organisation manages. Where these include personal data about third parties, your organisation is responsible for having a lawful basis to record it.
4. Location data
The Bidatek Staff app reads your precise location only at the moment you tap Clock In or Clock Out. It does not track you in the background, and it does not collect location at any other time.
Your employer can define approved work locations. When you clock in or out, your device’s coordinates and their accuracy are compared with those locations to confirm you are on site, and are stored with that attendance record. Your employer’s HR staff and managers can see this information. You can refuse or withdraw the location permission in your device settings at any time; you will then not be able to clock in or out from the app, and can ask your employer about alternatives (the web portal also offers exception requests).
5. How we use data
- To provide the service your employer has subscribed to: HR, attendance, leave, payroll, chat and the other modules (performance of a contract).
- To secure accounts, prevent fraud and investigate misuse, including sign-in logs and audit trails of changes (legitimate interests).
- To send service emails such as account activation, password resets, leave approvals and other workflow notifications (performance of a contract).
- To bill subscriptions and keep financial records (contract and legal obligation).
- To meet legal obligations, for example tax and payroll record-keeping, or responding to lawful requests from authorities.
We do not sell personal data, we do not use it for advertising, and the Bidatek Staff app contains no advertising or third-party analytics.
6. Who we share it with
Inside your organisation, data is visible to colleagues according to the roles and permissions your employer configures. Outside it, we use carefully chosen service providers who process data only on our instructions:
- Google Firebase — sign-in and identity verification.
- Cloud hosting providers — where the application and its database run.
- Email delivery providers — to send service emails.
- Paystack — to process subscription payments and any online payments your organisation collects. We do not store full card details.
- AI providers (such as Groq or OpenAI) — only if your employer enables the AI Assistant. Your questions, and the business data needed to answer them, are sent to the provider your employer has chosen.
We may also disclose data where the law requires it, to protect the rights and safety of users or the public, or as part of a merger or acquisition, in which case this policy will continue to apply.
7. International transfers
Some of our providers store or process data outside Nigeria. When that happens we rely on the safeguards the Nigeria Data Protection Act 2023 allows, such as the provider’s contractual commitments to protect personal data to an adequate standard.
8. How long we keep it
We keep personal data for as long as your employer’s account is active, or as long as needed to provide the service. When your employer deletes your records or closes its account, we delete or anonymise the data, except where we must keep it longer to meet legal, tax or accounting obligations, resolve disputes or enforce our agreements. Your employer may be legally required to keep payroll and tax records for a number of years after your employment ends.
9. Security
Data is encrypted in transit using HTTPS. Sensitive settings such as payment and AI provider keys are encrypted at rest. Access is controlled by role-based permissions, sign-in attempts are rate-limited and logged, and changes to records are written to an audit log. On the mobile app, your sign-in token is kept in the device’s secure storage. No system is perfectly secure, so please keep your password private and tell us straight away if you think your account has been compromised.
10. Your rights
Subject to the law, you can ask to:
- access the personal data held about you, or receive a copy in a portable format;
- correct data that is inaccurate or incomplete;
- delete your data, or restrict or object to how it is used;
- withdraw consent where we rely on it, such as device location permission.
For employment records, send your request to your employer, who controls that data; you can also contact us and we will pass it on and support them. You also have the right to complain to the Nigeria Data Protection Commission.
11. Deleting your account
You can ask for your Bidatek account and its associated data to be deleted in either of these ways:
- In the Bidatek Staff app: open Account and tap Request account deletion.
- By email to info@bidateksolutions.com with the subject “Account deletion request”, from the email address on your account, including your name and organisation.
Because staff accounts belong to your employer, we confirm the request with them before deleting. Your sign-in account and personal profile are then deleted. Records your employer must keep by law, such as payroll and tax records, may be retained for the legally required period and are then deleted. We aim to complete requests within 30 days and will tell you when it is done.
12. Cookies and device storage
The website uses one essential session cookie to keep you signed in and protect forms against forgery, and your browser’s local storage to remember preferences such as light or dark mode. We do not use advertising or tracking cookies. The mobile app stores your sign-in token and basic profile in the device’s secure storage; signing out removes them.
13. Children
Bidatek ERP and the Bidatek Staff app are workplace tools and are not intended for anyone under 18. We do not knowingly collect data from children.
14. Changes to this policy
We may update this policy as the service changes. The date at the top shows when it last changed. If a change is significant, we will tell organisation administrators by email or in the app before it takes effect.
15. Contact us
Questions about this policy or your data: info@bidateksolutions.com, or see our contact page for our phone number and office address.