Your data
An attendance recorder, not a surveillance system.
The difference is not a matter of words: it is what the product was built to be unable to do. This page says what actually happens to the data, in enough detail to hand to whoever asks you for it.
GPS is not there.
Not “we do not use it”: it was never written. In the whole product there is not a line that reads a coordinate, and there must never be one.
The reason is not technical, and it is sturdier than a sales promise. Article 4 of the Italian Workers’ Statute leaves instruments that record entry and attendance outside its regime — and a system that says where a person has been during the day falls outside that exemption. Staying an attendance recorder is what keeps you, who install it, out of a procedure that would require a union agreement or authorisation from the labour inspectorate.
Biometrics never leave the phone
The fingerprint or the face unlocks a key that lives inside the phone. What reaches the server is a signature, never a biometric: PresenceLive does not process biometric data. On phones that have neither, the key unlocks with the PIN, and the clock-in says so.
Clock-ins are never edited
Nobody, not even us, changes a clock-in. A correction is added with its author and a reason, and both the new value and the earlier one stay on the record. That is what makes a timesheet defensible.
Separation enforced by the database
Two companies’ data never touch, and not because the program is careful: it is the database itself that refuses a read outside its own perimeter. A programming mistake cannot show you somebody else’s data.
Encryption on personal data
Tax code and IBAN are encrypted field by field, not just the disk. Anyone reading the database without the keys would find bytes.
Copies every night, verified
A backup is worth nothing if nobody ever reopens it: the copies are read back to check they really can be restored.
No automatic penalties
The system flags, a human decides. There is no rule that takes hours away, closes a day or raises a complaint on its own — which also follows article 22 of the GDPR, which is blunt about automated decisions.
One thing that has to be said
The beacon reminder asks for the “location” permission.
Where there is a beacon on site, the app notices it so it can remind you to clock in. The phone’s operating system, however, hands no app the beacon signals unless that app declares it can access location — that holds for us as for anyone else, on any phone.
So in the phone’s settings PresenceLive appears among the apps that can access location. It does not read it. There is no call in the product that asks where you are, that permission is only requested of people who work where a beacon actually exists, and what the phone hears never leaves the phone.
We write it here instead of letting you find it, because it is the first line a suspicious worker will look at — and because a product that presents itself this way has to be checkable on its word.
Questions everyone asks
Where is the data held?
On servers in the European Union. The software runs on our infrastructure: nothing is installed at your site, and the encryption keys stay under our control.
Who is the data controller?
You are, for your own employees’ data. We are the processor and we act on your instructions. The impact assessment, where one is needed, is made by the controller — and we give you everything you need to write it.
Can one of my employees see another’s hours?
No. In the app everyone sees only their own. Whoever leads a crew sees the people on that crew, and not the amounts.
If I stop, do I take my data with me?
Yes. The hours, the days and the summaries export to open formats, whenever you want, without asking us for anything.
The full text on what we collect and for how long is on the privacy page.