Privacy Policy

1. Our Role

Frekyl provides workforce communication and absence-management tools to organizations that use our Services (“Employers” or “Customers”).

Depending on the context, Frekyl may handle personal information in different capacities.

When We Process Information on Behalf of Employers

When an Employer uses Frekyl to manage workforce information, absence reporting, shift communication, notifications, forms, or related workflows, the Employer determines why and how employee information is used.

In these circumstances, Frekyl processes personal information on the Employer’s behalf and in accordance with the Employer’s instructions, our agreement with the Employer, and applicable law.

Requests relating to information controlled by an Employer may need to be directed to that Employer.

When Frekyl Determines How Information Is Used

Frekyl may determine how certain personal information is collected and used when, for example, you:

• visit our website;
• request a demo;
• contact our sales or support teams;
• create or administer a Frekyl account;
• subscribe to communications from us; or
• otherwise interact directly with Frekyl.

This distinction may affect which organization is responsible for responding to a privacy request.

2. Information We Collect

The information we collect depends on how you interact with Frekyl.

Information Provided by Employers

Employers may provide Frekyl with workforce information necessary to configure and operate the Services.

This may include:

• name;
• email address;
• phone number;
• employee identification number;
• department;
• job title or role;
• work location;
• employment status;
• seniority date;
• work schedule or shift information;
• eligibility or credential information;
• absence reports, including dates, reason codes, reporting method, and status;
• communication preferences; and
• other information configured or provided by the Employer in connection with its use of Frekyl.

The specific information processed will depend on the Services and workflows configured by the Employer.

Information You Provide Directly Through the Platform

When you interact directly with the Frekyl platform, we may collect information such as:

• name;
• work email address;
• phone number;
• account credentials;
• role or department;
• communication preferences;
• messages or responses submitted through the Services;
• files or forms submitted through the Services; and
• information provided when contacting Frekyl support.

Website, Contact, and Demo Information

When you contact us, request a demo, submit a website form, or otherwise inquire about Frekyl, we may collect:

• first name;
• last name;
• work email address;
• phone number;
• company name;
• employee-count range;
• industry;
• information included in your message or inquiry; and
• any other information you voluntarily provide.

We use this information to respond to your inquiry, provide requested information, schedule or conduct demonstrations, and communicate with you about Frekyl.

Information We May Receive from Other Sources

Where permitted by applicable law, we may receive business contact information from third-party sources such as:

• referral partners;
• professional networking platforms;
• industry events;
• business directories;
• sales or business-information providers; or
• other organizations with which you or your organization interact.

We may combine this information with information already in our records in order to respond to inquiries, maintain accurate business contact information, or communicate with organizations that may have an interest in Frekyl.

Information Collected Automatically

When you visit our website or use our Services, we may automatically collect certain technical and usage information, including:

• IP address;
• browser type;
• device type;
• operating system;
• pages viewed;
• referring page or website;
• date and time of access;
• time zone;
• general usage patterns; and
• other technical information necessary to operate, secure, and improve the Services.

We may collect this information using cookies and similar technologies as described in the Cookies and Tracking Technologies section below.

3. How We Use Personal Information

We may use personal information to:

• provide, operate, maintain, and support the Services;
• configure Frekyl for an Employer’s workforce and operational requirements;
• facilitate absence reporting and related workforce communication;
• facilitate shift-filling and staffing communication workflows;
• deliver notifications, alerts, forms, and other communications configured by an Employer;
• authenticate users and administer accounts;
• respond to support requests and service inquiries;
• respond to website inquiries and demo requests;
• schedule and conduct product demonstrations;
• provide information about Frekyl products and services;
• send service updates, security alerts, and administrative notices;
• maintain records of activity within the Services;
• improve platform performance, reliability, usability, and functionality;
• understand how our website and Services are used;
• protect the security and integrity of the Services;
• detect, investigate, and prevent unauthorized activity, misuse, or fraud;
• enforce contractual rights and obligations;
• comply with legal and regulatory obligations; and
• carry out other purposes disclosed at the time information is collected or with your consent where required.

We may also use aggregated or irreversibly anonymized information for analytics, product improvement, operational reporting, and other legitimate business purposes where the information can no longer reasonably be associated with an identifiable individual.

4. Marketing and Business Communications

Where permitted by applicable law, Frekyl may use business contact information to communicate about:

• Frekyl products and services;
• new features or functionality;
• educational materials;
• events;
• product updates; and
• other information that may be relevant to your organization.

You may unsubscribe from promotional emails at any time by using the unsubscribe mechanism included in the communication or by contacting us.

Opting out of promotional communications does not prevent Frekyl from sending communications that are necessary to:

• respond to a request you made;
• administer your account;
• provide contracted Services;
• communicate security or service information; or
• fulfill other transactional or legal obligations.

5. How We Share Personal Information

Frekyl does not sell, rent, or trade personal information.

We may disclose personal information in the following circumstances.

With Your Organization

Where Frekyl provides Services to an Employer, relevant information may be made available to authorized individuals within that organization in accordance with the Employer’s configuration, permissions, and instructions.

This may include information necessary for:

• absence reporting;
• workforce communication;
• staffing workflows;
• forms;
• notifications;
• reporting; and
• administrative purposes.

Service Providers

We may disclose personal information to trusted third-party vendors and service providers that help us operate Frekyl.

These may include providers supporting:

• cloud hosting;
• infrastructure;
• communications;
• analytics;
• security;
• technical support;
• customer support; and
• other operational functions.

We take reasonable steps to require our service providers to protect personal information and to use it only as necessary to provide services to Frekyl, subject to applicable contractual and legal obligations.

Legal Requirements

We may disclose personal information where we reasonably believe disclosure is necessary to:

• comply with applicable law;
• respond to lawful court orders, subpoenas, or government requests;
• protect the rights, safety, or property of Frekyl, our Customers, users, or the public;
• investigate suspected fraud or unlawful activity;
• enforce our agreements; or
• protect the security or integrity of the Services.

Business Transfers

If Frekyl is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, personal information may be disclosed or transferred as part of that transaction, subject to applicable legal requirements and appropriate safeguards.

6. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected or as otherwise permitted or required by applicable law.

Retention periods may depend on factors such as:

• how long the information is needed to provide the Services;
• the duration of our relationship with an Employer;
• contractual obligations;
• applicable employment, privacy, tax, accounting, or regulatory requirements;
• dispute resolution;
• security and fraud-prevention needs; and
• legitimate business recordkeeping requirements.

Workforce information processed on behalf of an Employer may generally be retained for the duration of the Employer’s use of the Services and for an appropriate period afterward, subject to the Employer’s instructions and applicable legal requirements.

When personal information is no longer required, Frekyl will take reasonable steps to securely delete it or, where appropriate, irreversibly anonymize it.

7. Deletion and Anonymization

In some circumstances, Frekyl may satisfy a deletion request by permanently and irreversibly anonymizing information so that it can no longer reasonably be associated with an identifiable individual.

Depending on the circumstances, anonymization may include removing or replacing information such as:

• name;
• email address;
• phone number;
• employee identification number; and
• other direct identifiers.

Certain historical or operational information may be retained in anonymized form where doing so is appropriate for purposes such as:

• maintaining reporting integrity;
• preserving historical operational records;
• maintaining aggregate statistics; or
• meeting lawful business or recordkeeping requirements.

Anonymization is intended to be permanent and non-reversible.

Deletion or anonymization requests may be subject to legal, contractual, employment-related, regulatory, or operational retention requirements.

Where Frekyl processes information on behalf of an Employer, the Employer may be responsible for determining whether a record should be deleted, retained, or anonymized.

8. Your Privacy Rights

Depending on your location and the applicable law, you may have the right to:

• request access to personal information about you;
• request correction of inaccurate or incomplete information;
• request deletion of personal information;
• withdraw consent where processing is based on consent;
• object to or restrict certain processing activities;
• request information about how your personal information is used or disclosed; and
• exercise other privacy rights provided under applicable law.

To exercise a privacy right, contact:

privacy@frekyl.com

We may need to verify your identity before completing a request.

Where Frekyl processes personal information on behalf of an Employer, we may refer your request to that Employer or assist the Employer in responding.

We will respond to privacy requests within the timeframe required by applicable law.

Certain rights may be subject to exceptions or limitations permitted by law.

9. Email and Communication Preferences

You may opt out of promotional emails by using the unsubscribe link or other opt-out mechanism contained in those communications.

You may also contact us at:

privacy@frekyl.com

Please note that you may continue to receive communications that are necessary for:

• your account;
• Services requested by you or your organization;
• security;
• legal or administrative matters; or
• other transactional purposes.

10. Security

Frekyl uses reasonable technical and organizational safeguards designed to protect personal information against:

• unauthorized access;
• loss;
• misuse;
• alteration;
• unauthorized disclosure; and
• destruction.

Our safeguards may include:

• encryption of data in transit and at rest;
• role-based access controls;
• least-privilege access practices;
• authentication and account controls;
• security monitoring;
• security assessments; and
• employee privacy and security training.

Where required by applicable law, Frekyl will notify affected individuals, Customers, or regulatory authorities of a privacy or security breach in accordance with applicable legal requirements.

No method of transmitting or storing information is completely secure. Although we take reasonable steps to protect personal information, we cannot guarantee absolute security.

11. Cookies and Tracking Technologies

Frekyl uses cookies and similar technologies to operate, secure, understand, and improve our website and Services.

These technologies may collect information such as:

• browser type;
• device type;
• IP address;
• pages viewed;
• referring pages;
• date and time of access; and
• general usage patterns.

We generally use cookies in the following categories.

Strictly Necessary Cookies

These cookies are required for core functionality, including functions such as:

• authentication;
• session management;
• security; and
• essential platform operation.

Because these cookies are necessary for the Services to function, they cannot always be disabled.

Analytics Cookies

Analytics cookies help us understand how visitors and users interact with our website and Services so we can improve performance, usability, and functionality.

Where required by applicable law, we obtain consent before using non-essential analytics cookies.

You may be able to manage cookie preferences through available website controls, account settings, or your browser settings.

Blocking or disabling certain cookies may affect the functionality of some parts of the website or Services.

12. Third-Party Links

Our website or Services may contain links to websites, platforms, or services operated by third parties.

Frekyl is not responsible for the privacy practices, content, or security of third-party websites or services.

When you access a third-party site, that organization’s privacy policy and terms govern your interaction with it.

We encourage you to review the privacy policies of any third-party services you use.

13. International Data Transfers

Frekyl is based in Canada.

If you access the Services from outside Canada, personal information may be transferred to, stored in, or processed in Canada or in other countries where Frekyl or its service providers operate.

Privacy and data-protection laws may differ between jurisdictions.

Where required by applicable law, Frekyl uses appropriate contractual, organizational, or legal safeguards for international transfers of personal information.

Where applicable, we rely on recognized legal mechanisms for international transfers of personal information, including adequacy decisions and contractual safeguards.

14. Additional Rights for EEA and UK Individuals

This section applies where the European Union General Data Protection Regulation (“GDPR”), UK GDPR, or related data-protection laws apply to Frekyl’s processing of personal data.

Controller and Processor Roles

When an Employer uses Frekyl to process employee or workforce personal data, the Employer generally acts as the data controller, and Frekyl acts as a data processor acting on the Employer’s documented instructions.

For certain information Frekyl collects directly for its own purposes, such as website inquiries, account administration, or direct business communications, Frekyl may act as a controller.

Where required by applicable law, Frekyl enters into appropriate data-processing terms with Employers.

To request a DPA, contact:

privacy@frekyl.com

Lawful Bases for Processing

Where GDPR or UK GDPR applies, Frekyl processes personal data only where an appropriate legal basis exists.

Depending on the circumstances, these bases may include:

Additional EEA and UK Rights

Where applicable, individuals may also have the right to:

• Data portability: receive certain personal data in a structured, commonly used, machine-readable format;
• Restriction: request restriction of processing in certain circumstances;
• Objection: object to certain processing based on legitimate interests or direct marketing;
• Withdrawal of consent: withdraw consent where consent is the basis for processing; and
• Complaint: lodge a complaint with the relevant data-protection supervisory authority.

The exercise of these rights may be subject to limitations or exceptions under applicable law.

International Transfers from the EEA or UK

Where personal data is transferred from the EEA or UK to a country that does not benefit from an applicable adequacy decision, Frekyl uses lawful transfer mechanisms where required.

These may include:

• Standard Contractual Clauses approved by the European Commission;
• applicable UK transfer mechanisms; or
• other safeguards recognized under applicable data-protection law.

Supervisory Authorities

If you are located in the EEA or UK and believe your privacy rights have not been appropriately addressed, you may have the right to lodge a complaint with the data-protection supervisory authority in your jurisdiction.

We encourage you to contact Frekyl first so that we have an opportunity to address your concern.

15. Children’s Privacy

Frekyl is designed for business, organizational, and workforce use and is not intended for independent use by children.

We do not knowingly collect personal information directly from children in connection with marketing, website inquiries, or independent account use.

In some circumstances, an Employer may provide workforce information relating to younger employees where lawful and appropriate. In those cases, Frekyl processes that information on behalf of the Employer and in accordance with the Employer’s instructions and applicable law.

If we become aware that personal information has been collected contrary to applicable law, we will take appropriate steps to address or delete the information.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

• our Services;
• technology;
• privacy practices;
• regulatory requirements; or
• applicable law.

The current version will be posted on our website with an updated Last Updated date.

Where required by law, or where changes are material, we may provide additional notice through the Services, by email, or by another appropriate method before the changes take effect.

17. Contact Us

If you have questions, concerns, complaints, or requests relating to this Privacy Policy or Frekyl’s privacy practices, please contact us at:

If your request relates to personal information that Frekyl processes on behalf of your Employer, we may refer the request to that Employer or work with the Employer to respond.

If you are not satisfied with our response, you may have the right to contact the appropriate privacy or data-protection authority in your jurisdiction.