1. Scope
This policy explains how Keen handles personal information through keenhcm.com and the Keen service at app.keenhcm.com.
Two relationships matter here. When your company uses Keen, your employer is in control of employee data and we process it on their behalf. Separately, we act on our own behalf for the account details of people who sign up and manage workspaces, and for visitors to this website.
2. Information we handle
- Account details. Name, work email, role and password for people who sign up or are invited into a workspace.
- Company records. Employer details, org structure, schedules, statutory registration numbers entered by administrators.
- Employee records. Information employers choose to store about their employees: contact details, compensation history, attendance, leave requests, expenses, documents, government ID numbers and bank accounts. Sensitive fields are stored encrypted.
- Payment signals. Billing is processed through PayMongo. We keep payment status and references; card numbers never pass through our storage.
- Usage data. Device and browser information, IP address, sign-in times and actions taken inside the workspace, used to secure accounts and diagnose problems.
- Website analytics. On keenhcm.com we use Google Analytics and Microsoft Clarity to see how the marketing site is used, and the Meta Pixel to measure visits that come from our ads and posts on Facebook and Instagram. Clarity records session replays and heatmaps. Form fields such as emails and messages are masked and are not sent to Clarity.
- Bot checks. On the waitlist and contact forms we use Google reCAPTCHA v3 to tell people from bots. Google receives device and interaction data under its own privacy policy and terms.
3. Why we use it
- To run Keen's features: records, attendance, leave, payroll computation, reports and announcements.
- To bill subscriptions and prevent fraudulent payments.
- To protect accounts, including audit histories that record sensitive changes with the person and time they happened.
- To answer support questions and operate the service.
- To comply with legal obligations that apply to us.
4. What we don't do
- We do not sell personal information.
- We do not share one company's records with another. Each workspace is kept separate from every other.
- We do not read employee payroll data beyond what operating, supporting and securing the service requires.
5. Who else can see data
A small set of trusted providers helps us run Keen: hosting partners that hold customer databases, PayMongo for payments, Amazon Web Services (SES) for storing waitlist emails and sending our email, and Google, Microsoft and Meta for analytics on this website. Google reCAPTCHA also processes device and interaction data on our forms under its own privacy policy and terms. They may only process information to provide services to us under confidentiality obligations. We also disclose information when a law or valid legal order requires it.
6. Where data lives and how long
Customer records are kept in secured cloud hosting while a subscription is active. When a company stops subscribing, its workspace becomes read-only so owners can export what they need, then contents are deleted after a grace period unless we must retain something by law. Backups roll off on a fixed schedule.
7. How we protect information
- Sensitive fields (bank accounts, government IDs) are encrypted at rest and masked in the app.
- Traffic is encrypted in transit over HTTPS everywhere.
- Role-based permissions mean people only see what they need for their job.
- One-time-code second factors protect sign-ins, and sensitive changes leave an audit trail.
- If something ever goes wrong, affected companies will hear from us promptly, along with what we're doing about it.
8. Your rights
Under the Philippine Data Privacy Act of 2012 you can ask to see your personal data, request corrections, object to certain processing, ask for deletion where appropriate, and get details of how your data has been handled.
Employees should normally start with their employer, since the employer owns the decisions about their workspace data; we will assist employers in answering those requests. Account owners and website visitors can reach us through our contact form.
9. Changes to this policy
As the product grows this policy may change; material updates will be announced through the service before taking effect. The date at the top always reflects the latest version.