Privacy Policy

1. Coverage

This Privacy Policy applies to personal data processed through Base in connection with HR administration, employee record management, and related workflows for organizations operating in the Philippines.

2. Personal data we process

Depending on how the service is used, we may process identification details, employment information, 201 file records, payroll and payslip information, reimbursement records, uploaded supporting documents, approvals, leave records, daily check-in information, performance-related entries, device or equipment assignment details, and system usage logs.

3. Sources of personal data

Personal data may come from the customer organization, its authorized administrators, employee users, integrated identity providers, uploaded files, and routine technical logs generated through the use of the service.

4. Purpose of processing

We process personal data to provide and secure the service, authenticate users, maintain HR records, support payroll and payslip access, process reimbursements and approvals, manage leave and attendance workflows, track assigned equipment, generate internal reporting, provide customer support, detect misuse, and comply with legal obligations.

5. Legal and compliance basis

Base is intended to operate in accordance with the Data Privacy Act of 2012 and other applicable laws and regulations of the Republic of the Philippines. Where Loudcloud Inc. processes personal data on behalf of a customer organization, that organization is responsible for determining its lawful basis for processing and for providing required notices to its employees or personnel.

6. Disclosures and service providers

We may share personal data with trusted service providers that support hosting, infrastructure, authentication, communications, document storage, backup, security monitoring, and customer support. We may also disclose information when required by law, lawful order, or to protect the rights, safety, and security of users, customers, or the service.

7. Cross-border processing

Although Base is designed for Philippine operations, some third-party providers may process or store limited data outside the Philippines when necessary for service delivery, resilience, or support. Where this occurs, we use reasonable steps to require appropriate privacy and security safeguards consistent with applicable law.

8. Data retention

We retain personal data only for as long as reasonably necessary to provide the service, comply with contractual commitments, maintain records, resolve disputes, enforce agreements, and meet legal or regulatory obligations. Retention periods may vary based on customer instructions, the type of record, and applicable law.

9. Security measures

We use reasonable administrative, organizational, physical, and technical safeguards designed to protect personal data against unauthorized access, disclosure, alteration, misuse, and loss. No system is completely secure, but we continuously work to protect the confidentiality, integrity, and availability of the service.

10. Data subject requests

Requests to access, correct, update, delete, or otherwise exercise privacy rights should generally be directed first to the relevant employer or customer organization, which controls the underlying HR records. Where Loudcloud Inc. receives a request directly, we may refer it to the appropriate customer or respond as required by applicable law and our role in the processing activity.

11. Children and minors

Base is not intended for consumer use by children. The service is designed for workplace and organizational HR administration.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect service, legal, or operational changes. Updated versions will be posted on this page with immediate effect unless a later date is stated.

13. Contact

For privacy-related questions or requests, contact Loudcloud Inc. at [email protected].