Privacy Policy
How OneDesk handles the personal data of the companies that use it and their people — in plain language.
Who we are
OneDesk is a workplace app made by 360Logix Solutions Inc.(“360Logix”, “we”, “us”), Gilmore Tower, Gilmore Avenue, Quezon City, Philippines. It brings attendance, payroll, chat, projects, KPI evaluations, HR records, inventory and Event Crew into one workspace for a company and its people.
This policy explains what personal data OneDesk handles, why, who it is shared with, and the choices and rights you have. It covers the OneDesk web app, the OneDesk mobile app and this website.
Companies and their people
OneDesk is used by companies. Each company has its own workspace, and it is the company — your employer — that adds its employees, gives them roles and decides which modules and rules it uses. Most of the information in a company’s workspace is entered by that company or by its people while they use OneDesk.
For the employee information a company keeps in OneDesk, the company decides what is collected and why, and we handle it on the company’s behalf to provide the service. For information we use for our own purposes — such as company accounts, billing, support and this website — 360Logix is responsible.
If you use OneDesk through your employer, your employer’s own privacy notice may also apply, and questions about your employment records are usually best sent to your employer first.
Information we collect
Account and profile
- Name, work email, employee ID, department, position, role and permissions in the company.
- Profile photo, work schedule and employment status.
HR records (entered by your company)
- Contact details and address, birthday, gender, civil status, hire and regularisation dates, and emergency contacts.
- Government ID numbers (SSS, TIN, PhilHealth, Pag-IBIG) and employee files your company uploads.
Attendance
- Time-in and time-out times, overtime, offset and leave requests, and their approvals.
- A photo taken with your device’s front camera when you time in or out.
- Your location when you time in or out (coordinates, their accuracy, and the address they match). OneDesk checks it against your company’s office locations. If you are outside them, you can still time in or out but are asked for a reason, which is saved with the record.
OneDesk does not use face recognition or any other biometric matching on attendance photos.
Payroll
- Salary, allowances, deductions and contributions, overtime and absences, loans, bank or payout account details, payslips and payment proofs.
Work content
- Chat messages, and the photos, videos, files and GIFs shared in chats.
- Projects and their files, KPI evaluations, inventory and pull-out records.
- Event Crew records about outsourced crew and suppliers: name, contact details, photo, résumé, rate, ratings and reviews.
Devices and technical data
- Push notification tokens for your devices and browsers, with basic device details (platform, app version, browser or device type).
- Crash reports from the mobile app (the error, app version, platform and your email), so we can fix problems.
- An audit log of important changes in your company (for example role, settings and login changes), recording who made them and when.
- Usage statistics from the web app (see Google Firebase below).
How we use it
- To provide OneDesk to your company: accounts, roles, approvals and every module it uses.
- To verify attendance with the time-in photo and office location check.
- To run payroll and send payslips, reminders and invitations by email.
- To send notifications, such as new chat messages, approvals and reminders.
- To keep OneDesk secure, prevent misuse, and keep records of important changes.
- To give support, fix problems and improve the app.
We do not sell personal data, and we do not use it for advertising.
Who can see it
- Inside your company: people with the right role — for example admins, HR, payroll, project managers and approvers — can see the records their role allows. Chat messages are visible to the members of that chat.
- Other companies: only when you take part in an external group chat with another OneDesk company; its members can see what is shared in that chat.
- 360Logix:authorised staff can access a company’s workspace when needed to give support or keep the service running.
- Service providers that run parts of OneDesk for us, listed below.
- Authorities, when the law requires it.
Each company’s data is kept in its own separate space and cannot be reached from another company’s workspace.
Service providers
These companies process data for us only so that OneDesk can work:
Some of these providers may store or process data outside the Philippines. Where that happens, we rely on providers that protect data to recognised standards.
Camera, location and other permissions
The mobile app asks for these permissions, and uses them only for what is listed:
- Camera: attendance photos when you time in or out, and photos or videos you choose to send in chat.
- Location: checking where you are when you time in or out. OneDesk reads it when you use the attendance screen; it does not track your location in the background.
- Microphone: recording videos to send in chat.
- Photos: choosing images and videos to send in chat, and saving chat media you choose to keep.
- Notifications: alerts for messages, approvals and reminders.
You can turn any of these off in your device’s settings. If camera or location is off, you may not be able to time in or out in the app, depending on your company’s attendance rules.
How long we keep it
We keep a company’s data for as long as the company uses OneDesk. When a company stops using OneDesk, it can ask us to delete its data, and we will — except records we or the company must keep longer by law, such as payroll and employment records.
Removing something in the app, such as a chat message or an employee, may not erase every copy straight away (for example, uploaded files). If you need something fully erased, contact us.
Security
Data is sent over encrypted connections. Access is limited by sign-in, by company and by role, and files are only served to people allowed to see them. Important changes are recorded in an audit log.
No system is perfectly secure. If we learn of a breach that affects your personal data, we will notify the affected company, and the National Privacy Commission and affected people where the law requires.
Your rights
Under the Philippine Data Privacy Act of 2012 (Republic Act No. 10173), you have the right to:
- be informed about how your personal data is processed;
- access your personal data and get a copy of it;
- correct data that is wrong or incomplete;
- object to processing, and ask for your data to be erased or blocked where the law allows;
- data portability, and to claim damages where the law allows; and
- file a complaint with the National Privacy Commission.
Because your employer manages your records in OneDesk, it is usually fastest to send requests about your employee data to your employer. You can also contact us at support@360logix.com and we will help, or pass your request to your company.
Children
OneDesk is a workplace app and is not meant for anyone under 18. We do not knowingly collect data from children.
Changes to this policy
We may update this policy as OneDesk changes. We will post the new version here with a new “Last updated” date, and tell companies about important changes.
Contact us
For questions about this policy or your personal data, contact: