Privacy Policy

Version 2026-11-02.

Who this covers

Sepify Inc. ("Sepify", "we") makes software that businesses use to run their time clock. Each business is the employer and decides why its staff's information is collected; Sepify processes that information on the business's behalf as its service provider. This policy also covers the owners and managers who sign in to Sepify, and people who visit app.sepify.com or contact us.

What we collect

Owner and manager accounts: name, email, password (stored hashed) and sign-in records.
Business details: business name, location names and addresses, the region rules the owner confirmed, and billing details. Card payments are handled by Stripe; we never see or store your full card number.
Employee records entered by the business: name, 4-digit PIN, hourly wage (for the payroll export), punches (time, location, tablet) and manager notes and edits.
Face check, only after the employee agrees on the time clock: an encrypted numeric face code (no photo) used to confirm it's really that employee punching in. An employee who doesn't agree is clocked in by a manager instead. We keep a record of each "I agree" or "No thanks". Face codes are never sold, never shared except as this policy describes, and never used to train models.
Punch photos, if the business uses PIN + photo punching: a photo taken at the punch, shown on the time clock before it's taken, encrypted and deleted after 90 days.
Payroll details, only if the business uses Sepify for payroll, and only as entered by the employee themselves through a private one-time link: legal name, date of birth, home address, Social Insurance Number (SIN), direct deposit account (institution, transit and account number), plus the employee's email for the link and for change alerts. A TD1 tax claim is recorded too: the basic amount (the Canada Revenue Agency's default) unless the employee gives a different one.
Tablet information needed to keep time clocks working (device health and error reports).
Messages you send us, for example support emails.

How we use it

To provide the Service: recording punches, showing timesheets, producing payroll exports, keeping tablets running, securing accounts, billing, and contacting owners about their account. We also use it to protect the Service against fraud and misuse and to meet our legal obligations. Payroll details are used only so the business can pay its employees and meet its tax reporting duties to the Canada Revenue Agency (for example T4 slips); a SIN is never used to identify anyone for any other purpose. Payroll details are never sent to AI services or used to train models. We don't sell personal information and we don't use it for advertising. We don't send marketing emails without consent, and every marketing email lets you unsubscribe.

When we share it

With the business that employs or engages you, which controls its own data.
With the service providers listed below, only so they can run the Service for us, under contracts that require them to protect it.
When the law requires it, for example a court order or a valid demand from a government authority, or when needed to protect someone's safety or our legal rights.
If Sepify is sold or merged, with the new owner, who must keep protecting the information as this policy describes. We'll tell businesses if that happens.

Where it's stored

Our database is hosted in the United States (Ohio). Information may therefore be processed outside Canada and be subject to the laws of the United States. We use these service providers: Supabase (database and sign-in), Vercel (hosting), Resend (email), Cloudflare (security checks), Stripe (billing, when you add a payment method) and Twilio (text messages, if used).

Payroll details (a SIN, bank account, date of birth, home address and TD1 claim) are stored in that same database in the United States, but encrypted one by one, with the encryption key kept apart from the database, so the stored copy can't be read on its own. They are decrypted only on our application servers (Vercel, United States), only for the moment needed to save or show them. Emails about payroll details never contain a SIN or an account number.

Cookies

app.sepify.com uses only the cookies needed to keep you signed in, pair time clock tablets and protect against abuse. We don't use advertising cookies or trackers there.

How long we keep it

While the business uses Sepify.
When a business cancels, it can export its data first. We keep its data for 90 days after the subscription ends, in case it comes back, and then delete it; only that business's data is deleted. Backup copies are overwritten soon after that. Billing records are kept as long as tax law requires.
Face codes are deleted when the employee withdraws consent or the business deactivates the employee. Punch photos are deleted after 90 days.
Consent records are kept for as long as we keep the related information, to show that consent was given.
Payroll details are kept while the employee works for the business. After they leave, they are kept until the end of the sixth year after that year, as the Canada Revenue Agency requires for payroll records, and then deleted automatically. If the business cancels, they are deleted with the rest of its data as described above, so the business must keep its own copy for its records. The record of who viewed or changed them is kept as long as the business's data.
Employment law often requires a business to keep time and pay records for several years (in Ontario, generally three years). That is the business's responsibility: it should export its records before they are deleted, and we remind it before we delete.

Your choices and rights

Employees: ask your employer to see, correct or delete your information, or to withdraw your face check consent; we help them do it. Owners and managers: you can see, update or delete your account information by contacting us. We answer requests within 30 days, and may need to confirm your identity first. If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or the privacy regulator where you live.

United States

Sepify isn't available in the United States yet, and face check is not offered there. Before it is, we'll update this policy with the information US privacy and biometric laws require, including a public retention and destruction schedule for face codes.

Security

Information is encrypted in transit, each business can only see its own data, and face codes and punch photos are encrypted at rest. Access inside Sepify is limited to people who need it to run the Service.

Payroll details get extra protection: each value is encrypted separately; only the business's owners (never managers) can see them; a full SIN or account number is shown only after a fresh code emailed to the owner, for a short time, and every view and change is recorded in an access log the owner can see. Employees enter these details themselves through a one-time link and their own clock PIN; there is no screen where the business types a SIN or bank account. When a direct deposit account is set or changed, the employee is emailed (including at the address they confirmed before, if the business has since changed it), and every owner of the business is emailed when an existing account is changed.

If a breach of our security safeguards creates a real risk of significant harm, we'll notify the affected business, the affected people and the Office of the Privacy Commissioner of Canada as soon as feasible, as the law requires, and we keep a record of every breach.

Changes to this policy

We'll post any update here with a new version date, and email businesses before a material change takes effect.

Contact and privacy officer

Our privacy officer, Mustapha Awada, is responsible for how Sepify handles personal information. Privacy questions or requests: privacy@sepify.com. See also our Terms of Service and Terms of Use.