Privacy Policy

When an employer uses NextHR to run its HR and payroll, that employer is the personal information controller for its own people’s data. Nextcore Technology Inc. is the personal information processor, acting on the employer’s instructions.

In practice: if you are an employee and want your record corrected, ask your HR team first — they control it. If they need us to act, we will.

A workspace stores what payroll and statutory filings require:

• Identity and contact — name, employee code, work and personal email, mobile, address, birth date, gender, civil status, nationality.
• Employment — company, department, position, level, manager, work location, shift, dates of hire, regularisation and separation.
• Government identifiers — SSS, PhilHealth, Pag-IBIG and TIN.
• Financial — salary or professional fee, bank name and account number, loans, and every payslip line.
• Attendance — clock-in and clock-out times, and the coordinates of a punch where the employer has enabled geofencing.
• Requests — leave, overtime, official business and work-from-home, with the reasons given and approval decisions.
• Sensitive personal information — medical records and dependants, where the employer records them.
• Account and audit — login email, password hash, session and device records, and a log of significant actions.

To operate the service the employer has asked for: computing attendance and pay, withholding and reporting statutory contributions and taxes, routing approvals, and producing the returns Philippine law requires — among them BIR 1601-C, 1601-EQ, 2316 and the 1604-C alphalist, and SSS, PhilHealth and Pag-IBIG remittances.

The lawful bases are the employment relationship, the employer’s legal obligations, and the legitimate interests of operating and securing the service. We do not sell personal data, and we do not use it to train models or to advertise.

Where an employer enables geofencing, a clock-in records the coordinates and accuracy reported by the device at that moment, and whether it fell inside the allowed radius. The verdict is decided by the server, not the device.

This is collected only at the moment of a punch. NextHR does not track location continuously or in the background.

• Government identifiers and bank account numbers are encrypted at rest with AES-256-GCM, and the field name is bound into the ciphertext so a value cannot be moved between columns.
• Passwords are stored as bcrypt hashes and are never recoverable, by us or anyone else.
• Reads of decrypted government identifiers are recorded, along with who performed them.
• Access inside a workspace is governed by a permission model, not by job title, so payroll figures and medical records can be restricted independently.
• Each workspace’s data is scoped to that workspace at the query layer; one employer cannot read another’s records.
• Data is held in managed PostgreSQL infrastructure with encryption in transit.

Sub-processors that make the service work: our database and hosting providers, and — where the employer enables them — an email provider for outbound notices and a push-notification provider for the mobile app. Each is bound by contract to process data only on our instructions.

We disclose data to government agencies only as the employer’s filings require, or where the law compels it.

For as long as the workspace is active, and after that for the periods Philippine law requires — payroll and tax records are generally kept for ten years under BIR rules. When a workspace closes, we retain what those obligations require and remove the rest.

Finalised payroll runs are immutable by design. They can be superseded by an adjustment but not rewritten, because a payslip is a record of what was actually paid.

Under the Data Privacy Act of 2012 (RA 10173) you may ask to be informed about, access, correct, object to, erase or block the processing of your personal data, to have it transferred to you, and to be indemnified for damage caused by inaccurate or unlawfully obtained data.

Employees should raise these with their employer, who controls the record. Write to sales@nextcoretechnology.com if the employer needs us to act, or if you believe we have handled data improperly. You may also complain to the National Privacy Commission.

Material changes will be notified in the product before they take effect. The date at the top of this page always reflects the current version.