Last updated 29 October 2026. Plain-language version. We ask businesses for real files, so here’s exactly what happens to what you send us.
Hosted in Singapore. Each agency's data is kept separate from every other agency's, and only the people you invite can see it. Everyone signs in with a one-time code sent by email, over a secure connection, so there are no passwords to steal. The database is backed up every night. Need details for a client or an auditor? Ask us and we'll answer in writing.
One purpose only: to set up and hold your demo call, and to build a demo on your actual timesheet format. We don’t sell it, share it, or use it for anything else, and we don’t add you to a mailing list.
Bookings are made on Calendly, a scheduling service based in the United States. It holds the details you enter there and sends them to us by email and calendar invite; its own privacy policy applies to that page. A timesheet template you email us goes only to our inbox; it is never uploaded to Calendly. Nothing you enter here goes into the QuinaHR product itself.
This page also uses Mixpanel, an analytics service based in the United States, to count visits. It records the page you landed on, when you first saw it, the site that sent you and a campaign source if the address carried one, against a random identifier kept in your browser. It also keeps a replay of the visit (what was shown, where you scrolled and clicked) so we can see which parts of the page are unclear; anything typed into a field is hidden from the replay. Your IP address is used only to work out your country and city and is not kept. It does not record your name or email address, and all of it is switched off when your browser sends a Do Not Track or Global Privacy Control signal.
Inside the portal, QuinaHR sends Mixpanel a record of key steps (a timesheet submitted, approved, sent back or downloaded) so we can see where the process slows down. These records carry reference numbers and a shortened email address such as s***@client.com. The portal also records how it is used, so we can see where people get stuck: each page opened, the buttons and links pressed and the words on them, that a field was changed or a form sent, and scrolling. It keeps screen recordings of each visit that show the screen as the person saw it, including the names, hours and other details on it, what was typed into most fields, and the images shown: signatures, attendance photos and pictures of uploaded documents. Sign-in codes are always hidden from the recordings. All of it is labelled with reference numbers (the account, agency, client company and position) rather than a name, and is switched off when the browser sends a Do Not Track or Global Privacy Control signal. Your IP address is used only to work out your country and city and is not kept. The email asking an approver to review a timesheet contains a small image, and loading it tells us the email was opened. Mail apps that block images never send this.
When an agency gives a staff member a work location, the portal asks that person's phone for its position when they save their time in on the day, and again when they save their time out (on the day, or the next morning for a shift that ends after midnight), after telling them so. It keeps the position, how precise it was and its distance from the work location, and shows them to the agency and the person's approvers. Nothing is tracked at other times, and refusing the browser's request is allowed. To show a readable address, the position (and any address an agency types to set a work location) is sent to Geoapify, a mapping service based in Germany whose addresses come from OpenStreetMap; it receives no name or other detail. After 12 months the portal erases the position, how precise it was and the address, and keeps only whether the phone was at the work location or how far from it.
The portal also keeps a record of each time a staff member enters (a time in, a time out, overtime): when it was entered and how, so an approver can see a time typed in hours later. These records, and what is left of each location check, are deleted after 7 years, which covers how long employment records have to be kept in the Philippines and Malaysia. Where the client company asks for it, staff confirm a time with Face ID, their fingerprint or their screen lock on their own device; the face and fingerprint never leave the device, and QuinaHR only learns that the check passed. Where the client company asks for a photo, one is taken with the page's own camera when the person times in, after telling them so. It is shown only to the agency and the person's approvers, is never used for face recognition, and is deleted after 90 days.
Staff can record their times with buttons on the portal's Home page. The portal keeps a random number in a cookie on each phone and stores it with the times recorded there, so an agency can see one phone used by two people; it says nothing else about the phone. When a phone has no signal, a tap is kept on that phone until it can be sent, and only ever sent for the person who made it. Staff who have not timed out two hours after their usual end time get one email reminding them; they can switch it off, and nobody is timed out automatically.
If you become a customer, we keep it for as long as we work together. If you don’t, we delete your booking details and any file you sent within 6 months of our last contact.
Inside the portal, the exact position of a location check is kept for 12 months, attendance records for 7 years and time-in photos for 90 days, as described above.
Ask us any time and we’ll delete everything we hold about you, no reason needed. Email support@quinahr.com and we’ll confirm once it’s done.
Inside the portal, each agency decides what it records about its staff, clients and approvers, and is responsible for it (the personal information controller under the Philippines' Data Privacy Act of 2012, the data user under Malaysia's Personal Data Protection Act 2010). We process that data only to run QuinaHR for the agency, and never sell it or use it for anything else. That can include leave records and the documents staff attach to a day or a leave request, such as a medical certificate. Health details are sensitive personal information under the Data Privacy Act and sensitive personal data under the Personal Data Protection Act: the agency decides whether a leave type asks for one, and only the agency, the staff member and the approvers of that placement can open them. It is kept on servers and storage in Singapore, and nightly backups are encrypted before they leave our server and kept with Cloudflare in the Asia-Pacific region. Something deleted in the portal can remain in those backups for up to 90 days (an uploaded file, such as a photo, for up to 7 days) until the backup holding it is deleted in turn. The services listed below receive only what their part needs. Staff, clients and approvers who want to see, correct or delete their details should ask the agency first; we help the agency do it.
QuinaHR is a product of Jamivi Web Development Services, 9021 Quintin Gumiit Road, Marahan II, Alfonso, Cavite 4123, Philippines. Questions about this policy or your data? Email support@quinahr.com.