Your data privacy

Here’s what information Orquiva stores about you, who sees it and which part you can correct yourself.

What Orquiva stores

The information needed to manage your employment:

• Profile: name, email, birth date, marital status, children, photo, your public profile and your emergency contact.
• Work details: department, team, job title, manager, hire and termination dates, schedule.
• Payroll details: NIF, foreign ID or passport, social security number, tax status, bank details and salary.
• Your activity: clock-ins, time off, documents, payslips, expenses, reviews and assigned equipment.

Who can see your data

Who	What they see about you
You	Everything that's yours, from My profile and the other screens
Your coworkers	Your public profile (nickname, workplace, phone) and the dates of your time off, without the type
Your direct manager	What they need to decide on your time off, clock-in corrections and expenses, including the type of your time off. Anything else, depending on their role
HR and administration	Whatever their role at the company allows, including your personal and payroll details

A few details worth knowing:

• Time off. Your coworkers see that you’re away and on which dates, but not whether it’s vacation, a medical appointment or sick leave. Only you, your direct manager and people whose role allows them to see it, such as whoever manages the company’s time off, see the type.
• Location when clocking in. If you turn on Save where I clock in (device location), each clock-in stores where you were, and whoever reviews your clock-ins can see it. It’s off by default; it’s your call.
• Documents. When someone other than you opens or downloads one of your documents, such as your payslip, it’s recorded who and when.
• Payroll and bank details. In My profile they’re hidden until you show them, and your coworkers never see them.

Who is responsible for your data

Orquiva is the tool your company uses. Your company, not Orquiva, is responsible for processing your data. The purposes, retention periods and other legal details are in your company’s privacy policy.

That’s why questions about your data are answered at your company. Orquiva support helps you with the tool, not with how your data is processed.

What you can do with your data

You have the right to access your data, correct it and ask for information about how it’s processed.

You can make many corrections yourself: Public profile, Personal details and Emergency contact are edited in Personal details. Anything in Identification and payment (NIF, IBAN…) and your job title are corrected by HR when you ask.

Right now there’s no button to download all your data at once from your account. For a full copy, or to ask for it to be deleted, go to HR.

What happens when you leave

Your account is deactivated on the date HR sets, and your data is kept or deleted according to the law and your company’s policy: it doesn’t disappear right away. What to do beforehand is in Leaving the company.

If something goes wrong

Can my coworkers see my phone number? Yes, if it’s in Public profile. If you don’t want that, delete it there.

Can my coworkers see why I’m on leave? No. They see the dates, not the type of time off.

Can they see my payslip or salary? Your coworkers, no. HR and anyone whose role includes the salaries permission, yes.

I want to download all my data. There’s no full download from your account. Ask HR.

I want to correct something and it won’t let me. If it’s in a section you edit, do it in Personal details. If it carries HR’s tag, ask them.