Privacy Policy

Mexus – Absence Management Platform

Effective Date: July 23, 2026

At Mexus, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website and absence management service.

1. Who We Are

Mexus (“we”, “us”, or “our”) provides cloud-based absence tracking and leave management tools for teams and organizations.

If you have any questions about this policy, please contact us at:

Email: support@mexus.io

2. Information We Collect

We collect information in the following categories:

Account & Registration Data

• Name, email address, hashed password
• Company name, department, and team information
• Phone number (optional)

Absence & Workplace Data

• Absence requests (type, dates, reason, notes)
• Approval status, approvers, and substitutes
• Working hours, public holidays, and team calendars
• Reports and analytics generated from this data

Usage & Technical Data

• IP address, browser type, device information
• Log files and usage statistics
• Cookies and similar tracking technologies

Communication Data

• Messages sent through contact forms or support

3. How We Use Your Information

We use your data to:

• Provide and maintain our absence tracking service
• Process leave requests and approvals
• Generate reports and team calendars
• Improve our platform and user experience
• Communicate with you (support, updates, newsletters)
• Ensure security and prevent misuse

4. Legal Basis for Processing (GDPR)

We rely on the following legal bases:

• Contract performance – to provide the service you requested
• Legitimate interests – to improve our product and ensure security
• Consent – for optional features like marketing emails or analytics cookies
• Legal obligations – when required by law

5. Cookies and Tracking Technologies

We use cookies to:

• Keep you signed in
• Remember your preferences
• Analyze how our service is used

You can manage your cookie preferences at any time through our cookie banner or your browser settings. Some cookies are essential for the service to function.

6. Sharing Your Data

We only share your data with:

• Service providers who help us run the platform (hosting, email delivery, analytics) – all under strict data processing agreements
• Legal authorities, when required by law

We do not sell your personal data to third parties.

7. Data Retention

We keep your data only as long as necessary:

• Active account data: for the duration of your subscription
• Absence records: according to your company’s retention settings and legal requirements
• Technical logs: up to 30 days (or longer if needed for security)

8. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Object to or restrict processing
• Receive your data in a portable format
• Withdraw consent at any time

To exercise these rights, contact us at support@mexus.io.

9. Security

We implement appropriate technical and organizational measures to protect your data, including encryption, access controls, and regular security reviews.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or a prominent notice on our website.