Privacy Policy

Your privacy is our priority

Effective Date: October 20, 2025

Last Updated: October 20, 2025

1. Introduction

Welcome to REIGN - the World's First Intelligent Workforce Operating System. R.E.I.G.N. ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our workforce management platform.

By accessing or using REIGN, you agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide

Employee Information:

  • Personal identification (name, email, phone number, address)
  • Date of birth and demographic information
  • Government-issued identification numbers (as required by law)
  • Educational background and certifications
  • Employment history and work experience
  • Skills, talents, and competencies
  • Performance reviews and ratings
  • Wage and compensation information
  • Banking information for payroll (encrypted)

Employer/Organization Information:

  • Company details and registration information
  • Authorized user accounts and credentials
  • Organizational structure and hierarchy
  • Project and team configurations
  • Business objectives and operational data

Communication Data:

  • Messages sent through our platform
  • Support tickets and communications
  • Feedback and survey responses
  • Chat conversations between users

2.2 Information Automatically Collected

Usage Data:

  • Login times and session duration
  • Pages visited and features used
  • Click patterns and navigation paths
  • Device information (type, operating system, browser)
  • IP address and location data

Time Tracking Data:

  • Clock-in and clock-out timestamps
  • Shift schedules and attendance records
  • Break times and overtime hours
  • GPS location data (when location services are enabled)

Performance Metrics:

  • Productivity Performance Indicator (PPI)
  • Average Performance Rating (APR)
  • Success Probability (SP)
  • Attendance rates and patterns
  • Quality ratings and assessments

3. How We Use Your Information

3.1 Primary Uses

Workforce Management:

  • Schedule creation and shift assignment
  • Time and attendance tracking
  • Payroll processing and wage calculation
  • Performance evaluation and analytics
  • Skills matching and crew optimization

AI-Powered Intelligence:

  • 27+ specialized agents for workforce optimization
  • Predictive analytics and forecasting
  • Automated scheduling recommendations
  • Performance trend analysis
  • Anomaly detection and alerts

3.2 Analytics and Improvements

  • Aggregate data analysis for insights
  • Platform performance optimization
  • Feature development and enhancement
  • Industry benchmarking (anonymized)
  • Research and development

4. How We Share Your Information

4.1 Within Your Organization

Employer Access:

  • Authorized managers and supervisors can access employee data relevant to their management responsibilities
  • HR administrators have access to personnel records
  • Payroll administrators access compensation information
  • Team leads view performance metrics for their teams

Employee Access:

  • Employees can view their own profiles, schedules, and performance data
  • Team members can see basic information about colleagues they work with
  • Real-time resume and work history (controlled by employee settings)

4.2 Third-Party Service Providers

We share information with trusted service providers who assist us in:

  • Cloud hosting and data storage (AWS/Google Cloud)
  • Payment processing and payroll services
  • Email and communication services
  • Analytics and monitoring tools
  • Identity verification services
  • Background check providers (with consent)

All third-party providers are contractually obligated to protect your data and comply with applicable privacy laws.

4.3 Legal Requirements

We may disclose information when required to:

  • Comply with court orders, subpoenas, or legal processes
  • Enforce our Terms of Service or other agreements
  • Protect the rights, property, or safety of REIGN, our users, or others
  • Prevent fraud, security breaches, or illegal activities
  • Respond to government or regulatory requests

5. Data Security

5.1 Security Measures

Encryption:

  • AES-256 encryption at rest for all stored data
  • TLS 1.3 encryption in transit for all communications
  • End-to-end encryption for sensitive personal information
  • Encrypted database connections

Access Controls:

  • Role-based access control (RBAC) system
  • Multi-factor authentication (MFA) for all accounts
  • API key rotation policies
  • Regular access audits and reviews

Infrastructure Security:

  • SOC 2 Type II compliant infrastructure
  • Regular security assessments and penetration testing
  • Automated threat detection and monitoring
  • Incident response and disaster recovery plans
  • Automated backups with 24-hour recovery capability

5.2 Data Retention

Active Employment:

  • Employee data retained for duration of employment
  • Performance records maintained for historical analysis
  • Time entries stored indefinitely for payroll compliance

Post-Employment:

  • Personal information retained for 7 years (legal requirement)
  • Performance data anonymized after 3 years
  • Contact information deleted upon request (subject to legal holds)

6. Your Privacy Rights

6.1 Access and Control

Right to Access:

  • Request a copy of your personal information
  • Review your performance data and ratings
  • View your time entries and schedules
  • Access your communication history

Right to Correct:

  • Update your profile information
  • Correct inaccurate personal data
  • Request corrections to performance records (subject to employer approval)

Right to Delete:

  • Request deletion of your account
  • Remove optional information
  • Opt out of certain data collection (may limit functionality)

Right to Export:

  • Download your personal data in machine-readable format (JSON/CSV)
  • Export your work history and performance records
  • Receive your Real-Time Resume™

7. Special Protections

7.1 Sensitive Information

Health and Safety Data:

  • Medical information collected only when legally required
  • Safety incident reports stored securely
  • Access restricted to authorized personnel only

Biometric Data:

  • Optional facial recognition for clock-in (explicit consent required)
  • Fingerprint data (if applicable) encrypted and stored separately
  • Users can opt for alternative authentication methods

7.2 Children's Privacy

REIGN is not intended for individuals under 18 years of age. We do not knowingly collect information from minors. If we discover such information has been collected, we will delete it immediately.

8. Cookies and Tracking Technologies

8.1 Types of Cookies

Essential Cookies:

  • Authentication and session management
  • Security and fraud prevention
  • Required for platform functionality

Analytics Cookies:

  • Usage statistics and platform performance
  • Feature engagement tracking
  • Aggregated reporting

8.2 Managing Cookies

You can control cookies through:

  • Browser settings (disable third-party cookies)
  • Our cookie preference center (Settings → Privacy → Cookies)
  • Opt-out of analytics tracking

Note: Disabling essential cookies may impair platform functionality.

9. AI and Automated Decision-Making

9.1 How We Use AI

REIGN employs 27+ specialized AI agents for:

  • Schedule optimization and recommendations
  • Performance trend analysis
  • Predictive attendance forecasting
  • Crew composition suggestions
  • Risk identification and alerts

Human Oversight:

  • All AI recommendations are advisory, not mandatory
  • Employers make final decisions on employment matters
  • Employees can contest AI-generated assessments
  • Regular audits for bias and fairness

9.2 Transparency

  • AI decisions are explainable and transparent
  • Users can request explanation of AI recommendations
  • Agents operate within defined parameters
  • No fully automated hiring or termination decisions

10. State-Specific Privacy Rights

10.1 California Residents (CCPA/CPRA)

California users have additional rights:

  • Right to know what personal information is collected
  • Right to know if information is sold or shared
  • Right to opt out of sale of personal information
  • Right to non-discrimination for exercising privacy rights
  • Right to limit use of sensitive personal information

REIGN does not sell personal information.

10.2 Other State Residents

Residents of Virginia, Colorado, Connecticut, Utah, and Nevada have similar rights including data access, portability, deletion, and opt-out options.

11. Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices, legal requirements, or new features.

Notification:

  • Material changes will be announced via email
  • Updated policy posted on our website
  • In-app notification of changes
  • 30-day notice before changes take effect

12. Contact Information

Privacy Questions:

  • Email: privacy@reignworkforce.com
  • Phone: 1-800-REIGN-OS

Data Protection Officer:

  • Email: dpo@reignworkforce.com

Security Concerns:

  • Email: security@reignworkforce.com
  • Report vulnerabilities: security.reignworkforce.com

13. Compliance Certifications

REIGN maintains the following certifications:

  • SOC 2 Type II Certified
  • GDPR Compliant
  • CCPA Compliant
  • HIPAA Ready (for healthcare clients)
  • ISO 27001 Certified (pending)