Who we are and our role
PeopleFlow AI is a human-resources product operated by benik solutions ("benik", "we", "us"), based in Lagos, Nigeria. This Privacy Policy explains how personal data is handled in the PeopleFlow AI mobile app and web application.
For the data an employer enters into PeopleFlow AI about its employees, the employer is the data controller and benik acts as its data processor, handling that data only on the employer's documented instructions. This policy is written to be consistent with the Nigeria Data Protection Act, 2023 (the "NDPA") and any regulations or guidance issued by the Nigeria Data Protection Commission ("NDPC").
Information processed in PeopleFlow AI
- Company and account data: company name, branch details, administrator and staff names, emails, phone numbers and roles;
- Employee data provided by the employer: names, gender, date of birth, contact details, home address, state/LGA, department, job title, salary, hire date, next-of-kin and guarantor details, bank and pension details, attendance, leave, appraisals, training, documents, letters, profile photos and similar HR records;
- Optional face data: where the employer enables it, a face photo and a numeric face template used only for attendance check-in and, if enabled, face sign-in (see section 3);
- Payment data: subscription and invoice records; card and bank payment details are collected and processed directly by our payment provider (Paystack), not stored by us;
- Device & usage data: a push-notification token and basic log/activity data used to secure and operate the service.
Face and biometric data
Face features are optional and available only if the employer enables them. When an employee chooses to enrol, their photo is sent securely to Amazon Rekognition, which creates a mathematical face template used solely to recognize that person for:
- marking attendance when they clock in or out by face, and
- (if enabled) signing in with their face instead of a password.
No one is required to use face features — password and, where available, Google/Microsoft sign-in remain available. An employee can turn face check-in off and delete their face template at any time from their profile in the app, or by asking their HR team. The template is also deleted when the employee's record is removed (see section 8). Face data is never used for any purpose other than the recognition described here, and is never sold.
How data is used
- To provide, maintain, secure and support the PeopleFlow AI service for the employer;
- To power the features the employer chooses to use, including employee records, attendance and leave, payroll and payslips, hiring, onboarding, notifications, tickets, complaints, surveys and analytics;
- To authenticate users and keep accounts secure;
- To process the employer's subscription and payments;
- To comply with legal obligations.
We do not use employee or company data for our own advertising, and we do not sell personal data.
Camera & notification permissions
- Camera — used only when a user chooses to take a profile photo or use a face feature. The app captures still photos only; it does not record audio or video.
- Notifications — used to deliver HR alerts and announcements. These can be turned off in the device settings at any time.
Sub-processors we use
We engage trusted providers to deliver the service under contract, including:
- Amazon Web Services – secure cloud hosting, database, file storage, authentication and face recognition (Amazon Rekognition);
- Expo – delivery of mobile push notifications;
- Infobip – sending account and invitation emails;
- Paystack – card and bank payment processing for subscriptions;
- Google and Microsoft – single sign-on, where the employer enables it.
International transfers
Our infrastructure is hosted in the Amazon Web Services Europe (Ireland) region, so data may be processed outside Nigeria. We rely on appropriate contractual and technical safeguards to protect the data consistent with the NDPA.
Retention and deletion
We retain data for as long as the employer's account is active and as needed to provide the service. When an employer deletes an employee record, the app hides it and revokes access immediately, then permanently erases all of that person's records — including any face template and stored files — after a 14-day grace period (which exists so an accidental deletion can be reversed). On termination of the account, the employer may export its data, after which we delete or anonymise it within a reasonable period, except where retention is required by law.
Security
We protect data using encryption in transit, role-based access controls, isolated per-company records and reputable cloud infrastructure. Files and photos are stored privately and served only through short-lived, signed links. No system is completely secure, but we work to protect the data entrusted to us.
Data-subject rights
Employees have rights under the NDPA, including access, correction and deletion. Because the employer is the controller of employee records, please direct such requests to your employer in the first instance; we will assist the employer in responding. You may also contact the NDPC.
Children
PeopleFlow AI is a workplace tool intended for use by employees and administrators. It is not directed at, or intended for, children.
Changes to this policy
We may update this policy from time to time. The "Last updated" date above shows the latest revision.