This Privacy Policy explains how Klarvy AI, Inc. ("Klarvy", "we", "us") handles personal data in connection with our workforce-management software (the "Service") and our website at klarvy.ai (the "Site"). It applies to visitors to our Site, users of the Service, and workforce members whose data is processed by our customers through the Service.
1. Who we are
Klarvy AI is a workforce-management platform built for hospitality operators. In most cases our customers (hotels and operators) are the controllers of the employee data processed in the Service, and Klarvy acts as a processor on their behalf under a Data Processing Agreement (DPA).
For data we collect directly. for example, when you fill in our contact form, book a demo, or browse the Site. Klarvy is the controller.
2. Data we collect
From Site visitors and prospects
- Contact details you submit (name, work email, phone, company, role)
- Messages you send us through forms or email
- Technical data: IP address, browser type, device, pages viewed, referrer
- Cookies and similar technologies (see Section 7)
From customers and their users of the Service
- Account data: names, work emails, roles, authentication details
- Workforce data uploaded or synced by the customer: employee identifiers, schedules, time & attendance records, payroll-relevant data, compliance flags
- Operational data generated by use of the Service: logs, audit events, configuration
- Integration data from connected systems (PMS, payroll, HR)
- Location data from the Klarvy employee mobile app (see below)
Location data (Klarvy employee mobile app)
The Klarvy employee mobile app accesses and collects your device's precise location (GPS coordinates and their accuracy) to verify that you are at your workplace when you clock in or out. We only access location after you grant permission in your device settings.
- When you clock in or out manually. the app reads your location at that moment and sends it with the punch. We check it against your workplace's area (geofence) set by your employer, and store the coordinates and accuracy with that attendance record.
- Automatic clock in/out (only if your employer enables it and you opt in). the app uses your device's location in the background, including when the app is closed or not in use, to detect when you enter or leave your workplace area and record your clock-in or clock-out automatically. The app is notified only when you cross the workplace area boundary; it does not track your route or record your location continuously.
- How we use it. to verify and record attendance, prevent attendance fraud, and show your employer where a punch was made relative to the workplace, as well as to keep the Service secure and meet legal obligations as described in Section 3. We do not use location data for advertising, marketing, or profiling, and we do not sell it.
- Who receives it. your employer (our customer) and our hosting and infrastructure providers acting as processors under contract. Otherwise, location data is disclosed only in the limited cases listed in Section 5 (for example, when required by law). We never share it with advertisers or data brokers.
- Retention. location stored with an attendance record is kept for as long as that record is retained under your employer's instructions and the DPA.
- Your choices. you can turn off location access, or background ("Allow all the time" / "Always") access, at any time in your device settings. Without location access you may not be able to clock in from the app; your employer can offer other ways to record attendance (for example NFC tags or a time clock).
3. How we use data
- Provide, operate, secure, and improve the Service and Site
- Respond to inquiries, schedule demos, and communicate about the Service
- Generate scheduling, forecasting, compliance, and analytics outputs for customers
- Detect, investigate, and prevent fraud, abuse, and security incidents
- Meet legal, regulatory, accounting, and tax obligations
- Send service-related messages and with consent where required marketing about Klarvy
4. Legal bases (GDPR)
Where the GDPR applies, we rely on these lawful bases:
- Contract. to provide the Service to a customer or respond to a pre-contract request
- Legitimate interests. to operate and improve our business, keep the Service secure, and perform direct marketing to business contacts, balanced against your rights
- Consent. where required, for example for certain cookies or marketing emails
- Legal obligation. to comply with applicable laws
5. Sharing data
We share personal data only as needed:
- Service providers. cloud hosting, analytics, monitoring, email, payment processing, customer support. They act as processors under contract.
- Customers. when you are a workforce member, your employer (our customer) receives the data it has uploaded or generated through use of the Service.
- Professional advisers. lawyers, auditors, insurers where relevant
- Authorities. if required by law, court order, or valid legal process
- Business transfers. in connection with a merger, acquisition, or sale of assets, subject to confidentiality
We do not sell personal data.
6. International transfers
We may transfer personal data to countries outside the EEA, UK, or Israel. When we do, we rely on appropriate safeguards such as Standard Contractual Clauses, adequacy decisions, or equivalent mechanisms recognised under applicable law.
7. Cookies
Our Site uses cookies and similar technologies to operate the Site, remember preferences, and measure traffic. You can control cookies through your browser settings. Disabling certain cookies may degrade the Site's functionality.
8. Data retention
We retain personal data for as long as needed to provide the Service, fulfil the purposes set out in this policy, and comply with legal obligations. Retention periods for customer-uploaded workforce data are governed by the customer's instructions and the DPA.
9. Security
We maintain administrative, technical, and organisational measures designed to protect personal data, including access controls, encryption in transit and at rest, logging, and regular security reviews. No method of transmission or storage is 100% secure; we work to continuously improve our controls.
10. Your rights
Depending on your location and role, you may have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion, restriction, or objection to processing
- Request portability of data you provided to us
- Withdraw consent at any time where processing is based on consent
- Lodge a complaint with a supervisory authority (in Israel: the Privacy Protection Authority)
If you are a workforce member using the Service through your employer, please direct these requests to your employer first, as they control how your data is processed. We will assist the employer as their processor.
11. Children
The Service and Site are not directed at children under 16 and we do not knowingly collect their personal data.
12. Changes to this policy
We may update this Privacy Policy from time to time. We will update the "Last updated" date at the top of this page and, where changes are material, provide additional notice through the Service or Site.
13. Contact us
Questions or requests about this policy? Email us at privacy@klarvy.ai or write to Klarvy AI, Inc., HaHilazon 12, Ramat Gan, Israel.