Privacy Policy

1. Who is responsible

For the HR data of a company's staff, the company (the employer) is the controller: it decides what is recorded and why. The Institute of AI processes that data on the company's behalf and only on its instructions, to provide Solven.

For the contact and billing details of the companies that subscribe, the Institute of AI is the controller.

2. Who this policy covers

Employees and other users of Solven, company admins, and people whose details are recorded in Solven, such as employees' family members or emergency contacts.

3. What we process

• Identity and contact details: name, work email, phone, photo, date of birth, nationality and address.
• Job details: file number, department, job title, manager, hire date and grade.
• HR records: leave and hourly leave, attendance times, contracts, warnings, letters, resignations and terminations, appraisals, training, qualifications and family details.
• Pay and identity numbers: salary, allowances, bank details, national ID, passport and social security numbers — these numbers are encrypted.
• Location: when clocking in or out, and — only if you turn it on — while sharing your location during working hours (see section 5).
• Messages and files sent in Solven chat, and documents you upload.
• Technical data: sign-in records, IP address, browser and device type, and the cookies needed to keep you signed in.
• For subscribing companies: billing contacts, invoices and payment proofs.

4. How it is used

• To run the HR services the employer uses: records, requests and approvals, attendance, payroll, documents, appraisals and training.
• To send notifications and emails about your requests and tasks.
• To keep Solven secure, prevent misuse and keep an audit trail of changes.
• To provide support, handle billing and meet legal obligations.

We do not sell personal data, use it for advertising, or share it for others' marketing.

5. Location

• Clocking in or out: your device's location is read once, at that moment, and saved with that clock-in, so the employer can check it against its work locations.
• Location sharing: off unless you turn it on yourself (or agree when your employer asks). When on, your location is recorded only during your company's working hours on working days, can be seen by your managers and your company's management, and is deleted after 30 days. You can turn it off at any time in Settings.

6. Legal basis

Your consent, which Solven asks for when you first sign in; the employer's obligations under Jordan's Labour Law, social security and tax rules; and what is needed to carry out the employment contract and the subscription.

7. Who can see it

• Inside your company, by role: you see your own information; managers see their team's; HR and the company admin see what their role allows.
• Institute of AI staff only when needed to provide support, keep Solven secure or fix a problem, under confidentiality.
• Service providers that host Solven, store its data and send its emails, under contracts that require them to protect it.
• Authorities, when the law requires it.

8. Where it is stored and how it is protected

On secure servers in the European Union. Data is encrypted in transit; identity and bank numbers are also encrypted at rest. Each company's data is kept separate, access is limited by role, admins use two-step verification, and changes are recorded in an audit log.

9. How long it is kept

HR data is kept while your employer uses Solven and for as long as the employer needs it or the law requires. Shared locations are deleted after 30 days. When a company's subscription ends, its data is deleted at its request or within a reasonable time, unless the law requires it to be kept.

10. Your rights

You can ask to see your data and receive a copy, to correct it, to have it deleted where the law allows, to object to its use, and to withdraw your consent. Contact your company's HR department first, as your employer controls your HR data; you can also write to us. We reply within 30 days. You can also complain to the competent authority in Jordan.

11. Cookies

Solven uses only the cookies needed to sign you in, keep you secure and remember your language. It does not use advertising or tracking cookies.

12. Children

Solven is for staff of working age. It is not meant for children.

13. Changes to this policy

We may update this policy. We will tell users in Solven about important changes, and ask for consent again where the law requires it.

14. Contact

Privacy questions or requests: support-ohr@institute-of-ai.org.