Privacy policy

Last updated: 7 November 2026

1. About DynaSys and this policy

DynaSys provides the DynaSys HR platform, a cloud-based human resources management solution designed to help businesses manage their HR operations securely and efficiently.

DynaSys HR is currently offered in a pilot phase to a limited number of organisations. The details of the legal entity providing the service (legal name, commercial registration and address) will be published on this page once its registration is complete.

This policy explains how we collect, use and protect personal data on this website and in DynaSys HR. For privacy enquiries or requests, please write to us through the contact page, writing “Privacy” as the subject.

2. Laws that apply

We process personal data in line with the applicable data-protection laws in the countries where our customers operate.

Where other data protection laws apply to a particular processing activity – for example the EU General Data Protection Regulation (GDPR) – we aim to meet their requirements as well.

3. Information we collect through our website

When you contact us, request a demonstration or enquire about a subscription, we collect the information you choose to give us: your name, job title, business e-mail address, telephone number, company details (such as country, number of employees, branches and companies) and your message.

We also process limited technical information needed to run the website securely and to prevent spam or misuse (for example a one-way coded form of your network address, used only to limit repeated requests).

We do not use cookies or advertising trackers, and the website does not store information in your browser.

4. Why we use it

We use website information only for the purposes you asked for or that are needed to run our business lawfully:

• Responding to your enquiry or support request.
• Arranging a demonstration and giving you demo access.
• Preparing a subscription proposal.
• Keeping the website secure and preventing abuse.
• Meeting our legal and regulatory obligations.

We do not sell personal information or share it with third parties for their own marketing. We will only send you marketing messages if you have explicitly agreed; every such message identifies DynaSys and lets you unsubscribe at any time.

5. Customer data within DynaSys HR

The HR data that a customer organisation enters in DynaSys HR – for example about its employees – belongs to that customer. The customer decides why and how this data is processed and is the data controller; DynaSys processes it on the customer's behalf, only to provide the service and in accordance with the customer's instructions and the agreed terms.

We protect customer data with technical and organisational safeguards, including:

• Data isolation: each customer organisation is restricted to its own data.
• Role-based access: access is controlled according to assigned user roles and permissions, per company and branch.
• Encryption: data is protected in transit using encryption.
• European data hosting: the DynaSys HR database, which holds customer HR data, is hosted in a European data centre region (Frankfurt, Germany), together with its daily backups.
• Backups: daily backups are maintained to support data recovery, subject to the applicable backup and retention arrangements.
• Audit trails: relevant system activities and changes are recorded to support accountability and traceability.
• Restricted access: DynaSys personnel do not routinely access customer HR records. Access, where necessary, is restricted to authorised purposes and subject to appropriate controls.

Customer data is not used for advertising or sold to third parties.

6. The customer's responsibilities as employer

As data controller, each customer is responsible for its own obligations towards its employees, in particular:

• Informing its employees about the processing of their data in DynaSys HR, including the location recorded when attendance punches are used.
• Obtaining any permit required by law for personal data of a special nature (such as data relating to health). DynaSys HR is not designed to record medical diagnoses, and customers should not enter them.
• Answering requests from its employees about their HR records.

7. Service providers and data transfers

We use carefully selected service providers for cloud hosting, database infrastructure, e-mail delivery, payment processing and other essential platform services. They may process personal data only as necessary to deliver their services and are subject to appropriate contractual, confidentiality and security requirements.

Because the DynaSys HR database is hosted in Europe, personal data is transferred from the countries where our customers operate to Germany. Some services also operate outside Europe and may process limited data there: delivery of e-mails (such as invitations and notifications), the global network that delivers our website and application pages, phone push notifications, and an additional encrypted copy of the database kept by our code-hosting provider for disaster recovery.

We transfer data across borders only as permitted by the applicable data-protection laws, and with appropriate safeguards (such as encryption and restricted access).

8. Security incidents

If a breach of personal data occurs that may cause serious damage, we will inform the affected customer without delay so that it can meet its own obligations, and – where we are responsible for the data – we will notify the competent authority and the affected individuals within the time required by law.

9. Data retention and deletion

Website enquiry information is retained only for as long as reasonably necessary to respond to requests, maintain relevant business records and meet applicable legal obligations.

Customer HR data is retained and deleted in accordance with the customer's instructions, the agreed terms, configured retention arrangements and legal requirements. When a customer leaves, its data can be exported before it is deleted.

Demo access ends automatically after the agreed period; the demo company contains invented data only.

10. Your rights

Subject to applicable law, you may ask to see the personal data we hold about you, correct it, have it deleted, withdraw a consent you gave, object to processing that is not necessary or is unfair, and receive a copy of your data.

Send your request through the contact page. We aim to reply within 30 days and may ask you to confirm your identity first.

If your request concerns your HR records held by your employer in DynaSys HR, please send it to your employer, which is responsible for those records; we will help it to answer.

If you are not satisfied with our answer, you may contact the competent data-protection authority in your country.

11. Children

Our website and services are intended for businesses and are not directed at children. We do not knowingly collect children's personal data through this website. Where a customer records information about employees' dependants in DynaSys HR, it does so as data controller and under its own responsibility.

12. Updates to this policy

We may update this policy as our services, security practices or legal requirements change – in particular when the pilot phase ends and the provider's legal details are added. The latest version is always published on this page with its revision date.