Privacy Policy

1. Introduction

Agility Innovations Private Limited ("Agility Innovations", "we", "our", or "us") operates BestLMS, a cloud-based Leave and Workforce Management System ("Service"). This Privacy Policy explains how we collect, use, disclose and safeguard your information when you use BestLMS at agilitylms.tech and any related applications.

By accessing or using the Service you agree to this Policy. If you do not agree, please do not use the Service.

2. Information We Collect

We collect the following categories of information:

• Account and identity data: full name, email address, profile photo, job title, department, employee ID and reporting line.
• Authentication credentials, stored only as secure hashes — we never store plain-text passwords.
• Leave and attendance data: leave requests, approvals, balances and history, timesheet entries and work-hour records, blocked dates and calendar events.
• Usage and technical data: IP address, browser type, operating system, pages visited, features used, timestamps, device identifiers and session tokens.
• Data you provide voluntarily: support requests, feedback, correspondence and any additional profile information you choose to add.

3. How We Use Your Information

We use the data collected to provide, operate and improve the Service, and specifically to:

• Process leave requests, timesheet submissions and approvals.
• Send transactional emails such as leave confirmations, approval notifications and password resets.
• Generate HR reports and analytics for authorised administrators.
• Enforce leave policies and compliance obligations set by your organisation.
• Detect fraud, abuse and security incidents, and comply with legal obligations.
• We do not sell, rent or trade your personal information to third parties for marketing purposes.

4. Data Storage and Security

BestLMS is powered by Supabase (PostgreSQL hosted on AWS). Your data is stored in encrypted databases with encryption at rest (AES-256) and in transit (TLS 1.2+), Row-Level Security so each user can only access their own organisation’s data, regular automated backups with point-in-time recovery, and access controls restricting Agility Innovations staff to the minimum data required for support.

No security system is impenetrable. We encourage you to use a strong, unique password and to notify us immediately at privacy@agilitytech.ai if you believe your account has been compromised.

5. Sharing Your Information

We share your data only within your organisation (managers and HR administrators can view leave and timesheet data of employees in their reporting structure), with service providers operating under data processing agreements (database, authentication, email and hosting), where required by law or to protect rights and safety, and in the event of a merger, acquisition or sale of assets subject to the same protections described here.

6. Data Retention

Data for active accounts is retained while the account is in good standing. Data for terminated accounts is purged within 90 days of termination except where legal retention obligations apply. Audit logs are retained for a minimum of 12 months, and backup snapshots for up to 30 days on a rolling basis.

7. Your Rights

Depending on your jurisdiction, you may have the right to access a copy of your data, correct inaccurate information, request erasure, receive your data in a portable format, restrict or object to processing, and withdraw consent where processing is consent-based. To exercise any of these rights, contact us at privacy@agilitytech.ai and we will respond within 30 days.

8. Cookies and Tracking

We use essential cookies (authentication session tokens required for the Service to function, which cannot be disabled) and browser local storage for preferences such as theme and sidebar state. We do not use third-party advertising or analytics trackers without your explicit consent.

9. Third-Party Authentication

BestLMS offers "Continue with Google" as an authentication option. When you use it, Google authenticates your identity and shares your name, email address and profile picture with us. Your use of Google’s services is governed by Google’s Privacy Policy.

We do not receive or store your Google account password.

10. Children’s Privacy

BestLMS is a business application intended for use by adults in a professional capacity. We do not knowingly collect personal information from anyone under the age of 16. If you believe a minor has provided us with personal data, please contact us immediately at privacy@agilitytech.ai.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify affected users by email and by posting a notice on the login page at least 14 days before material changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Policy.

12. Contact Us

For any questions, concerns or data-related requests regarding this Privacy Policy, contact Agility Innovations Private Limited at privacy@agilitytech.ai, or visit agilitytech.ai.