Privacy Policy

How Truesant collects, uses, and protects your personal data.

Last updated: June 2026

1. Who we are

Truesant ("we", "us", "our") is the operator of the Truesant workforce management platform, accessible at truesant.com and associated subdomains.

For data-protection purposes Truesant acts as Data Controller for platform account data, and as Data Processor on behalf of our tenant organisations for the workforce data they manage through the platform.

To contact our Data Protection team: privacy@truesant.com

2. Data we collect

We collect the following categories of personal data:

Account & identity data — name, email address, phone number, employer organisation, and role.
Employment & payroll data (processed on behalf of tenant organisations) — national identity numbers (encrypted at rest), bank account details, tax information, work hours, and pay records.
Usage & technical data — browser type, IP address, pages visited, and feature interactions, collected for platform security and product improvement.
Communication data — messages sent via our contact form or support channels.

We do not sell, rent, or trade personal data with third parties for their own marketing purposes.

3. How we use your data

We use personal data for the following purposes and legal bases:

Purpose	Legal basis (GDPR Art.)
Provide and operate the platform	Contract (Art. 6(1)(b))
Process payroll and fulfil employment obligations	Contract + Legal obligation (Art. 6(1)(b)(c))
Verify identity (eID / document checks)	Legal obligation / Legitimate interest (Art. 6(1)(c)(f))
Send transactional emails (invoices, payslips, OTPs)	Contract (Art. 6(1)(b))
Fraud prevention and platform security	Legitimate interest (Art. 6(1)(f))
Improve the platform (aggregated analytics)	Legitimate interest (Art. 6(1)(f))
Marketing communications (opt-in only)	Consent (Art. 6(1)(a))

4. Data storage and retention

All platform data is stored in the European Union (Stockholm region). We use industry-standard encryption for data at rest and in transit.

We retain personal data for as long as necessary to fulfil the purposes outlined above, or as required by applicable law. Employment records are typically retained for 7 years to comply with Swedish and EU accounting regulations. Account data is deleted within 90 days of account closure on request.

5. Data sharing

We share personal data only in the following circumstances:

Sub-processors — infrastructure and software vendors under Data Processing Agreements (e.g. cloud hosting, email delivery, identity verification services). A current list of sub-processors is available on request.
Tenant organisations — employers and their authorised personnel see the data of their own workforce only, gated by role-based access controls.
Legal requirement — where required by applicable law or binding court order.

6. Your rights

Under GDPR (and equivalent laws in other jurisdictions) you have the right to:

Access — request a copy of the personal data we hold about you.
Rectification — ask us to correct inaccurate data.
Erasure — request deletion where data is no longer necessary.
Restriction — ask us to limit processing in certain circumstances.
Portability — receive your data in a machine-readable format.
Objection — object to processing based on legitimate interests.
Withdraw consent — at any time where processing is based on consent.

To exercise your rights, email privacy@truesant.com. We will respond within 30 days. For more detail see our GDPR page.

7. Cookies

We use cookies for authentication, preferences, and analytics. For full details see our Cookie Policy.

8. Children's data

Truesant is a business platform intended for individuals aged 18 and over. We do not knowingly collect personal data from children.

9. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email to account holders and a notice on this page at least 14 days before they take effect.

10. Contact

For privacy enquiries: privacy@truesant.com. For general questions, use our contact page.