Privacy policy

Office Hero makes business apps: Fleet Hero for fleet management, HR Hero for people and working time, Finance Hero for accounting, and Office Hero Connect, the portal for employees, customers and suppliers. This policy explains how we handle personal data on our website and in these apps. We follow the General Data Protection Regulation (GDPR) where it applies, and North Macedonia's Law on Personal Data Protection (Official Gazette Nos. 42/2020, 294/2021 and 101/2025), which is aligned with it.

Who is responsible

Друштво за производство, трговија и услуги ОФИС ХИРО ДОО увоз-извоз Скопје, in short ОФИС ХИРО ДОО Скопје (OFIS HIRO DOO Skopje in Latin script), is responsible for the processing described in this policy, except where a company that uses our apps is responsible, as the next sections explain. It is a limited liability company (DOO) registered in North Macedonia, with company registration number (EMBS) 7901305, tax number (EDB) 4043025542679 and its registered address at Jani Lukrovski 4A, unit 86, Gazi Baba, Skopje. In this policy, “Office Hero” and “we” mean ОФИС ХИРО ДОО Скопје, which also publishes the Office Hero Manager, Office Hero Connect and Office Hero Track apps. For any question about personal data, write to [email protected].

What this policy covers

• The website officehero.io, with its contact and demo forms.
• The web apps Fleet Hero (fm.officehero.io), HR Hero (hr.officehero.io), Finance Hero (fin.officehero.io) and Office Hero Connect (connect.officehero.io).
• The phone and TV apps Office Hero Manager, Office Hero Connect and Office Hero Track for Android TV. They are in testing and not yet available in the app stores.
• Our work with customers: offers, contracts, invoices and support.

Our data and your company's data

When we decide. For the website, for offers, contracts, invoices and support, and for the user accounts that give people access to the apps, Office Hero decides why and how personal data is processed. In these cases we are the controller.

When your company decides. The data a company records in the apps, such as its vehicles and their positions, employee records, invoices, chat messages and files, is processed for that company and on its instructions. The company, our customer, is the controller, and Office Hero is its processor. We offer each customer a data processing agreement, and we use this data only to provide the services to that company.

If you use the apps because your employer or a business partner gave you access, contact that company first about your data. If you write to us, we forward your request to the company and help it answer.

The website

The website runs on a server of Contabo GmbH, a German hosting company, in its data centre in France. Visits to the website pass through Cloudflare, Inc., which delivers the pages quickly and blocks attacks. Both process technical data, such as your IP address, your browser, the page you asked for and the time, to show you the page and to keep the site secure. Cloudflare may also receive a technical report from your browser when a page fails to load.

The website sets no cookies of its own and uses no analytics, advertising or social media tools. Its fonts and icons come from our own server. Only when Cloudflare has to check that a visit is not an attack may it set a short-lived security cookie for that check.

Your browser's local storage remembers your language choice and whether you closed the language banner. This information stays on your device, is not sent to us and can be cleared in your browser at any time.

Contact and demo forms

When you send a form, we store what you entered: the topic, your name, e-mail address, company, phone number, company size, number of vehicles, the products you are interested in, your message and your confirmation in the checkbox. We also store the page and language you used and the time. To limit abuse, we keep a keyed hash of your IP address instead of the address itself, and we count the submissions from your network for one hour, also in hashed form.

The submission is saved in the website's database, where our team reads it. We use it only to answer you and to follow up on your request, for example to arrange a demo or to send an offer. When you ask for a demo or an offer, the legal basis is steps taken at your request before a contract. For other questions, it is our legitimate interest in answering the people who write to us. With the checkbox on the form, you confirm that you agree to this use of your details, as described in this policy. You can ask us at any time to stop using your details and to delete them by writing to [email protected].

We keep an enquiry for as long as we need it to answer you and follow up. If you become a customer, it becomes part of our customer records. You can ask us to delete it at any time.

E-mails to us

E-mails you send to an @officehero.io address are forwarded by Cloudflare's e-mail routing service to our team's mailboxes. We use them to answer you and keep them for as long as the conversation needs, or longer where accounting or other laws require it.

Customers and support

For offers, contracts and invoices, we process the details of our customers' companies and the names, e-mail addresses and phone numbers of the people we deal with. When you ask our support team for help, by e-mail, with a ticket in Office Hero Connect or from the help centre in Office Hero Manager, we use your message and contact details to help you, and we look at the data in your company's account only where the request needs it.

Accounts in the apps

To give you access to the apps, we process your name, your e-mail address, your phone number if one is given, your role and permissions, the companies you belong to, and your settings, such as language, time zone, theme, map settings and notification choices. Your password is stored only as a one-way hash (Argon2id). If you sign in with an authenticator app, we store the secret it uses and your recovery codes.

For each sign-in we record the IP address, the browser or device, and when the session started and was last used. Your company's administrators can see the company's sign-ins, and in Office Hero Connect and Office Hero Manager you can see your own devices and sign them out. Sessions end after 30 days without use and after 90 days at the latest.

Security-relevant actions, such as adding users, changing roles or changing settings, are written to an audit log that records who did what, when, and from which IP address and browser. Each entry is linked to the one before it, so that tampering can be detected, and entries are kept for 7 years and then deleted.

What the apps process for your company

What a company records depends on the apps and features it uses. The lists below show the personal data the apps can hold. The company decides what it records and who in the company can see it.

Fleet Hero

• Vehicles: registration number, VIN, specifications, photos, documents, costs, fuel records, maintenance and insurance.
• Trackers and SIM cards: device and SIM card numbers.
• Positions and readings: location, speed, direction and time, readings such as ignition, mileage, fuel level, engine data and fault codes, and the trips, stops and zone entries and exits calculated from them.
• Drivers: name, contact details, driving licence number, categories and expiry date, the expiry date of the driver's professional qualification (CPC), tachograph card number, the vehicles and planned routes assigned to them and when, and reminders, for example when a licence or a tachograph card expires.
• Tachograph data: from trackers wired to the tachograph, the driver and co-driver cards in the tachograph and their driving and rest times.
• Alerts: the alerts the company sets up, for example when a vehicle exceeds a speed or enters a zone, and who received them.

Privacy mode. While tracking is paused for a vehicle, its positions are discarded as they arrive and are never stored. Only the distance driven is counted, and every pause is recorded.

Live location links. Anyone who has a link sees the vehicle's name, the company that shared it, the vehicle's position and speed, and its recent route, but never the route from before the link was created. A link works until it expires, after at most 7 days, or until the company stops it. The page does not show the driver and is not indexed by search engines.

If the company sends alerts to its own systems through webhooks, the alert data goes to the addresses the company chooses. A company that tracks vehicles driven by its employees must inform them and needs a lawful reason; our guide to GPS tracking and employee privacy explains what that involves.

HR Hero

• Employee records: name, contact details, date of birth, national ID number, address, emergency contact, bank account, gender, marital status, nationality, job, department, manager and start date.
• Contracts and pay: contract terms, salary and payslips.
• Working time: clock-in and clock-out times with the device and network address used, shifts, timesheets and leave. Sick leave can reveal information about health.
• Documents: HR documents, and confirmations of receipt or signature with the time and IP address.
• Development: performance reviews, goals, feedback, training, certifications and skills.
• Recruitment: candidates' contact details, CVs, current job, experience, expected salary, profile links, cover letters and interview feedback.
• Pay transparency: pay comparisons between women and men, for pay-gap reports.

Whistleblowing. Anyone can report a concern through a company's reporting page, anonymously if they wish. The report itself is stored encrypted and without the reporter's IP address, and the reporting page sets no cookie. To limit abuse, our servers count reports per IP address for one hour. Like every page of our web apps, the reporting page loads fonts from Google's servers, and our servers' technical logs record the IP address and browser of every request, including the one that sends a report.

In HR Hero, only the people the company allows to handle reports, such as its administrators and compliance officers, can read them. Our staff can also open reports in our administration console, but only for the reasons given below for staff access. Closed reports are removed from the apps after the retention period described below.

Finance Hero

• Customers and suppliers: names, contact people, addresses, e-mail addresses, phone numbers, VAT numbers and bank details.
• Sales and purchases: quotes, orders, invoices, credit notes, bills and payments, and the invoice summaries e-mailed to customers.
• Bank statements: the transactions in the statements a company imports, including the names and accounts of the other parties.
• Expenses: expense claims with receipts, and the start, destination and distance of mileage claims.

Office Hero Connect

Employees use Connect for their own working time, leave, schedule, payslips, documents, training and goals. When an employee confirms receipt of a payslip, the name they type, the time, the IP address and the device are recorded. Bank details are stored encrypted, and changing them requires the password again. Customers and suppliers see only their own balances and invoices. Support tickets opened in Connect are answered by Office Hero's support team.

Team chat and files

Chat stores messages and reactions, the photos, files and voice messages sent from Office Hero Manager, and the reports and blocks people make. By default, messages are stored encrypted with the company's own key. A conversation is stored without this encryption only if it was set to “Not encrypted at rest” before its first message. Some older messages, sent before October 2026, may not yet be stored with this encryption. Our servers decrypt messages to show them to the people in the conversation. A company can set how long each channel keeps its messages.

The company's administrators review reports. When someone reports a message, a person or a conversation, the administrators see the report and who made it, the reported message, and the conversation's members and its most recent messages up to the report. They can also see who has blocked whom. The person reported is not told who reported them.

Every uploaded file is checked for malware on our own servers before anyone can download it, and download links expire after 15 minutes. Files are stored with Cloudflare R2.

The phone and TV apps

The phone apps use your phone's location, camera, photos or microphone only for the features below, and only after you allow it. You can withdraw access at any time in your phone's settings.

• Location (Office Hero Manager, only while the app is open): if you allow it, your position is sent with a clock-in or clock-out, so that your employer can confirm it happened at the work site. Showing your own position on the map happens on your phone, and that position is not sent to us. The app never uses your location in the background.
• Camera and photos: to scan a vehicle's VIN, and to take or choose photos of receipts, vehicle issues, documents and chat attachments. When you scan a VIN, only the VIN is kept, never the image. The apps can see only the photos you select.
• Microphone (Office Hero Manager): to record the voice messages you choose to send.
• Face ID and fingerprint (Office Hero Manager): your phone checks them to unlock the app. We never receive biometric data.
• Notifications: if you allow them, we store a token for your device and send notifications, including their text, through Apple's or Google's notification service.
• Storage on the phone: sign-in tokens are kept in the phone's secure storage, and clock-ins made without a signal stay on the phone until they can be sent.

Office Hero Manager shows maps with Apple Maps on iPhone and iPad, unless you choose Google Maps, and with Google Maps on Android. The Google Maps SDK is part of the app on both systems and starts with it, so Google receives map requests and, under its own terms, device identifiers and data about usage, performance and crashes. On Android, the VIN scanner uses Google's ML Kit: the camera picture is read on the phone and is not sent, but Google receives technical data such as the device model, the app version and an installation identifier. The apps show no advertising, and we do not use analytics or crash-reporting services in them.

Office Hero Track asks for no permissions on the TV. It is paired with a short code, receives its own access token and shows only the vehicles of the groups chosen for it, with their registration numbers and, in a vehicle's details, the name of its driver. It keeps vehicle positions only in its memory while it shows the map. When the company revokes a TV, the TV deletes its access token and pairing details, clears the fleet data from its memory and returns to the pairing screen.

Cookies and similar technologies

The web apps use cookies that keep you signed in and one that remembers your language for a year. Your browser also keeps some settings, such as your language and the columns you chose in lists, in its local storage. The apps need these to work, and none of them is used for advertising or analytics. The website itself sets no cookies, as explained above.

Where the data is stored and who helps us

The apps and their databases run on servers we operate in Skopje, North Macedonia. Road routing, malware scanning and the vault that holds the encryption keys also run on our own servers. Our staff access a company's data only when this is needed to set up and run the service, to configure trackers, to answer a support request or to keep the service secure.

We use the services of these companies, which therefore receive personal data:

• Cloudflare, Inc. (United States) stores uploaded files and database backups, protects the website and forwards e-mails sent to our addresses.
• Contabo GmbH (Germany) hosts the website and the enquiries sent through its forms, on a server in France.
• Mailtrap, run by Railsware Products Studio LLC (United States), delivers the e-mails the apps send, such as invitations, sign-in codes, password resets, alerts, reports and invoice summaries. It receives the recipient's address and the content of each e-mail.
• Google LLC (United States) provides the fonts of the web apps, which your browser loads from Google's servers, so Google receives your IP address. In Office Hero Manager, Google provides the Google Maps SDK and, on Android, the ML Kit barcode scanner. Google's Firebase Cloud Messaging delivers notifications to Android phones, using a notification token and a Firebase installation identifier.
• Apple Inc. (United States) provides Apple Maps in Office Hero Manager and delivers notifications to iPhones and iPads.
• The OpenStreetMap Foundation (United Kingdom) provides the OpenStreetMap base map of the web apps. Your browser loads its map images directly, so the foundation receives your IP address and the map area you view, which can show roughly where the vehicles you are looking at are, but no vehicle names or personal details. When you search for an address while planning a route in Office Hero Manager, our servers look it up with its Nominatim service and send only the address or the point.
• OpenFreeMap, run by Hyperknot Software Kft. (Hungary), provides the street and dark maps of Office Hero Track displays, so it receives the TV's IP address and the map area shown.
• 1NCE GmbH (Germany) provides the SIM cards and mobile data of the trackers we supply. Tracker data travels over its network to our servers.

In the web apps and on Office Hero Track, Google's road, satellite and traffic map images reach you through our own servers, so Google does not receive your IP address for them. If you choose to open a location in Google Maps, Apple Maps or OpenStreetMap from the apps, that service receives the location. We download exchange rates from the European Central Bank and the National Bank of the Republic of North Macedonia; nothing about you is sent to them.

We do not sell personal data and do not use it for advertising. We disclose it to authorities only when the law requires us to.

Transfers outside North Macedonia and the EU

North Macedonia is not a member of the European Union. Some of the companies above are in the EU, one is in the United Kingdom and some are in the United States, and they may also process data in other countries. Where the law requires safeguards for such transfers, we rely on the safeguards the provider offers, such as its certification under the EU–US Data Privacy Framework or standard contractual clauses. If your company is in the EU, the GDPR's rules on transfers to countries outside the EU also apply to its use of our servers in Skopje. Write to us if you need details.

The legal bases

• Contract (Article 6(1)(b) GDPR): to provide the services to our customers and to answer requests for a demo or an offer.
• Legitimate interests (Article 6(1)(f)): to answer the questions people send us, to manage user accounts, to keep the website and the apps secure, to prevent abuse, to fix errors and improve the services, and to stay in touch with the people we deal with at our customers.
• Legal obligations (Article 6(1)(c)): to keep accounting and tax records and to answer lawful requests from authorities.
• Consent (Article 6(1)(a)): only where we ask you for it. You can withdraw it at any time.

Your phone also asks your permission before an app uses its location, camera or microphone, or sends you notifications. For the data a company records in the apps, the company chooses the legal basis and is responsible for it. North Macedonia's Law on Personal Data Protection provides the same legal bases.

How long we keep data

• Enquiries from the website: as long as we need them to answer you and follow up, or until you ask us to delete them. Copies can remain in the website's daily backups for some time after that, until those backups are replaced.
• A company's data in the apps: as long as the company uses the services. After the contract ends, the company can export its data for 30 days, and then we delete it.
• Tracking history: it is not deleted automatically after a fixed period, but kept for as long as the company keeps its account, unless the company asks us to delete it sooner. Positions sent during a privacy pause are never stored.
• Chat messages: for the period the company sets for a channel, and otherwise for as long as the company keeps its account. A message that is deleted, by its author or at the end of that period, is removed for good after 90 days.
• Whistleblowing reports: a closed report is removed from the apps 5 years after it was received, or after a different period of 1 to 10 years if the company asks for one. The company can also ask us not to remove reports automatically. A removed report stays in the company's database, with its content still encrypted, so that the handling of the case can still be shown, for as long as the company keeps its account.
• Reports sent by e-mail: the PDF copy kept for sending is deleted after 7 days.
• Sign-in records: a session expires after 30 days without use and after 90 days at the latest, and signing out ends it at once. Its record, with the IP address and device, is deleted within about 60 days after the session was last used, and at once if your account is deleted.
• Notification tokens: until you sign out, the token stops working or your account is deleted.
• Audit log: 7 years, then deleted.
• Backups of the apps' databases: 30 days. Sensitive fields remain encrypted inside the backups.
• Our contracts and invoices: as long as accounting and tax laws require.
• Technical logs: as long as needed to keep the services secure and to investigate errors.

How we protect data

• Each company's data is kept in its own database schema, and every request is tied to exactly one company.
• Sensitive personal data is encrypted (AES-256-GCM) with a key that belongs to the company: employees' personal e-mail addresses and phone numbers, dates of birth, national ID numbers, addresses, emergency contacts and bank accounts, candidates' names and contact details, bank details entered in Office Hero Connect, chat messages (by default) and whistleblowing reports. That key is protected by a master key in a vault on our servers. Names, work contact details and the other fields that the apps search and sort by are not encrypted in this way.
• Your browser and our phone and TV apps connect to the apps over HTTPS. Trackers send their data to our servers over the mobile network, using the tracker's own protocol rather than HTTPS. Passwords are stored with Argon2id.
• Roles and record-level rules decide who sees which vehicles, drivers, employees and customers, and the server checks them on every request.
• Uploaded files are checked for malware, and new audit log entries are checked for tampering every night.
• The databases are backed up every night, and a full restore from these backups has been tested.

No system is completely secure. If a breach affects personal data, we inform the company concerned without undue delay and, where we are responsible and the law requires it, the supervisory authority and the people affected. Our security page describes these measures in more detail.

Your rights

The GDPR and North Macedonia's Law on Personal Data Protection give you these rights:

• Access: get a copy of your personal data and information about how it is processed.
• Correction: have wrong or incomplete data corrected.
• Deletion: have your data deleted when there is no longer a reason to keep it.
• Restriction: have the processing limited while a question about it is being resolved.
• Portability: receive the data you gave us in a machine-readable format, or have it sent to another provider.
• Objection: object to processing that is based on legitimate interests.
• Withdrawal of consent: withdraw your consent at any time, without affecting what was done before.
• Complaint: complain to a supervisory authority.

To use your rights, write to [email protected] or [email protected]. We may ask you to confirm who you are. As North Macedonia's law requires, we correct wrong data within 15 days of your request and, where data has to be deleted, delete it within 30 days. We answer other requests within one month; if a request is complex, the law allows two more months, and we tell you within the first month if we need them and why. For data that a company records in the apps, the company decides on the request, and we help it.

Deleting your account. You can ask for your account to be deleted in the apps (Office Hero Manager: Account, then Delete account; Office Hero Connect: Profile, then Delete account; the web apps: My account), or without signing in at connect.officehero.io/delete-account. The companies you work with review the request, Office Hero support decides any request they decline or do not decide in time, and you receive an answer within 30 days. When the request is approved, we delete your account: your name, e-mail address, phone number, password, security settings, sessions and devices. Messages, photos, voice messages and files you sent to colleagues, the HR and finance records your employer must keep, and security audit logs remain for the periods described above.

Complaints. In North Macedonia, the supervisory authority is the Personal Data Protection Agency (azlp.mk). If you are in the EU, you can also complain to the data protection authority of your country; the European Data Protection Board lists these authorities. We would like to hear from you first, so that we can try to resolve your concern.

Automated decisions

Office Hero does not make decisions about people based solely on automated processing. In the apps, the rules a company sets, such as alert rules or leave allowances, run automatically, and the company remains responsible for the decisions it takes.

Children

Our services are meant for businesses and public bodies, and they are not directed at children.

Changes to this policy

We update this policy when our services or the law change. The date at the end of this page shows the current version. Before a significant change takes effect, we tell our customers by e-mail.

Contact

ОФИС ХИРО ДОО Скопје, Jani Lukrovski 4A, unit 86, Gazi Baba, Skopje, North Macedonia. Questions about personal data: [email protected]. Help with an account: [email protected].