Privacy Policy

371 File is an HR document management service provided by Utanha Lab. This policy explains what personal data the service handles, why, and the choices available to you.

Who is responsible for your data

Each company that uses 371 File has its own workspace. The company decides which employee records and documents it keeps there and is responsible for that data. Utanha Lab processes it on the company's behalf to provide the service. For the account details of the people who sign up for 371 File, Utanha Lab is responsible.

If you are an employee and have a question about your records, contact your employer first. They can view, correct or remove most data directly in their workspace.

What we collect

• Account data: your name, email address, password (stored as a secure hash) and the workspace roles you hold.
• Employee records: details your employer adds, such as name, department, badge number, job title, start date, manager and email.
• Document requests: the document type, purpose and recipient institution, the approval decision, the approver's signature, and the request's history.
• Attendance data: if your employer uses attendance features, check-in and check-out times and the identifiers that link you to a time clock device.
• Activity logs: records of administrative actions such as role changes, invitations and approvals, kept for workspace admins.

How we use it

• To run the service: routing requests, generating documents and sending notifications.
• To keep the service secure, including access control and activity logging.
• To support customers and respond to enquiries.

We do not sell personal data or use it for advertising.

Service providers

We use trusted providers to host the application and database, deliver notification emails and, when a workspace uses AI-assisted template drafting, generate template text. They process data only to provide those services to us.

How we protect it

Workspaces are kept separate from one another, and access rules are enforced by the database on every request according to each user's role. Data is transmitted over encrypted connections.

How long we keep it

Workspace data is kept for as long as the company uses 371 File, or until the company deletes it. Request history is kept so that issued documents remain traceable.

Your rights

Depending on where you live, you may have the right to access, correct or delete your personal data, or to object to how it is used. Contact your employer for data in their workspace, or email us at comercial@utanhalab.com for anything else.

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it last changed.

Contact

Utanha Lab — comercial@utanhalab.com