Privacy Policy

LeaveVia is a leave-management product by Aegean Astraea. In most cases the organisation (your employer or the workspace that invited you) decides what employee information is entered into LeaveVia and how it is used. LeaveVia handles that information on the organisation's behalf.

• Account details: your work email address, name and the password or sign-in method you use.
• Workspace details: organisation name, departments, teams, locations and working-week configuration.
• Employee records: names, work email addresses, employment/hire dates, working schedules, managers and reporting relationships.
• Leave-management data: leave requests, dates, part-days, leave types, entitlements, balances, carry-over, adjustments, approvals, rejections, cancellations and modifications, plus any comment or reason text entered by users.
• Documents you attach to a leave record, where your organisation uses that feature.

• Authentication information such as sign-in events, email confirmation and password-reset activity.
• Notification records: in-app notifications and the delivery state of notification emails.
• Activity and audit records of significant actions (for example approvals, role changes and invitation acceptance) so administrators can see what happened and when.
• Technical and security logs generated when the application is used, used to keep the service running correctly and to investigate faults or abuse.

• To provide the service: recording requests, calculating balances and showing team availability.
• To authenticate users and protect accounts and workspaces.
• To send transactional notifications about requests, approvals and invitations.
• To maintain accurate, auditable leave records for the organisation.
• To keep the service secure, reliable and free from misuse, and to support customers.

LeaveVia does not sell personal information, does not use it for advertising, and does not use customer content for advertising profiling.

Transactional email (invitations, request and approval notifications, authentication emails) is sent through a managed email service using the sender address notifications@notify.aegeanastraea.com. Email content is written to be minimal: it identifies the workspace and the action needed, and links back to the application rather than reproducing sensitive leave detail.

If a user connects Google Calendar or Microsoft Outlook, LeaveVia publishes approved leave one way into that calendar. The projection is deliberately limited to availability information — it does not publish leave reasons or sensitive leave detail. Connections can be disconnected in the application, which stops further publication. LeaveVia remains the source of truth: changes made in an external calendar do not silently alter an approved leave record.

Access inside LeaveVia is role-based. Owners and administrators can see workspace configuration and employee records; managers see the information needed to approve requests for the people they manage; colleagues may only see that someone is away, not why. Each workspace's data is isolated from every other workspace.

Organisations using LeaveVia decide who is invited, what roles they are given, what employee information is entered and how long records are kept in the workspace. Organisations are responsible for informing their own employees about that use and for handling employee requests about it. If you are an employee and want to know how your employer uses LeaveVia, contact your workspace administrator.

LeaveVia is built with workspace isolation, role-based access, database-level access rules, encrypted transport, restricted handling of integration credentials, and audit records of significant actions. See the Security page for a high-level overview. No service can promise absolute security.

Leave records are retained while they are needed by the organisation for leave administration and for the audit trail the service maintains. Because the leave ledger is designed to be immutable, corrections are recorded as new entries rather than by editing history. Administrators can export report data as CSV, and owners can request workspace deletion. Users can also request deletion of their personal account, subject to applicable retention and account-ownership safeguards. Workspace deletion follows a 30-day grace period and can be cancelled during that period. On termination of a workspace, customer data is deleted or returned in line with the Terms of Service and the Data Processing Addendum.

More generally, we keep information only for as long as it is necessary to provide and secure the service and to meet applicable legal obligations. Deletion and return of customer data follow the applicable account and workspace process described in the Terms of Service and the Data Processing Addendum. After deletion, copies may persist in our providers' routine backups for a limited period before they are removed in the ordinary course.

LeaveVia is delivered as an internet service and may be accessed by users in different countries; its infrastructure and subprocessors may process information outside the country where an organisation is based. The services LeaveVia relies on are listed on the Subprocessors page.

The application backend for LeaveVia — the managed database, authentication and file storage — is hosted in a European region of Lovable Cloud (Ireland, EU). Support, administration and access by users travelling or working elsewhere can still involve access from outside that region, and the optional calendar integrations operate on the provider's own infrastructure. We do not make further data-residency or transfer-mechanism guarantees beyond the hosting region stated here.

Depending on where you live and the law that applies to you, you may have rights to access, correct, delete, restrict or object to the processing of your personal information, or to receive a copy of it. Where LeaveVia handles information on an organisation's behalf, requests are normally directed to that organisation, and LeaveVia assists it in responding. Contact your workspace administrator first, or email us at hello@aegeanastraea.com; see Contact for how to reach us.

LeaveVia is operated under the Aegean Astraea brand from Cyprus. Email is our contact channel for privacy questions; see Contact.

This notice may be updated as the product develops. The date at the top of the page shows when it was last changed.