Privacy Policy

Version 1.0 · effective 12 November 2026

1. Who this policy covers

This Privacy Policy explains how SOLOVE ENTERPRISES ("SOLOVE", "we", "us") collects, uses and protects personal data through Cadreline ("the Service"), which we operate on behalf of subscribing institutions ("Institutions") for their staff and management ("Users", "you"). Each Institution is the data controller for its own staff's records: it decides what is recorded and why. SOLOVE is a data processor: we handle that data only to provide the Service, on the Institution's instructions.

2. What the Service holds

Depending on what your Institution records, the Service may hold:

• Identity and contact details: your name, title, gender, date of birth, marital status, state of origin and local government area, phone number, email and address.
• Employment details: staff number, IPPIS number, department, cadre, designation, salary structure, grade level and step, dates of appointment and confirmation, and employment status.
• Qualifications and documents: your qualifications and copies of certificates or other documents you or HR upload.
• Pension and next of kin: your pension fund administrator, RSA PIN, and your next of kin's name, relationship and phone number.
• HR records: leave requests and balances, training records, promotion and upgrade cases (including appraisal, exam and interview scores), and retirement cases.
• Account and security data: your role, sign-in times, IP addresses, and a record of changes made in the Service.

3. Sensitive information

Some records can reveal information about health, such as sick leave or maternity leave, or notes added to a leave request. The Nigeria Data Protection Act treats health information as sensitive personal data. The Service limits who can see it to the roles your Institution has authorised, and it is processed only for employment purposes your Institution is entitled to carry out, such as managing leave and meeting its obligations as an employer.

4. What we don't do

We do not sell, rent or share your personal data with advertisers. We do not use it to build marketing profiles, and we do not send you marketing. We do not use advertising, analytics or third-party tracking cookies, and the Service does not load content from third parties when you use it.

5. Who can see your data

Within your Institution, access depends on role: staff see their own records; heads of department see their own department; management and HR see the Institution's records as their roles require. Each Institution's data is kept separate from every other Institution's by the database itself.

At SOLOVE, our platform administrators cannot view staff records through the Service. Technical staff with server access only access data where necessary to keep the Service running, to fix a problem, or at your Institution's request.

Service providers: Contabo hosts the server the Service runs on, including uploaded documents. Contabo does not have application-level access to view staff records. We will update this list before adding any other provider, such as for document storage or email.

6. Where your data is held

The Service is hosted in France (European Union). This means your data is stored outside Nigeria. We do this under contractual data protection terms with our hosting provider, in a jurisdiction with comprehensive data protection law (the EU's General Data Protection Regulation), and in line with the cross-border transfer requirements of the Nigeria Data Protection Act. Your Institution is told where its data is hosted before it subscribes.

7. How long data is kept

Records are kept for as long as your Institution's subscription is active, so the history of your employment remains available. Records of staff who have retired or left are kept in line with your Institution's records retention policy and legal obligations. If an Institution ends its subscription or asks for deletion, data is returned or removed according to the agreement between SOLOVE and the Institution. The audit log, which records who changed what and when, is kept for security and accountability and cannot be altered. Backups are kept for a limited period and then overwritten.

8. Security

We apply technical safeguards including encrypted connections (HTTPS), passwords stored only in scrambled one-way form, limits on repeated sign-in attempts, access by role checked on every request, database-level separation between Institutions, an unalterable audit log, checks on uploaded files, and immediate sign-out when an account is switched off or its role changes. No system is perfectly secure, but we take reasonable, proportionate steps to protect your data.

9. If something goes wrong

If we become aware of a personal data breach affecting the Service, we will inform the affected Institution without undue delay and help it respond. As data controller, the Institution is responsible for notifying the Nigeria Data Protection Commission and affected individuals where the law requires, including within 72 hours where applicable.

10. Legal basis for processing

Under the Nigeria Data Protection Act 2023, your Institution (as controller) and SOLOVE (as processor) rely on one or more of these legal bases:

• Performance of a contract: managing your employment and HR processes under your terms of service.
• Legal obligation: your Institution's obligations around employment, pension and records.
• Legitimate interest: security measures such as sign-in limits and the audit log, balanced against your right to privacy.
• Employment obligations: for sensitive information such as health-related leave, processing that is necessary for your Institution to carry out its obligations as an employer.

11. Your rights

Under the Nigeria Data Protection Act, you may have the right to access the personal data held about you, have inaccurate or incomplete data corrected, restrict or object to certain processing, receive your data in a portable format where technically feasible, and withdraw consent where processing relies on consent.

Because your Institution is the data controller, requests to see, correct or delete your HR records should go to your Institution's HR department first. For questions about how SOLOVE processes data as a service provider, contact us below; we aim to respond within one month. Some requests may take longer or be declined where reasonably necessary, for example to verify your identity or where a legal obligation requires data to be kept, and we will explain why.

You also have the right to complain to the Nigeria Data Protection Commission.

12. Changes to this policy

We may update this Privacy Policy as the Service or the law changes. When the wording changes, the version number and date above change, and you will be asked to accept the new version the next time you sign in.

13. Contact

Questions about this Privacy Policy, or requests directed to SOLOVE as a processor, can be sent to wale.e@solove.com.ng. See also our Terms of Service.