Privacy Policy

1. Information We Collect

1.1 Information You Provide Directly

1.2 Information We Collect Automatically

When you use HRSide, we automatically collect certain information about your device and usage patterns:

• Usage Data: Pages visited, features used, time spent on platform, click patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Location Data: General location based on IP address (not precise geolocation)
• Cookies and Tracking: Session cookies, preference cookies, analytics cookies

1.3 Information from Third Parties

We may receive information about you from:

• Single sign-on providers (Google, Microsoft, etc.)
• Payroll and benefits providers you integrate with
• Background check services (with your consent)
• Public professional networks (LinkedIn, etc.)

2. How We Use Your Information

2.1 Primary Business Purposes

We use your information to provide and improve our HR management services:

• Service Delivery: Process payroll, manage leave requests, track performance
• Account Management: Maintain your account, provide customer support
• Communication: Send important updates, notifications, and responses
• Analytics: Understand platform usage and improve our services

2.2 Legal Bases for Processing (GDPR)

2.3 We Do NOT Use Your Information For

3. Information Sharing and Disclosure

3.1 When We Share Information

We only share your information in limited circumstances:

With Your Consent

We’ll share information when you explicitly authorize us to do so, such as integrating with third-party payroll providers.

Service Providers

We work with trusted service providers who help us operate our platform:

• Cloud hosting providers (AWS, Google Cloud)
• Payment processors for subscription billing
• Email service providers for notifications
• Analytics providers for platform improvement

Legal Requirements

We may disclose information if required by law or to:

• Comply with legal processes or government requests
• Protect our rights, property, or safety
• Investigate potential violations of our terms
• Respond to claims of illegal activity

Business Transfers

If HRSide is acquired or merged, your information may be transferred as part of that transaction. We’ll notify you before any such transfer.

3.2 What We Don’t Share

• Individual employee data with other companies
• Personal information for marketing purposes
• Sensitive data without proper legal basis
• Information with data brokers or advertisers

4. Data Security

4.1 Technical Safeguards

We implement industry-standard security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based permissions and multi-factor authentication
• Network Security: Firewalls, intrusion detection, and regular security monitoring
• Secure Infrastructure: SOC 2 Type II compliant data centers

4.2 Organizational Safeguards

• Background checks for employees with data access
• Regular security training and awareness programs
• Incident response procedures and breach notification protocols
• Regular security audits and penetration testing

4.3 Your Role in Security

5. Data Retention

5.1 How Long We Keep Your Data

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Active Accounts: Data retained while your account is active
• Closed Accounts: Most data deleted within 90 days of account closure
• Legal Retention: Some records kept longer for compliance (tax records, employment history)
• Backup Data: May persist in backups for up to 12 months

5.2 Data Deletion

You can request deletion of your personal data at any time, subject to legal retention requirements. We’ll process deletion requests within 30 days.

6. Your Rights and Choices

6.1 How to Exercise Your Rights

To exercise any of these rights:

1. Log into your HRSide account and visit Privacy Settings
2. Email us at [email protected]
3. Contact our support team through the platform
4. Write to us at our physical address (see contact section)

We’ll respond to your request within 30 days (or as required by applicable law).

7. International Data Transfers

7.1 Global Operations

HRSide operates globally, which means your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place:

• Adequacy Decisions: Transfers to countries with adequate data protection laws
• Standard Contractual Clauses: EU-approved contracts for international transfers
• Certification Programs: Partners certified under Privacy Shield or similar frameworks
• Binding Corporate Rules: Internal policies governing international data transfers

7.2 Data Processing Locations

Your data may be processed in:

• United States (primary data centers)
• European Union (EU customers)
• Canada (backup and disaster recovery)
• Other locations as needed for service delivery

8. Children’s Privacy

9. Changes to This Privacy Policy

9.1 Policy Updates

We may update this Privacy Policy from time to time to reflect:

• Changes in our services or business practices
• New legal requirements or regulations
• Improvements in data protection measures
• User feedback and suggestions

9.2 Notification of Changes

When we make material changes to this policy, we will:

• Update the “Last Updated” date at the top
• Send you an email notification
• Display a prominent notice on our platform
• For significant changes, request your consent

10. Contact Us

10.1 Response Times

We aim to respond to all privacy-related inquiries within:

• General Questions: 2-3 business days
• Data Subject Requests: 30 days (or as required by law)
• Security Incidents: Immediate acknowledgment, full response within 72 hours
• Complaints: 5 business days for initial response