Adapt HR | Privacy Policy

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Adapt HR Privacy Policy

Summary

At Adapt HR, we prioritize the protection of your information and ensuring you have full control over it. Below is a summary of the key points from our Privacy Policy, but we recommend reading the full policy for a complete understanding.

Only authorized personnel within your organization can access your information, and we limit access on our end.
If you wish to access, amend, or delete any information, please contact us at hello@adapthr.io.

IF YOU DO NOT ACCEPT AND AGREE WITH OUR PRIVACY POLICY, YOU MUST NOT ACCESS OR USE ADAPT HR OR THE SERVICE.

Adapt HR Limited. ("Adapt HR", "We", "Us", and "Our") is fully committed to protecting your and your Users’ privacy at all times. This policy informs you of how we use any Personal Data (as defined below) you provide or we collect. Please read this information carefully to understand how we treat such Personal Data.

Please read this policy alongside the End User Licence Agreement for Adapt HR (the “EULA”). By accessing or using Adapt HR, you agree to this privacy policy and consent to our collection, storage, use, and disclosure of your Personal Data to make Adapt HR and/or the Service available to you, in accordance with this policy. Any capitalized terms not defined in this policy shall have the same meanings given to them in the EULA.

We will collect, store, use, and disclose Personal Data in compliance with all applicable laws, including the UK's implementation of: EU Data Protection Directive 95/46/EC, the EU General Data Protection Regulation 2016/679, and the EU ePrivacy Directive 2002/58/EC as amended (collectively, “Data Protection Laws”).

For the purposes of Data Protection Laws, in relation to any Personal Data you or your Users submit to our platform, you will be the data controller, and we will be a data processor of such Personal Data.

PERSONAL DATA WE MAY OBTAIN FROM YOU

“Personal Data” refers to any information relating to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, an online identifier, or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that person.

We may obtain and use the following Personal Data about you and anyone you choose to add to our platform:

Client Data: This may contain Personal Data (and potentially Sensitive Personal Data) of Users and third parties. “Sensitive Personal Data” includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, data concerning health, sex life or sexual orientation, and data concerning criminal offenses.
Correspondence: Any communication between you and your Users and us.
Data Provided via Forms: Information you or your Users provide when filling out forms on our Website, including when registering to use the Service.
Service-Related Data: Information you or your Users provide in respect of services procured from Adapt HR, including employee data such as dates of birth, residential addresses, names, email addresses, telephone numbers, National Insurance numbers, bank details, passport details, payroll numbers, salary and pension details, a record of sick days, and certain medical information.
Survey Responses: Responses to optional research surveys.
Website Visit Details: Data about visits to our Website, including location and traffic data, weblogs, resources accessed, and other communication data.

You represent and warrant that you have the right to transfer such Personal Data (including Sensitive Personal Data) to us for the purpose of receiving the Service. You are responsible for obtaining all necessary consents, authorizations, and permissions from Users and third parties before providing us with their Personal Data.

You agree to indemnify us in accordance with Clause 14 of the EULA for any claims by Users arising from unauthorized access, accidental loss, damage, corruption, or disclosure of Client Data.

COOKIES AND IP ADDRESSES

We may collect information about your and your Users’ computer, including IP address, browser type, and operating system, for system administration purposes.

We also use cookies to gather information regarding browsing activity and interests. Cookies are stored on your or your Users’ computer hard drives and help us improve the user experience on our Website and Service by:

Storing preferences to customize the Website to individual interests.
Estimating audience size and usage patterns.
Recording transaction details.
Identifying you or your Users upon return to our Website.
Increasing the speed of searches.

We use the following types of cookies:

Strictly necessary cookies: Required for the operation of our Website and Service.
Analytical/performance cookies: Allow us to see how visitors move around our Website and Service, helping us improve functionality.
Functionality cookies: Used to recognize you and your Users when you return to our Website, allowing for content personalization.
Targeting cookies: Record visits to our Website, pages visited, and links followed to make the Website and advertising more relevant to your interests.

You can adjust your browser settings to refuse cookies, though this may limit access to certain areas of our Website or Service.

WHERE WE STORE PERSONAL DATA

The Personal Data we obtain from you and your Users (including, without limitation, Client Data) may be moved to and stored at a destination outside the UK. Our staff operating outside the UK who work for or on behalf of us may process this information, such as in payment processing, support services, and service delivery.

Where such transfers of data occur, we will take steps to prevent the transfer of Personal Data without adequate safeguards and ensure it receives the same protection as within the UK. For further information on the safeguards we adopt, please email hello@adapthr.io.

We store the Personal Data you and your Users provide on our secure servers. It is your responsibility to maintain the confidentiality of any password granted for accessing specific areas of our Website or Service.

While we strive to protect your and your Users’ data during transmission, we cannot guarantee its security, as data transmission over the Internet is not completely secure. However, we enforce strict security procedures upon receipt of your data to prevent unauthorized access.

HOW WE PROTECT YOUR PERSONAL DATA

We take reasonable steps to maintain appropriate technical and organizational measures to protect the Personal Data you provide against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access.

HOW WE USE YOUR PERSONAL DATA

The Personal Data we hold about you and your Users may be used in the following ways:

To provide you and your Users with the Service, including account administration and management.
To allow you to upload, store, and access Client Data.
To provide user support.
To moderate your account.
For research and analytics purposes, such as improving the Service quality.
To ensure security for you, Users, our staff, and other Service users.
To comply with applicable laws, court orders, and government and law enforcement requests.
To send you information about our services, provided you have given consent.
To fulfill our contractual obligations to you.
To notify you about changes to the Service.

We will never supply your or your Users’ Personal Data to third parties unless under the conditions stated in this policy. We may aggregate and anonymize your Personal Data and share such data with third parties for statistical purposes, data analytics, product development, and/or Service improvement.

DISCLOSURE OF YOUR INFORMATION

We may disclose your and your Users’ Personal Data in the following events:

We sell or purchase any business or assets, in which case we may disclose your Personal Data to prospective buyers or sellers.
If our assets are sold to a third party, your Personal Data may be transferred as part of the assets.
If required to disclose your or your Users’ Personal Data to fulfill any legal obligation, enforce our EULA, or protect the property, rights, or safety of Adapt HR, users of our services, or others.

We may also disclose Personal Data to:

Our service providers involved in the provision and support of the Service.
Fraud prevention agencies.
Law enforcement agencies, regulators, courts, and public authorities.
Emergency services.

Our service providers must follow our express instructions when processing Personal Data and have appropriate technical and organizational security measures in place. We do not allow them to use this information for their own commercial purposes.

YOUR RIGHTS

You retain the right to request us to refrain from processing your data for marketing purposes. You can exercise this right by contacting us via email at hello@adapthr.io.

You have the right to access, amend, delete, or object to the processing of any Personal Data we hold about you, or to exercise your right to data portability, in accordance with Data Protection Laws. You can exercise this right by emailing hello@adapthr.io. You may also lodge a complaint with the relevant data protection regulator should you be dissatisfied with how we handle your Personal Data.

HOW LONG WE KEEP PERSONAL DATA

We will retain your and your Users’ Personal Data for the duration of the Service and in accordance with your instructions or as required by law.

CHANGES TO OUR PRIVACY POLICY

If we make changes to this policy, we will update this page to reflect those changes. We recommend you review this page periodically to stay informed of any updates.