Privacy Policy

Welcome to AgileHRMS, a comprehensive Human Resource Management System from Apploye Inc. designed to streamline and enhance your organization's HR processes. Our software offers an array of features including employee attendance tracking, payroll management, recruitment and hiring, employee lifecycle management, and much more, all integrated into one user-friendly platform.

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Purpose of the Privacy Policy

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This Privacy Policy aims to inform you, our users, about how AgileHRMS (hereinafter referred to as “AgileHRMS”, “agilehrms.com”, “we”, “us”, and “our” in this Privacy Policy) collects, uses, stores, and safeguards your personal and sensitive information. We understand the importance of privacy, especially in the HR context where sensitive employee data is involved. This policy outlines our commitment to protecting the privacy of user data and ensuring compliance with applicable data protection laws and best practices. It is designed to help you understand our data handling practices and your rights in relation to your personal information.

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By using AgileHRMS, you agree to the collection, use, and sharing of your information as described in this policy. We encourage you to read this document carefully to understand our approach to privacy and how it affects you as a user of our software.

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Data Collection

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In order to provide the full range of functionalities offered by AgileHRMS, it is necessary for us to collect and process certain types of information. Below, we outline the nature of this data and the methods by which we collect it.

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Types of Information Collected

At AgileHRMS, we gather information that is essential for delivering and improving our services. This may include, but is not limited to:

Personal Details: This includes basic personal information such as name, address, email, contact numbers, date of birth, and identification numbers.

Employment Data: Information related to an employee’s professional role, such as job title, department, manager, employment contract details, work performance records, and salary information.

Biometric Data: If applicable, biometric data for authentication purposes, such as fingerprint scans used for attendance tracking systems.

Attendance and Timekeeping Records: Data concerning employee work hours, leave records, absence data, and timesheets.

Payroll and Financial Information: Bank account details, tax information, and other data necessary for payroll processing.

Health and Insurance Information: Where relevant and legally permissible, health data for administering employee health and insurance benefits.

Emergency Contact Information: Names and contact details of individuals to be contacted in case of an emergency.

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Methods of Data Collection

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Direct from Users: Most information is collected directly from employees through their interactions with the AgileHRMS platform, such as when they fill out their profiles or submit time-off requests.

Through Integration with Other Systems: AgileHRMS may also gather data from other integrated systems within your organization, such as payroll systems, attendance tracking devices, or other HR management tools.

Automated Collection Methods: Certain data, such as login times and user activities on the platform, are collected automatically for system operation and security purposes.

From Third Parties: Occasionally, we might receive information from third-party sources, such as background check services or benefits providers, always in compliance with applicable laws.

By using AgileHRMS, users consent to the collection of this data. We collect only the information necessary to provide our services effectively and ensure compliance with legal obligations.

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Data Usage

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The data collected by AgileHRMS is utilized in various ways to ensure the effective and efficient functioning of your HR operations. 

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Below are the primary purposes for which we use this data:

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Payroll Processing: Personal and financial information is used to accurately process payroll, including salary calculations, tax deductions, and benefit disbursements.

Attendance Tracking: Biometric and timekeeping data are essential for monitoring employee attendance, managing shifts, and calculating work hours.

Performance Management: Employment data, including job roles and performance records, are used to assess employee performance, facilitate appraisals, and manage promotions or professional development opportunities.

Employee Lifecycle Management: From onboarding to separation, personal and professional data are used to manage various stages of an employee's tenure within the organization.

Legal Compliance: Certain data are collected and processed to comply with legal obligations, such as tax laws, employment regulations, and health and safety requirements.

Improving Our Services: We analyze usage data to enhance the functionality and user experience of AgileHRMS, ensuring it meets the evolving needs of our clients.

Communication: Contact information is used to communicate with users for HR-related processes, updates to the software, and support services.

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Legal Bases for Processing the Data

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The processing of personal data by AgileHRMS is grounded in the following legal bases:

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Consent: In certain instances, we process data based on the explicit consent of the users. Users have the right to withdraw their consent at any time.

Contractual Necessity: Data processing is often necessary to fulfill the contractual obligations we have with our clients and their employees, such as providing payroll services.

Legal Obligations: Some data processing is required to comply with legal requirements to which we are subject, such as tax and labor laws.

Legitimate Interests: We may process data based on legitimate interests, such as in improving and securing our services, unless such interests are overridden by the rights and freedoms of the data subjects.

We are committed to processing all personal data in accordance with applicable data protection laws and principles, ensuring that data is processed lawfully, fairly, and transparently.

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Data Sharing and Disclosure

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AgileHRMS understands the sensitive nature of the personal and employment data it handles. Therefore, we are committed to ensuring the confidentiality and security of this data. Below are the circumstances under which we might share data and the measures we take to ensure its protection.

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Circumstances Under Which Data Might Be Shared

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With Third-Party Service Providers: We may share information with third-party service providers who perform services on our behalf, such as cloud hosting, data analysis, payment processing, and legal and accounting services. These providers are contractually obligated to safeguard the data and use it only for the purposes for which it is provided.

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For Legal Reasons: AgileHRMS may disclose information if required by law, such as in response to a court order, subpoena, or other legal process. Additionally, we may share data if we believe it is necessary to detect, prevent, or address fraud, security, or technical issues, or to protect against harm to the rights, property, or safety of our users, AgileHRMS, or the public as required or permitted by law.

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During Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or other similar event, user data may be part of the transferred assets.

With Consent: We may share data with other parties with the explicit consent of the user.

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Measures to Ensure Third-Party Compliance with Privacy Standards

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Vetting Process: We thoroughly vet all third-party service providers for their data protection policies and practices before engaging with them.

Data Processing Agreements: We enter into strict data processing agreements with third parties, which require them to adhere to similar standards of data protection as AgileHRMS and prohibit them from using the data for any purposes other than those explicitly agreed upon.

Regular Audits: We conduct regular audits of our third-party service providers to ensure ongoing compliance with our data protection standards.

Data Transfer Safeguards: When transferring data to third parties, especially across borders, we implement appropriate safeguards, such as Standard Contractual Clauses, to ensure the protection of the data.

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By sharing data only when necessary and under stringent conditions, AgileHRMS ensures that user data is protected and used in accordance with our privacy commitments and applicable laws.

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Data Storage and Security

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At AgileHRMS, we recognize the critical importance of securely storing and protecting the data entrusted to us. Below, we outline our data storage methods and the robust security measures we have implemented.

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Data Storage Methods and Duration

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Storage Methods: AgileHRMS stores user data on secure cloud-based servers. These servers are equipped with state-of-the-art infrastructure to ensure data integrity and availability.

Data Retention: Data is retained for as long as it is necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. The duration of data storage varies depending on the type of data and the purpose for which it is processed. Once the need for data retention ceases, data is securely deleted or anonymized.

Backups: Regular backups are performed to prevent data loss and ensure data recovery in case of a system failure. These backups are encrypted and stored securely.

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Security Measures to Protect Data

AgileHRMS makes reasonable efforts to safeguard your personal information and to help protect against unauthorized access and disclosure. These measures include, but are not limited to:

Encryption: Data is encrypted both in transit and at rest. This means that any data sent to or from our servers, as well as data stored on our servers, is protected against unauthorized access.

Access Control: We implement strict access controls to ensure that only authorized personnel have access to user data. Employees with access to sensitive data are trained in data protection and confidentiality.

Compliance with Standards: AgileHRMS adheres to industry-standard data protection regulations and standards, ensuring a high level of security compliance.

Incident Response Plan: We have a robust incident response plan in place to quickly address any data breaches or security incidents. This plan includes notifying affected users and relevant authorities as required by law.

Through these measures, AgileHRMS is committed to maintaining the highest standards of data security and privacy, ensuring that all user data is protected against unauthorized access, disclosure, alteration, and destruction.

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User Rights and Access

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AgileHRMS recognizes and respects the rights of our users regarding their personal data. We are committed to ensuring that users can exercise their rights effectively. Below is an overview of these rights and the process for exercising them.

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Users' Rights Concerning Their Data

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Right to Access: Users have the right to request access to the personal data that AgileHRMS holds about them.

Right to Correction: If a user finds that the information we hold is inaccurate or incomplete, they have the right to request that we correct it.

Right to Deletion: Users can request the deletion of their personal data when it is no longer necessary for the purposes for which it was collected, or if they withdraw their consent (where consent is the basis of processing).

Right to Restrict Processing: Users have the right to request that we restrict the processing of their data under certain circumstances.

Right to Data Portability: Users have the right to receive their data in a structured, commonly used, and machine-readable format, and to request that we transfer this data to another data controller.

Right to Object: Users have the right to object to the processing of their personal data, under certain conditions.

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Process for Users to Exercise These Rights

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Submitting Requests: Users can exercise their rights by submitting a request through our designated contact channel (e.g., email address, online form, customer support).

Identity Verification: To protect user data from unauthorized access, we may require users to verify their identity before processing their request.

Response Time: AgileHRMS is committed to responding to all legitimate requests within a reasonable timeframe, typically within one month of receiving the request.

No Fees Usually Required: We generally do not charge a fee to process these requests, unless a request is unfounded, repetitive, or excessive, in which case we may charge a reasonable fee or refuse to comply with the request.

Notification of Changes: If a request results in changes to the user’s data, we will notify relevant parties, such as third-party service providers, where applicable.

By providing these rights and a straightforward process to exercise them, AgileHRMS ensures that users maintain control over their personal data and can manage their privacy effectively.

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International Data Transfers

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AgileHRMS operates on a global scale, which may involve transferring personal data across national borders. Our policy on international data transfers ensures that such data is protected with the utmost care, in accordance with applicable data protection laws.

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Cookies and Tracking Technologies

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AgileHRMS employs cookies and similar tracking technologies to enhance user experience, analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole. Here is how we implement and manage these technologies.

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Use of Cookies or Similar Technologies

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Types of Cookies Used: We use various types of cookies, including essential cookies for website functionality, performance cookies to analyze how users interact with our website, and functional cookies to remember user preferences.

Purpose of Cookies: Cookies are used to personalize the user experience, enable certain website functions, improve site reliability and security, and provide insights into user behavior to enhance our services.

Third-Party Cookies: Some cookies may be placed by third-party services that appear on our pages. These are used for purposes such as tracking the effectiveness of advertising or providing custom content.

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Options for Users to Control These Technologies

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Consent and Preferences: Users are presented with an option to consent to the use of cookies when they first visit the AgileHRMS website. Users can customize their cookie preferences at any time.

Browser Settings: Users can choose to set their web browser to refuse cookies or to alert them when cookies are being sent. However, if they do so, some parts of the site may not function properly.

Opt-Out Tools: For third-party cookies, users can often use third-party tools or browser extensions to block these cookies.

Clearing Cookies: Users can clear cookies stored on their devices at any time through their browser settings. This will remove all cookies, including those that are essential for some functionalities of the website.

By offering clear options and controls regarding cookies and tracking technologies, AgileHRMS ensures that users can make informed choices about their data privacy and how their information is used.

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Policy Updates

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AgileHRMS is committed to continually enhancing our services and maintaining compliance with evolving data protection laws and best practices. As such, our Privacy Policy may be updated periodically. Below are the provisions for updating our privacy policy and the methods we use to communicate these changes to our users.

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Provisions for Updating the Privacy Policy

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Regular Review: We regularly review our Privacy Policy to ensure that it accurately reflects our current data practices and adheres to applicable data protection laws and regulations.

Changes in Laws or Business Practices: Updates to the policy may be prompted by changes in legal requirements, technological advancements, new business practices, or feedback from users and stakeholders.

Internal Approval: Any proposed changes to the policy undergo a thorough internal review process to ensure that they align with our commitment to data protection and user privacy.

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Method of Communicating Changes to Users

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Notification of Changes: When significant changes are made to the Privacy Policy, we will notify users through various channels. This may include email notifications, alerts on our website, or messages within the AgileHRMS platform.

Accessibility of Updated Policy: The most current version of our Privacy Policy will always be available on our website. Users are encouraged to review the policy periodically to stay informed about how we protect their personal information.

Explanation of Changes: In our communications, we will provide a clear explanation of any significant changes made to the policy and how these changes might affect users.

Effective Date: The date from which the updated policy becomes effective will be clearly stated in the notification, allowing users sufficient time to understand and adapt to the changes.

Through these measures, AgileHRMS ensures that users are well-informed of any changes to our Privacy Policy, maintaining transparency and trust in how we handle user data.

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Contact Information

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For any questions, concerns, or complaints regarding your data privacy and our handling of personal information, AgileHRMS provides fast support to address your needs. If you have any questions regarding this privacy policy or our privacy practices, please contact at support@agilehrms.com.