Privacy Policy

HelloHRMS is committed to protecting personal information and being transparent about how customer and visitor data is collected, used, stored, and protected.

This privacy policy applies to our website, product interactions, demo requests, support communication, and related platform services used by HR teams and their employees.

We collect information you provide directly, such as contact details, company information, account details, support requests, and HR data submitted through authorized product workflows.

We also collect technical and operational data automatically, including browser details, device information, usage logs, page interactions, and security events needed to run and protect the service.

• Account and profile details such as name, work email, company, and user role
• Demo, sales, and support submissions you send through website forms or email
• Operational platform data including employee records, attendance, leave, payroll, and workflow activity entered by authorized users
• Device, browser, IP, and product usage signals used for analytics, reliability, and security monitoring

We use personal information to provide and improve HelloHRMS, manage accounts, support HR workflows, respond to inquiries, secure the platform, and meet legal or contractual obligations.

Where required, we may also use contact information to send service notices, onboarding updates, and product communications relevant to your relationship with HelloHRMS.

• Delivering product features and maintaining customer workspaces
• Authenticating users and managing access permissions
• Responding to support, billing, and implementation questions
• Monitoring service health, detecting abuse, and preventing fraud or unauthorized activity
• Improving product experience, reporting, and operational performance

We do not sell customer personal data. Information may be shared with trusted service providers and infrastructure partners that help us operate, secure, support, and improve the platform.

We may also disclose information when required by law, to enforce our rights, or in connection with a business transaction such as a merger, acquisition, or restructuring.

• Cloud hosting, communications, analytics, and customer support vendors acting on our instructions
• Professional advisers and auditors where appropriate and necessary
• Regulators, authorities, or courts where legally required

HelloHRMS uses technical and organizational safeguards designed to protect personal information against unauthorized access, misuse, disclosure, loss, or alteration.

Security controls are applied across application access, encrypted connections, internal permissions, operational monitoring, and incident response processes.

• Encrypted data transmission over HTTPS/TLS
• Role-based access controls and restricted administrative access
• Monitoring, logging, and security review processes
• Operational controls that support backup, recovery, and incident investigation

We retain information for as long as necessary to provide services, maintain legitimate business records, resolve disputes, enforce agreements, and comply with legal obligations.

Retention periods vary depending on the type of information, account status, customer instructions, and laws that apply to payroll, employment, finance, or security records.

Depending on your location and relationship with HelloHRMS, you may have rights to access, correct, export, restrict, or delete certain personal information.

Customers and authorized users can contact HelloHRMS to request assistance with privacy requests, account changes, communication preferences, or deletion-related questions.

• Request access to personal information associated with you
• Correct inaccurate or incomplete information
• Request deletion where applicable
• Manage optional communications and outreach preferences

Our website and product may reference third-party websites, integrations, or services that are not controlled by HelloHRMS.

When you move to a third-party service, its own privacy terms and data handling practices apply, so we encourage you to review those policies separately.

HelloHRMS is designed for business and workplace use and is not intended for children. We do not knowingly collect personal information directly from children through our services.

Where cross-border processing occurs, we take appropriate steps to protect information in line with applicable laws and our contractual commitments.