2. Information We Collect

We collect different types of information based on the role you hold within the system (e.g., employee, manager, or administrator) to facilitate HR functions.

A. Information You Provide Directly

• Personal & Contact Data: Your name, email address, phone number, physical address, date of birth, emergency contacts, and profile picture (if provided).
• Employment Data: Job title, department, salary, pay grade, benefits information, performance evaluations, disciplinary records, tax identification details (e.g., SSN, TIN), and bank account details for payroll.
• Credentials: Usernames and passwords used to access the HRM Baby system.
• Communications: Records of communications with our customer support or legal teams.

B. Information Collected Automatically (Usage Data)

• Log and Device Data: Information your browser sends whenever you visit our service, such as your IP address, browser type, device information, and geolocation data (if used for time-tracking).
• System Activity Data: Time-stamped data on tasks performed, modules accessed (e.g., time off requests, training completions, clock-in/out records), and system interactions.

3. How We Use Your Information and Legal Basis

We use the information we collect for the following purposes, primarily to fulfill our contract with your employer and comply with legal requirements:

• Service Provision (Contractual Necessity): To operate the HRM Baby platform, manage accounts, process payroll, track time and attendance, manage employment records, and facilitate internal communication and team management features.
• Improvement and Personalization (Legitimate Interest): To understand how the system is used by employees and administrators, allowing us to debug, improve platform stability, and offer personalized user experiences.
• Security and Compliance (Legal Obligation): To detect and prevent fraud, ensure the security and integrity of our systems, and comply with labor laws, tax regulations, and other legal obligations.
• Communication (Consent or Legitimate Interest): To communicate with you regarding system maintenance, service updates, technical support, and, where appropriate, for user experience surveys.

4. Sharing Your Information

We only share your personal information in the specific circumstances detailed below, recognizing that the primary use of the system is to facilitate data sharing with your employer:

A. With Your Employer and Company Administrators

Your personal and employment data is shared directly with the administrators and managers of the organization that provides you access to HRM Baby. They control access to and usage of your data within the system according to their internal HR policies.

B. With Service Providers

We engage trusted third-party service providers (sub-processors) to perform essential functions on our behalf, such as:

• Cloud hosting and data storage.
• Payroll integration and tax filing services.
• Software development and system maintenance.
• Analytics and monitoring services.

C. Legal and Corporate Obligations

• To comply with any legal obligations, such as responding to valid subpoenas or governmental requests, including those related to employment and tax law.
• To protect the rights, property, or safety of HRM Baby, our users, or the public.
• In connection with a merger, acquisition, or sale of all or a portion of our assets.

5. Data Security

We implement appropriate **technical and organizational measures** to protect your personal data against unauthorized access, disclosure, alteration, or destruction. These measures include data encryption, access control, and regular security audits. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

6. Cookies and Tracking Technologies

HRM Baby uses cookies and similar tracking technologies (like web beacons and pixels) to track activity on our service and maintain user sessions.

• Essential Cookies: Necessary to provide you with services available through our website (e.g., maintaining your secure login session and system preferences).
• Analytics Cookies: Used to analyze how the system is used by employees and administrators to measure performance and identify areas for improvement.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept essential cookies, you may not be able to use the HRM Baby service.

7. International Data Transfers

HRM Baby is based in the United States, and your data will be processed and stored there. If you are accessing our service from outside the U.S., your information may be transferred to, stored, and processed in the U.S. where our servers are located. We rely on legally provided mechanisms such as **Standard Contractual Clauses (SCCs)** or other approved mechanisms to ensure your data receives adequate protection when transferred outside of the EEA or UK.

8. Your Data Protection Rights

Depending on your jurisdiction (such as GDPR or CCPA), you may have the following rights regarding your personal information. Please note that in many cases involving an HR system, your **employer** is the Data Controller, and HRM Baby is the Data Processor. Therefore, you may need to direct your request to your employer first.

• Right of Access: Request copies of your personal data we hold.
• Right to Rectification: Request correction of inaccurate or incomplete information.
• Right to Erasure ('Right to be Forgotten'): Request deletion of your personal data under certain conditions.
• Right to Restrict Processing: Request that we limit the way we use your personal data.
• Right to Data Portability: Request a copy of your personal data in a structured, commonly used format.
• Right to Object: Object to our processing of your personal data, particularly for direct marketing.

To exercise any of these rights, please contact us or your employer using the details below.

9. Children’s Privacy

Our service is an enterprise-level HR management tool and is not intended for use by anyone under the age of 16. We do not knowingly collect personally identifiable information from children under 16. If we become aware that we have collected personal data from a child under 16, we will take steps to remove that information from our servers.

10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the **"Effective date"** at the top of this Policy. We will also notify you via email and/or a prominent notice on our service, prior to the change becoming effective.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us: