Privacy Policy

This Privacy Policy for Individuals in the UK is an adaptation of the general Privacy Policy to ensure compliance with UK Data Protection and Privacy laws post-Brexit.

This Privacy Policy statement is made by PerfexaHR ("PerfexaHR", "we", "us" or "our").

Last updated on: 13th August 2024.

PerfexaHR's Privacy Commitment

At PerfexaHR, we have always prioritized the privacy of our customers and users. We only collect the minimum amount of information necessary, gathering what we believe is essential for our business or the specific transaction at hand. We ensure that customers know the information we hold and allow them to opt out of specific engagements. Importantly, we do not generate revenue from advertising, ensuring there are no conflicts of interest regarding customer information.

The goal of this policy is to clearly explain the information we gather, how we will use it, and how we will not. We aim to keep the language simple and direct while covering all relevant aspects.

Scope of this Privacy Policy

This Privacy Policy applies to all PerfexaHR websites that link to it. It also applies to the products and services provided by PerfexaHR through these websites, our mobile applications, and applications posted by PerfexaHR on our online marketplace and other third-party online marketplaces. This Privacy Policy does not apply to any of our websites, products, or services that have a separate privacy policy.

This Privacy Policy is divided into three parts:

  • Part I – Information PerfexaHR collects and controls
  • Part II – Information that PerfexaHR processes on your behalf
  • Part III – General

Part I – Information PerfexaHR Collects and Controls

What Information PerfexaHR Collects

We collect information about you only if we need it for a legitimate purpose. PerfexaHR will have information about you only if (a) you have provided the information yourself, (b) PerfexaHR has automatically collected the information, or (c) PerfexaHR has obtained the information from a third party. Below are scenarios under each category and the information collected in each.

Information You Provide Us
  • Account Signup: When you sign up for an account to access our services, we ask for information such as your name, contact number, email address, company name, and country. You will also choose a unique username and password. You may provide additional information like your photo, time zone, and language, but these are optional.
  • Event Registrations and Other Form Submissions: We record information you submit when registering for events, subscribing to newsletters, downloading products or materials, participating in contests, responding to surveys, or requesting customer support.
  • Payment Processing: When you purchase something from us, we ask for your name, contact information, and payment details. We store the name, address, expiry date, and last four digits of your credit card number. We do not store the full credit card number.
  • Testimonials: If you authorize us to post testimonials, we may include your name and other personal information. You can review and approve the testimonial before it is posted.
  • Interactions with PerfexaHR: We may record and analyze your interactions with us, such as emails, phone calls, and chats, to improve our interactions with you.
Information That We Collect Automatically
  • Information from Browsers, Devices, and Servers: We collect information that web browsers, mobile devices, and servers make available, such as IP address, browser type, language preference, time zone, referring URL, date and time of access, operating system, and mobile network information.
  • Information from Cookies and Tracking Technologies: We use cookies and similar technologies to identify users, track website navigation, gather demographic information, and enhance user experience. We do not use third-party cookies for non-essential tracking.
  • Information from Application Logs and Mobile Analytics: We collect information about your use of our products, services, and mobile applications, including clicks, scrolls, features accessed, and other usage data.
Information That We Collect from Third Parties
  • Signups Using Federated Authentication Service Providers: You can log in to PerfexaHR using supported federated authentication service providers like LinkedIn, Microsoft, and Google.
  • Referrals: If someone refers our products or services to you, we may have received your name, email address, and other personal information.
  • Information from Our Reselling Partners and Service Providers: We may receive information about you from our reselling partners, event organizers, and other third-party service providers.
  • Information from Social Media Sites and Other Publicly Available Sources: We may collect publicly available information from social media sites, review sites, and other sources to improve our products and better understand user feedback.
Purposes for Using Information

We may use your information for purposes including:

  • Communicating with you about products and services you’ve signed up for, and sending important notices
  • Informing you about new products, services, events, offers, and promotions
  • Requesting your participation in surveys or feedback sessions
  • Setting up and maintaining your account and providing our services
  • Understanding how users interact with our products and services, and improving them
  • Providing customer support
  • Detecting and preventing fraud or illegal activities
  • Updating and analyzing our records and identifying new customers
  • Monitoring and improving marketing campaigns
  • Analyzing trends and administering our websites
Legal Bases for Collecting and Using Information

Our legal basis for information collection and use depends on the personal information concerned and the context in which we collect it. These bases include contractual necessity, legitimate interests, consent, and legal obligations.

Your Choice in Information Use
  • Opt Out of Non-Essential Communications: You may opt out of receiving non-essential communications by using the ‘unsubscribe’ function in such messages.
  • Disable Cookies: You can disable cookies before visiting our websites, though this may affect the functionality of certain features.
  • Optional Information: You can choose not to provide optional information or delete/change it later.
Who We Share Your Information With

PerfexaHR does not sell personal information. We share your information only as described in this Privacy Policy and with parties who adopt appropriate confidentiality and security measures.

  • Employees and Independent Contractors: Relevant PerfexaHR employees and contractors have access to your information on a need-to-know basis.
  • Third-Party Service Providers: We may share your information with third-party service providers for purposes such as marketing, event organization, web analytics, and payment processing.
  • Domain Registrars: When registering a domain, we share your name and contact information with domain registrars as required.
  • Reselling Partners: We may share your information with authorized reselling partners for contacting you about products or services.
  • Marketplace Application Developers: If you install or purchase an application from our marketplace, your name and email address may be shared with the developer.
  • Other Cases: Additional scenarios for sharing information are described in Part III.

Part II – Information That PerfexaHR Processes on Your Behalf

Information Entrusted to PerfexaHR and Purpose

You may entrust information to PerfexaHR when using our services or requesting technical support. This includes data regarding your customers and employees, or data you hold on behalf of another person. This information is stored on our servers or transferred to us as part of support requests.

Ownership and Control of Your Service Data

We recognize that you own your service data and provide you with complete control over it.

How We Use Service Data

We process your service data according to your instructions provided through our services.

Push Notifications

We may send push notifications if you have enabled them in our desktop and mobile applications.

Who We Share Service Data With
  • PerfexaHR Group and Third-Party Sub-Contractors: To provide services and support, we may share service data within the PerfexaHR group or with third parties.
  • Employees and Independent Contractors: Access to service data is restricted to specific PerfexaHR employees and contractors as needed for support or service provision.
  • Collaborators and Other Users: Some services allow you to collaborate with others, enabling them to view your profile information.
  • Third-Party Integrations: If you enable third-party integrations, you may allow access to your service data and personal information.
  • Other Cases: Additional scenarios for sharing information are described in Part III.
Retention of Information

We retain your service data as long as you use PerfexaHR Services. After account termination, data will be deleted from active databases and backups according to our retention policies.

Data Subject Requests

If you are in the UK and believe we store or process your information on behalf of a customer, please contact that customer. We will support our customer in responding to your request within a reasonable timeframe.

Part III – General

Children's Personal Information

Our products and services are not directed at individuals under 16. PerfexaHR does not knowingly collect personal information from children under 16. If we become aware of such collection, we will delete the information.

How Secure is Your Information

PerfexaHR takes data security seriously. We have implemented appropriate safeguards to prevent unauthorized access, use, modification, disclosure, or destruction of your information. For any security concerns, please contact us at security@perfexahr.com.

Data Protection Officer

PerfexaHR has appointed a Data Protection Officer to oversee our management of your personal information in accordance with this Privacy Policy. You can reach our Data Protection Officer at dpo@perfexahr.com.

Locations and International Transfers

PerfexaHR may transfer your personal information within our group and with third parties engaged by us. These transfers are subject to appropriate data protection agreements as required by UK laws.

Data Processing Addendum

To assist with your data protection obligations, we are prepared to sign a Data Processing Addendum (DPA). You can request a DPA by contacting us.

Automation and Artificial Intelligence

We use technologies such as artificial intelligence and machine learning in limited ways, respecting your privacy and confidentiality expectations.

Do Not Track (DNT) Requests

PerfexaHR does not respond to DNT signals at this time, as there is no industry standard governing DNT responses.

External Links on Our Websites

Some pages of our websites may contain links to third-party websites. We recommend reviewing their privacy policies before sharing personal information.

Blogs and Forums

PerfexaHR offers publicly accessible blogs and forums. Any information you provide may be used to contact you with unsolicited messages. We urge caution in disclosing personal information publicly.

Social Media Widgets

Our websites include social media widgets like Facebook and Twitter buttons. These widgets may collect information such as your IP address and the pages you visit.

Disclosures in Compliance with Legal Obligations

We may be required by law to disclose your personal information and service data to comply with legal obligations or governmental requests.

Enforcement of Our Rights

PerfexaHR may disclose personal information and service data if necessary to prevent fraud, enforce our agreements, or protect user safety.

Business Transfers

In the event of a business sale or merger, we will ensure that the acquiring entity honors our privacy commitments.

Compliance with This Privacy Policy

We make every effort to ensure that your personal information is used in conformity with this Privacy Policy. If you have concerns, please contact us at privacy@perfexahr.com.

Notification of Changes

We may modify this Privacy Policy at any time, notifying you through a service announcement or email. Significant changes will be communicated with at least 30 days' notice. Continued use of our services after the effective date constitutes your agreement to the updated Privacy Policy.

For any concerns about your privacy, please contact us at privacy@perfexahr.com.