Legal & Privacy Center

1. Information We Collect

We collect information provided directly by users and information gathered automatically through the use of our services.

• Employee Profiles & Core HR: Personal identifiers such as name, age, email, home address, phone number, and document history.
• Payroll & Financial Data: Information required to process salaries, deductions, and payslips, including bank account details, PayPal or Crypto addresses, and statutory compliance data such as Tax, PF, and EOBI.
• Performance Management: Data related to KPIs, goals, periodic performance reviews, 360-degree feedback, and professional achievements.
• Attendance & Leave: Tracking of check-ins (biometric, web, app, or GPS), timesheets, work hours, and leave balances (annual, sick, casual).
• Asset Management: Records of assigned hardware such as laptops and monitors.
• Employee Relations: Documentation of workplace grievances, disciplinary cases, and resolution tracking.
• Integrated Service Data: Minimum data required for third-party integrations, such as Google Calendar synchronization for event scheduling.

2. How We Use Your Information

HR360Hub uses the collected data to provide a comprehensive HR experience, including:

• Service Provision: Running HR operations, compensation, and culture modules.
• Payroll Processing: Calculating attendance, leaves, and deductions to generate payroll and payslips.
• Compliance: Ensuring legal compliance with local labor laws, particularly for international clients and Employer of Record (EOR) services.
• Communication: Responding to inquiries, processing requests, and sending system-generated login credentials or notifications.

3. Workplace Monitoring & Productivity Data Collection

To provide our workforce management, attendance tracking, and productivity optimization services, the HR360Hub Platform provides employers (our "Clients") with optional, customizable monitoring modules. Depending on the configurations enabled by your employer's workspace administrator, HR360Hub may collect and process the following categories of data during active work sessions:

• Screenshot Capture: When enabled by your workspace administrator, the platform may capture periodic, random images of your device's screen during tracked work hours. Screen captures are utilized solely to provide proof of work and visual verification of task progression. To protect sensitive personal data, administrators may configure screen masking, and employees can pause time tracking to prevent captures during non-work activities.
• Auto System Inventory & Process Tracking: During active tracking sessions, the platform scans system-level device information, including operating system, browser type, and local timezone settings. It also logs active background processes, executable application names, and window title bar details to categorize productive versus non-productive time. This scan is inactive when the tracking application is paused or turned off.
• Geo-Location Tracking (Check-In/Check-Out): To verify attendance and streamline localized office check-ins and check-outs, our mobile applications may collect geolocation data (GPS coordinates). Location data is collected only with your explicit, device-level permission and is recorded strictly at the precise moments of checking in or checking out. We do not engage in continuous background location tracking.
• Network Identifiers (Public & Private IP): We collect your device's Public IP address (used to access the internet) and Private IP address (within the local network). This technical metadata is processed to confirm secure network sessions, distinguish between remote and on-premise attendance, and protect accounts from unauthorized access.
• Camera Photo Capture (Optional Workspace Verification): Where explicitly permitted by local jurisdiction and configured by the workspace administrator, the platform may request permission to access your device's camera to capture periodic verification photos of the employee at work. This feature is disabled by default. It will not operate unless the employee grants explicit, written, and device-level permission. A software notification or indicator will always be displayed when a photo is captured. Camera capture is strictly used for identity verification and attendance fraud prevention, and must never be utilized for any other purpose. It must never be used for continuous live-video monitoring, behavioral analysis, biometric profiling, or any surveillance purpose beyond what has been disclosed and consented to. Consent and Documentation: Consent must be obtained independently of any general terms of service acceptance and must be documented and stored by the Client for compliance audit purposes. Employees retain the right to withdraw consent at any time without penalty or adverse employment consequences. Employee Rights: Employees shall have the right to object to, restrict, or request an explanation of any monitoring activity. The Client must establish and maintain a clear and accessible grievance process through which employees can raise concerns about monitoring practices without fear of retaliation. HR360Hub will, upon reasonable request, provide the Client with audit logs to assist in investigating legitimate employee grievances. Cross-Border Data Transfers: Where monitoring data is transferred across national boundaries, the Client is responsible for ensuring that such transfers comply with all applicable cross-border data transfer regulations, including but not limited to Standard Contractual Clauses (SCCs) under GDPR, adequacy decisions, or equivalent frameworks in the relevant jurisdiction.

4. Data Security and Storage

We implement physical and electronic security measures to prevent unauthorized access or disclosure.

• Secure Infrastructure: Data is stored in AWS, a high-security data center adhering to stringent security protocols.
• Role-Based Access: Access to personal information is restricted to authorized personnel and data processors based on defined roles (Organization, Territory, or Reporting-line levels).
• Confidentiality: All employees and service providers are required to treat your data as confidential.

5. Data Sharing and Third Parties

We do not sell your personal information. Data sharing is limited to:

• Data Processors: Third-party vendors who assist in delivering our services under strict confidentiality agreements.
• Integrations: Sharing necessary data with platforms like Google (for calendars) or banks (for bulk salary disbursement) as configured by the user.
• Legal Requirements: Disclosing information only when required by law or valid legal processes. In this case, we will inform our client in writing via email about this disclosure.

6. Data Retention and Deletion

• Standard Retention: We retain data only as long as necessary to provide our services or as required by law.
• Termination: Upon service discontinuation, access is suspended immediately. Clients must request a data backup within thirty (30) days, after which all associated data is permanently deleted.
• Integration Data: User’s data is automatically deleted within 30 days of disconnecting the account or deleting the HR360Hub account.

7. Cookies and Tracking Technologies

We use "Necessary" cookies for basic site functionality and secure log-in. We also use:

• Analytical Cookies: To understand visitor interactions, traffic sources, and site performance.
• Functional/Performance Cookies: To enhance user experience and analyze key performance indexes.
• Passive Collection: Automatically recording IP addresses, browser types, and visit duration through tools like Google Analytics.

8. Your Rights and Choices

You have the right to:

• Access and Correct: Request corrections to any inaccurate personal information.
• Opt-Out: Unsubscribe from newsletters or non-essential announcements via provided links.
• Revoke Access: Disconnect third-party integrations (like Google) at any time through your account settings.

9. Contact Information

For questions regarding this policy or data protection matters, please contact: HR360Hub Legal Attn: Privacy Matters: 5900 Balcones Drive STE 100, Austin TX 78731 or email to [email protected]