Hellohrm HR Management apps

Privacy Policy

Your privacy matters to us and we are committed to protect your privacy and your personal information

Version: 2.0

Last modified: January 30th, 2023

This Privacy Policy applies to our website and all our services, including the related mobile applications that belong to Hellohrm and are controlled by CodersBucket Ltd., the developing software house of Hellohrm.

This Privacy Policy contains all the information regarding personal data protection and information regarding cookies.

1. Personal Data Collection

Data entered by our clients into Hellohrm is not under our control as the Controller. Hellohrm serves as the Processor of this data at the request of the Client, in accordance with the Data Processing Agreement. The Client holds full responsibility for fulfilling legal obligations within their own company.

What Information Do We Collect

Client may submit Personal Data to the Services, the extent of which is determined and controlled by Clients in its sole discretion, and which may include, but is not limited to the categories of Personal Data listed below based on the Hellohrm feature purchased or free version:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses. Date of birth, Gender, Marital status and dependants, emergency contact information, National Insurance/Social Security number, Bank account details, leave, driving licence, Recruitment information (including copies of right to work documentation, Photographs).
  • Employee leave information such as type of leave, medical reports included as attachments.
  • Employee disciplinary information, such as warning letters.
  • Any other information applicable to candidates, workers, contractors and employees.
  • Our website collects and uses employee photographs for the purpose of identification within their respective organizations. We also utilize the organization’s logo to strengthen and establish their brand identity. The use of these images is governed by our privacy policy, which outlines the manner in which the collected data is handled, stored, and protected.

2. Purposes and Objectives of the Processing of Personal data

Your personal data shall be processed in order to perform a contract or provide a service according to Article 6(1)(b) of the GDPR, in the context of the fulfillment of a legal obligation pursuant to Article 6(1)(c) of the GDPR. Personal data may be processed on the basis of the opt-in consent referred to in Article 6(1)(a) of the GDPR.

Your personal data may be processed for necessary purposes resulting from the Data Controller’s business interests according to Article 6 (1)(f) GDPR, i.e. marketing, settlement of claims, cooperation, maintaining the security of our services and preventing fraud, supporting and improving our services, data analysis, processing credit card payments, supporting and improving our services through trend analysis, a better understanding of the functionality of our service on a mobile device, collecting demographic information about the user base as a whole. We are also processing navigation data in connection with your use of our website. By contacting us, filling out web forms or registering to use our services, we will receive personal data and process them in accordance with the stated purposes.

We use mobile analytics software to allow us to better understand the functionality of our service on your mobile device. This software may record information such as how often you use the application, the events that occur within the application, aggregated usage, performance data, and where the application was downloaded from. When you use our mobile apps we may also collect your city location, device model and version, device identifier (or “UDID”), and OS version.

We may store information about your computer hardware and software that is automatically collected by our infrastructure mechanisms and service providers. This information can include: your IP address, browser type, domain names, internet service provider (ISP), length of visits, the files viewed on our site (e.g., HTML pages, graphics, etc.), clickstream data, access times and referring website addresses, operating system, device screen size, page views. We process this information on the basis of our legitimate interest (Article 6(1)(f) GDPR) in order to provide you with high-quality services. Log files provide us with general statistical information about the use of services, in addition, it is important to maintain security and prevent fraud.

3. Preriod of Data Processing

We will retain and process the personal information you provide to us only as long as it is necessary for legitimate business reasons, such as communicating with you regarding your subscription or other services, or to fulfill legal obligations, resolve disputes, and carry out our contracts.

Your personal information will be kept for the duration required to achieve the purposes outlined in this policy, or for as long as the relevant legal storage periods permit. Once the purposes are achieved or the legal storage deadlines have passed, the corresponding data will be locked or deleted in compliance with applicable laws.

If we no longer have a need to process your personal information, it will be anonymized or deleted from our systems and backups as soon as possible, but no later than 90 days. In the event that we are unable to delete your data for technical reasons, we will take measures to prevent further processing of your personal information.

4. Consent

Prior to using sensitive personal information about you for any service improvements, we will first request your consent. Before you give your consent, we tell you what information we collect.

5. How we use your information

We may access your information within our system, Hellohrm, in order to provide the service to you, fix technical problems, answer support inquiries, follow your instructions, or comply with the law.

We may also analyze anonymous data to identify and resolve any customer-specific issues and to improve the quality of our services.

We may use anonymous data to understand how our service components are being used, which helps us improve our features and services and make suggestions on how we can better meet your needs.

Please note, we do not sell any of your information to third parties and we are not responsible for any personal information that may be sold by the data controller

6. Cookies

Hellohrm does not user any cookies at this moment. If we introduce cookies in near future, we will be notifying all our users via email about the usage.

7. GOOGLE ANALYTICS, Plugins

5.1 Google Fonts

Data processing by Google Fonts is required to ensure that the website is displayed correctly. Google Fonts checks if the respective font is stored on your device. If the font is not available, it will be transferred to the device in order to display the font and the page correctly. The following data is sent by Google Fonts to fonts.googleapis.com: Google Fonts logs records of CSS and font file requests. Aggregated usage data track how popular the font families are, and are published on our analytics page. For more information about how Google Fonts processes data, please visit: https://developers.google.com/fonts/faq

8. Your Security Matters

We take reasonable technical and organizational security measures to prevent the loss, misuse or modification of your personal data. All our employees are obliged to maintain data confidentiality and to comply with the data protection provisions, and have been instructed accordingly. Please be aware that the websites of third parties which are accessible through links connected with our service offer may be subject to other provisions that deviate from this privacy policy.

9. Your Rights

You can exercise rights to access your personal data, as well as the right to rectify, erase or restrict the processing and the right to data portability if possible. You have the right to object to the processing. In order to exercise any of these rights, please contact us by e-mail at:

info@hellohrm.com we will respond to your request within a reasonable period of time, but not later than 30 days, and we will notify you of the actions we have taken.

10. Changes in Privacy Policy

We may adjust and update this Privacy Policy as necessary by posting new versions on our site. You should check this page from time to time to ensure that any changes to this Privacy Policy are acceptable to you. This Privacy Policy does not limit any rights you may have under these Terms of Use or under applicable law.

If you have any questions about our privacy policy, please send an email to info@hellohrm.com.