Privacy Policy

Last updated: October 9, 2025

1. Types of Data Collected

SmartHR collects several types of information from and about users of our platform, including:

• Personal Information: Information that identifies you personally, such as your name, email address, telephone number, postal address, professional information, and profile photo.
• HR and Recruitment Data: Information related to recruitment processes, including candidate data, interview notes, evaluations, and hiring decisions.
• Account Information: Information about your account, such as login credentials, subscription details, and usage history.
• Technical Data: Information about your device, browser, IP address, time zone, and cookies.
• Usage Data: Information about how you use our platform, including features accessed, time spent, and interactions.

2. How We Use Your Data

We use the information we collect for various purposes, including:

• Providing, maintaining, and improving our services
• Processing transactions and managing accounts
• Facilitating recruitment processes and candidate matching
• Generating analytics and insights for HR decision-making
• Communicating with you about our services, updates, and promotions
• Responding to your inquiries and support requests
• Ensuring the security and integrity of our platform
• Complying with legal obligations

3. Data Retention

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.

For recruitment data, we follow applicable labor laws and regulations regarding retention periods. You can request deletion of your data at any time, subject to legal retention requirements.

4. Data Sharing and Third Parties

We may share your personal information with:

• Service Providers: Companies that perform services on our behalf, such as cloud hosting, data analysis, payment processing, and customer service.
• Business Partners: Trusted third parties who help us provide and improve our services.
• Legal Requirements: When required by law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

5. User Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• Right to access and receive a copy of your personal data
• Right to rectify or update your personal data
• Right to erase your personal data
• Right to restrict or object to the processing of your personal data
• Right to data portability
• Right to withdraw consent at any time

To exercise these rights, please contact us using the information in the "Contact Information" section.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your interactions with our platform. These technologies help us understand user behavior, remember preferences, and improve the user experience.

You can control cookies through your browser settings. For more information about our use of cookies, please see ourCookie Policy.

7. Security Measures

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction. These measures include encryption, access controls, regular security assessments, and employee training.

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 information, we cannot guarantee its absolute security.

8. International Data Transfers

Your information may be transferred to and processed in countries other than the one in which you reside. These countries may have different data protection laws than your country of residence.

When we transfer your information to other countries, we will protect it as described in this Privacy Policy and comply with applicable legal requirements for transferring personal data internationally, including by implementing appropriate safeguards.

9. Changes to Privacy Policy

We may update our Privacy Policy from time to time. The updated version will be indicated by an updated "Last updated" date and the updated version will be effective as soon as it is accessible.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

10. Contact Information

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

Email: privacy@smarthr.com
Address: 123 Tech Avenue, Suite 400, San Francisco, CA 94107, USA
Phone: +1 (555) 123-4567