Privacy Policy for SageWise HR

SageWise HR is committed to protecting the privacy and security of the personal data we collect and process. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you engage with our services, including talent acquisition, employee development, HR consulting, payroll management, and performance management, as well as through our online platform.

By using our services or accessing our online platform, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect various types of information for different purposes to provide and improve our comprehensive HR solutions to businesses.

1.1 Personal Data You Provide Directly

• Contact Information: Names, email addresses, postal addresses (e.g., Dipple Road, Kilbirnie, KA25 7JY, UK), and telephone numbers.
• Professional Information: Job titles, company names, industry, and other business-related details essential for HR consulting and talent acquisition.
• Service-Specific Data: Information required for payroll processing (e.g., bank details, national insurance numbers), performance management, and employee development programs. This may include sensitive personal data as defined by GDPR, which we process with explicit consent or as required by law.
• Communications: Content of your communications with us, including inquiries, feedback, and support requests.

1.2 Data Collected Automatically

When you visit our online platform, we may automatically collect certain information:

• Usage Data: Information on how our services are accessed and used, such as IP address, browser type, operating system, referring URLs, pages viewed, and the dates/times of visits. This helps us understand user behavior and improve our platform.
• Cookies and Tracking Technologies: We use cookies and similar tracking technologies to track activity on our online platform and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our service.

2. How We Use Your Information

SageWise HR uses the collected data for various purposes:

• To Provide and Maintain Our Services: Fulfilling our contractual obligations related to talent acquisition, employee development, HR consulting, payroll management, and performance management.
• To Improve Our Services: Analyzing usage patterns and feedback to enhance the functionality and user experience of our online platform and services.
• To Communicate With You: Sending updates, security alerts, and administrative messages related to our services. Responding to your inquiries and providing customer support.
• For Marketing and Promotional Purposes: With your consent, we may use your information to provide you with news, special offers, and general information about other goods, services, and events which we offer that are similar to those that you have already purchased or enquired about.
• To Ensure Security: Detecting, preventing, and addressing technical issues, fraud, or illegal activities.
• To Comply with Legal Obligations: Adhering to applicable laws, regulations, and legal processes.

3. Legal Basis for Processing Personal Data Under GDPR

We process your personal data under the following legal bases:

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose (e.g., marketing communications).
• Contract: Where our use of your personal data is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract (e.g., providing HR consulting services).
• Legal Obligation: Where our use of your personal data is necessary for us to comply with the law (e.g., regulatory reporting for payroll).
• Legitimate Interests: Where our use of your personal data is necessary for our legitimate interests or the legitimate interests of a third party, and those interests do not override your rights and interests (e.g., improving our services, preventing fraud).

4. Disclosure of Your Information

We may share your personal data with third parties in certain situations:

• Service Providers: We may employ third-party companies and individuals to facilitate our service, provide the service on our behalf, perform service-related services, or assist us in analyzing how our service is used. These third parties have access to your personal data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
• Business Partners: With your consent, we may share information with business partners for joint marketing activities or co-branded services.
• Legal Requirements: We may disclose your personal data in the good faith belief that such action is necessary to:
  • Comply with a legal obligation
  • Protect and defend the rights or property of SageWise HR
  • Prevent or investigate possible wrongdoing in connection with the service
  • Protect the personal safety of users of the service or the public
  • Protect against legal liability
• Business Transfers: In the event of a merger, acquisition, or asset sale, your personal data may be transferred. We will provide notice before your personal data is transferred and becomes subject to a different Privacy Policy.

5. Data Security

The security of your data is paramount to us. We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, accidental loss, destruction, or damage. These measures include encryption, access controls, and regular security assessments.

However, no method of transmission over the Internet or method of 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. Data Retention

SageWise HR will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy, taking into account legal and regulatory requirements, legitimate business needs, and the nature of our relationship with you.

We will retain and use your personal data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

7. Your Data Protection Rights Under GDPR

If you are a resident of the European Economic Area (EEA) or the UK, you have certain data protection rights. SageWise HR aims to take reasonable steps to allow you to correct, amend, delete, or limit the use of your personal data.

Your key rights include:

• The right to access: You have the right to request copies of your personal data.
• The right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• The right to erasure ("right to be forgotten"): You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
• The right to withdraw consent: You have the right to withdraw your consent at any time where SageWise HR relied on your consent to process your personal data.

If you make a request, we have one month to respond to you. To exercise any of these rights, please contact us. You also have the right to lodge a complaint with a supervisory authority, particularly in the UK, with the Information Commissioner's Office (ICO).

8. Links to Other Sites

Our online platform may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

9. Children's Privacy

Our services are not intended for individuals under the age of 18 ("Children"). We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your child has provided us with personal data, please contact us. If we become aware that we have collected personal data from children without verification of parental consent, we 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 Privacy Policy. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

11. Contact Us

If you have any questions about this Privacy Policy, your personal data, or your rights, please contact us:

• SageWise HR
• Dipple Road, Kilbirnie, KA25 7JY, UK