Privacy Policy

1. Introduction

SponsorSafe HR ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

2. Information We Collect

Account Information

When you create an account, we collect:

• Name and email address
• Company name and details
• Password (stored encrypted)
• Billing information (processed by our payment provider)

Employee Data

You upload and control employee data, which may include:

• Employee names, contact details, and job information
• Right to work documents and visa information
• HR documents and records
• Absence and attendance records

Usage Data

We automatically collect:

• IP address and browser information
• Pages visited and features used
• Date and time of access
• Audit logs of actions taken in the system

3. How We Use Your Information

We use your information to:

• Provide and maintain the Service
• Process your transactions and send billing notifications
• Send service updates, security alerts, and support messages
• Respond to your requests and provide customer support
• Monitor and analyze usage to improve the Service
• Detect and prevent fraud and security issues
• Comply with legal obligations

4. Legal Basis for Processing (GDPR)

We process your personal data under the following legal bases:

• Contract: To provide the Service you've subscribed to
• Legitimate Interest: To improve the Service and prevent fraud
• Legal Obligation: To comply with applicable laws
• Consent: For marketing communications (you can opt out anytime)

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

• Service Providers: Cloud hosting, payment processing, and email services that help us operate the Service
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with notice to you)

All third-party service providers are contractually required to protect your data and use it only for the purposes we specify.

6. Data Security

We implement industry-standard security measures to protect your data:

• AES-256 encryption for data at rest
• TLS 1.3 encryption for data in transit
• Role-based access controls
• Regular security audits and penetration testing
• Secure, UK-based data centers
• Regular backups with encryption

7. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service.

After account cancellation, we retain your data in read-only mode for 90 days to allow data export. After 90 days, all data is permanently deleted.

Audit logs may be retained longer as required by law or for legitimate business purposes.

8. Your Rights (GDPR)

Under GDPR and UK data protection law, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data
• Restriction: Limit how we process your data
• Portability: Receive your data in a machine-readable format
• Object: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for marketing communications

To exercise these rights, contact us at privacy@sponsorsafehr.com.

9. Cookies and Tracking

We use essential cookies to operate the Service (e.g., session management, authentication).

We may use analytics cookies to understand how users interact with the Service. You can disable non-essential cookies in your browser settings.

10. International Data Transfers

Your data is stored in UK-based data centers. If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses).

11. Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. The "Last updated" date at the top indicates when changes were made.

13. Contact Us

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

Email: privacy@sponsorsafehr.com

Address: SponsorSafe HR, London, United Kingdom

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection authority.