Privacy Policy

CollectivWork is a Human Resource Management Software (HRMS) company dedicated to providing innovative solutions for efficient HR operations. Our services cover employee management, payroll processing, attendance tracking and more. This Privacy Policy sets out our commitment to protecting the privacy and personal data of everyone who interacts with our platform.

We recognise the importance of safeguarding personal data and maintaining the trust of our users. This policy explains how we collect, use, store and protect personal data, and the rights and choices you have regarding your information.

This policy applies to personal data collected, processed and stored by CollectivWork. It covers all platforms, applications, websites and services provided, owned or governed by CollectivWork that involve the handling of personal data.

Data protection laws in many jurisdictions distinguish between “controllers” and “processors” of personal information. A controller decides why and how personal information is processed. A processor handles information only on behalf of a controller and on the controller’s instructions, without making its own decisions about that information. Depending on the situation, CollectivWork may act as either.

This policy applies when CollectivWork is the controller of your personal information, unless a different CollectivWork privacy statement is shown when we collect it. It explains how we collect, use and share personal information for our own purposes, for example when you:

• Visit a CollectivWork website that links to this policy.
• Interact with us as a representative of a company that is our customer or supplier.
• Create or use an account offered directly by CollectivWork, as opposed to one offered by our customers.
• Register for or attend a CollectivWork marketing, learning or training event or webinar.
• Give us feedback about our products or services.
• Receive sales or marketing communications from us, including emails or phone calls.

This policy does not cover personal information we process as a processor on behalf of our enterprise customers.

We may collect various types of personal data from our users and employees, including but not limited to:

• Contact details: names, addresses, location and contact information such as email address and phone number.
• Identification details: such as employee ID and government-issued identifiers like a Social Security Number.
• Professional details: employment history, job titles and other professional information.

We collect and process personal data for purposes related to providing our HRMS services, including:

• HR activities such as employee onboarding, performance evaluation and training.
• Payroll processing and management.
• Attendance tracking and leave management.
• Employee engagement and communication.
• Compliance with legal obligations.

We process personal data only where we have a lawful ground to do so, such as the performance of a contract, compliance with a legal obligation, your consent where it is required, or our legitimate interests as permitted by applicable law.

Where the law requires it, we obtain explicit and informed consent before processing your personal data. You may withdraw your consent at any time. Please note that withdrawing consent may affect the availability and functionality of some of our services.

Our mobile apps request your location (coarse or fine) only after you acknowledge, consent and agree that your employer will enable location tracking for attendance purposes.

If you do not give consent, we will not request access to, or track, any location information from your mobile device at any time while you download or use our mobile apps. Under the GDPR, the legal basis for processing this information is our contractual obligation to your employer to provide the service.

CollectivWork may share or make your personal information accessible to third parties as follows:

• CollectivWork affiliates: within the CollectivWork group where necessary to fulfil a request you have made, or for customer support, marketing, technical operations, event registration and account management.
• Service providers: vendors contracted to provide services on our behalf, such as IT and hosting, marketing, customer support, call recording and data enrichment, email delivery and payment services. They may use the personal information we provide only as instructed by CollectivWork.
• CollectivWork partners: when you take part in webinars, events or other activities we run with third parties, we may share your contact information and interests with those approved partners so they can contact you about CollectivWork.
• Your organisation: where your organisation is a customer or prospective customer, we may share your information with relevant people there. For example, a list of attendees at a CollectivWork event, or end-user queries that the organisation should answer directly.

We may also disclose information if we believe in good faith that it is necessary to (a) meet legal requirements or comply with legal process; (b) protect and defend our rights or property; (c) enforce our website Terms and Conditions; or (d) protect the interests of our customers, users or others.

If CollectivWork goes through a business transition such as a merger, acquisition or sale of all or part of its assets, your personal information may be among the assets transferred. We will require the buyer, and its agents and advisors, to use it only for the purposes described in this policy. We may also ask for your consent to share your information with other unaffiliated third parties not described here.

We may use cookies and similar technologies on our website and applications to improve your experience, understand how our services are used and make them better. By using our website or applications, you consent to the use of these technologies. You can manage your cookie preferences through your browser settings at any time.

We use technical and organisational measures that provide a level of security appropriate to the nature of the personal information and the risks involved in processing it. We follow industry best practice to protect personal data from unauthorised access, loss, alteration or disclosure.

No method of transmitting information over the internet can be guaranteed to be completely secure. You are responsible for keeping your password, and any other means of authentication used to access secured resources, safe.

We keep personal information only for as long as we have an ongoing legitimate business need, for example to provide a service you have requested or to meet legal, tax or accounting requirements. Retention periods vary by category of data. The criteria we use to set them include:

• How long we have an ongoing business relationship with you.
• The amount, nature and sensitivity of the personal information we process.
• Whether we are legally required to keep it, or need it to resolve disputes, including establishing, exercising or defending legal claims.

When we no longer have a legitimate need to process your personal information, we delete or anonymise it. If that is not possible, for example because it is held in backup archives, we store it securely and isolate it from any further processing until it can be deleted.

Depending on where you live, data protection laws give you certain rights over your personal data, including the right to:

• Access the personal data we hold about you.
• Correct personal data that is inaccurate or incomplete.
• Erase your personal data.
• Restrict how we process your personal data.
• Receive your data in a portable format.
• Object to our processing of your personal data.
• Withdraw consent you have previously given.

To exercise any of these rights or make a related request, contact us using the details in the Contact us section below.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will tell you about significant changes through appropriate channels, and the date at the top of this page shows when it was last revised. We encourage you to review it regularly.

If you have any questions, concerns or requests about this Privacy Policy or our privacy practices, please get in touch.