Privacy Policy

1. Commitment to Data Protection

We comply with applicable privacy and data protection laws and also consider principles under international standards such as the EU General Data Protection Regulation (GDPR). Our goal is to provide a secure HR platform while giving you transparency and control over your data. We continually review our internal policies, technical measures, and data-handling practices to ensure compliance and maintain your trust.

2. Information We Collect and Why We Collect It

a) Information you provide directly

• Account details (name, email, phone number, company name, password): We need this information to create and manage your account, verify your identity, and ensure secure access to the Polarisz HR platform.
• Employee information (attendance records, leave requests, payroll and benefits data, job level, scheduling details): This enables core HR functions, such as tracking attendance, managing leave balances, processing payroll, and producing accurate reports for employers.
• Billing information (payment method, tax ID, company address, subscription preferences): We use this to process payments, issue invoices, comply with tax obligations, and maintain accurate financial records.

b) Information collected automatically

• Device & browser info (device type, OS, browser, IP address): Helps optimize compatibility and enhance account security by detecting unusual logins.
• Log & usage data (session activity, modules accessed, time of use): Used to monitor performance, diagnose errors, and improve usability.
• Cookies & tracking data: Used to remember login sessions, personalize your experience, and analyze traffic for service improvements.

c) Information from third parties

• Employer-provided data: Uploaded to enable payroll, attendance, and leave management features.
• Payroll & benefits providers: Supports accurate processing through integrations.
• Government or regulators: Received or shared only where legally required (e.g., tax filings, audits).

3. Cookies and Tracking Technologies

We use cookies and related tools to improve your experience.

• Strictly necessary: login authentication and session continuity.
• Functional: remember language, time zone, and preferences.
• Analytical: understand usage patterns to fix issues and enhance features.
• Marketing: show relevant product updates and offers (opt-out available).

You can disable cookies in your browser, but some features may not work properly without them.

4. How We Use Information

• Provide Services: attendance, payroll, leave, and employee records.
• Support & communication: inquiries, updates, and important notices.
• Security: monitor suspicious activity, prevent fraud, protect accounts.
• Improvement: analyze trends and feedback to improve reliability.
• Compliance: satisfy legal, tax, and labor requirements.

5. Sharing of Information and Why

• Employer: to complete HR and payroll tasks requested by your company.
• Trusted service providers: cloud hosting, analytics, payments — under strict confidentiality.
• Government/regulators: only when legally required.
• Business transactions: e.g., merger or acquisition, with contractual safeguards.

We may also share aggregated or anonymized data that cannot identify you.

6. Your Rights and Choices

• Access the personal data we hold about you.
• Correct inaccuracies or update information.
• Delete data where retention isn’t legally or contractually required.
• Restrict processing (e.g., marketing emails).
• Portability in a machine-readable format.
• Withdraw consent where consent is the basis for processing.

To exercise your rights, contact us at support@polarisz.com.

7. Data Storage and Security

• Encryption: at rest and in transit.
• Access controls: role-based permissions.
• Monitoring: breach detection, audits, activity logs.
• Training: staff training on data handling.

Why: HR data is highly sensitive, and protecting it is central to our responsibility.

8. International Transfers and Why

Data may be stored or processed in data centers outside your home country for cloud efficiency, global performance, and integrations with payroll/benefits providers. We apply safeguards (legal agreements, certifications, encryption) to protect data across borders.

9. Data Retention and Why

• Active accounts: to keep services running.
• Legal compliance: labor, payroll, and tax retention periods.
• Dispute resolution: address complaints and claims.

When no longer needed, we delete or anonymize the data.

10. Third-Party Links

Our Services may link to third-party sites (e.g., payment gateways or benefits providers). We are not responsible for their privacy practices. Review their policies before sharing data.

11. Changes to This Policy

We may update this Privacy Policy periodically. Updates will include a new “last updated” date; material changes will be reflected here. Continued use of the Services after changes means you accept the updated terms.

12. Contact Us