This Privacy Policy describes how HR Solver Limited collects, uses and discloses information and what choices you have with respect to the information.

When we refer to “HR Solver”, we mean HR Solver Ltd the entity that acts as the controller or processor of your information, as explained in more detail in the “Identifying the Data Controller and Processor” section below.

Table of Contents:

  • Applicability of this Privacy Policy
  • Information We Collect and Receive
  • How We Use Information
  • Data Retention
  • How We Share and Disclose Information
  • Security
  • Age Limitations
  • Changes to this Privacy Policy
  • Data Transfer
  • Data Protection Officer
  • Identifying the Data Controller and Processor
  • Your Rights
  • Data Protection Authority
  • Contacting HR Solver

Applicability Of This Privacy Policy

This Privacy Policy applies to HR Solver’s mobile and desktop applications (collectively, the “Services”), hrsolver.co.uk and other websites (collectively, the “Websites”) and other interactions (e.g., customer service enquiries, user messages, etc.) you may have with HR Solver. If you do not agree with the terms, do not access or use the Services, Websites or any other aspect of HR Solver and Solve HR Limited’s business(es).

This Privacy Policy does not apply to any third party applications or software that integrate with the Services through the HR Solver platform (“Third Party Services”), or any other third party products, services or businesses. In addition, a separate agreement governs delivery, access and use of the Services (the “Customer Agreement”), including the processing of any messages, files or other content submitted through Services accounts (collectively, “Customer Data”).

Information We Collect And Receive

HR Solver may collect and receive Customer Data and other information and data (“Other Information”) in a variety of ways:

  • Customer Data. Customers, users or individuals who subscribe to our service or download our app.
  • Other Information. HR Solver also collects, generates and/or receives Other Information:
    1. Account Information. To create an account, you supply HR Solver with an email address, password and/or similar account details if using third party login. In addition, Customers that purchase a subscription to the Services provide HR Solver (or its payment processors) with billing details such as credit card information, banking information and/or a billing address.
    2. Usage Information.
      • Services Metadata. When a Customer interacts with the Services, metadata is generated that provides additional context about the way Customers work. For example, HR Solver logs the number of messages you send, the topics of the message, the times you interact with our Services, the types of files shared and what Third Party Services are used (if any).
      • Log data. As with most websites and technology services delivered over the Internet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include the Internet Protocol (IP) address, the address of the web page visited before using the Website or Services, browser type and settings, the date and time the Services were used, information about browser configuration and plugins, language preferences and cookie data.
      • Device information. HR Solver collects information about devices accessing the Services, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data. Whether we collect some or all of this Other Information often depends on the type of device used and its settings.
      • Location information. We receive information from you and other third-parties that helps us approximate your location. We may, for example use an IP address received from your browser or device to determine approximate location. HR Solver may also collect location information from devices in accordance with the consent process provided by your device.
    3. Cookie Information. HR Solver uses cookies and similar technologies in our Websites and Services that help us collect Other Information. The Websites and Services may also include cookies and similar tracking technologies of third parties, which may collect Other Information about you via the Websites and Services and across other websites and online services. For more details about how we use these technologies, please see our Cookie Policy.
    4. Third Party Services. Typically, Third Party Services are software that integrate with our Services. Once enabled, the provider of a Third Party Service may share certain information with HR Solver. For example, if a document attachment application is enabled to permit files to be shared between Customer and Adviser, we may receive user name and email addresses of our Customers, along with additional information that the application has elected to make available to HR Solver to facilitate the integration. Customers should check the privacy settings and notices in these Third Party Services to understand what data may be disclosed to HR Solver. When a Third Party Service is enabled, HR Solver is authorised to connect and access Other Information made available to HR Solver in accordance with our agreement with the Third Party Provider. We do not, however, receive or store passwords for any of these Third Party Services when connecting them to the Services.
    5. Contact Information. In accordance with the consent process provided by your device, any contact information that a Customer chooses to import (such as an address book from a device) is collected when using the Services.
    6. Third Party Data. HR Solver may receive data about organisations, industries, Website visitors, marketing campaigns and other matters related to our business from parent companies, affiliates and subsidiaries, our partners or others that we use to make our own information better or more useful. This data may be combined with Other Information that we collect and might include aggregate level data, such as which IP addresses correspond to postcodes. Or it might be more specific: for example, how well an online marketing or email campaign performed.
    7. Additional Information Provided to HR Solver. We receive Other Information when submitted to our Websites or if you participate in a focus group, competition, activity or event, apply for a job, request support, interact with our social media accounts or otherwise communicate with HR Solver.

Generally, no one is under a statutory or contractual obligation to provide any Customer Data or Other Information (collectively, “Information”). However, certain Information is collected automatically and, if some Information, such as email address and user account setup details, is not provided, we may be unable to provide the Services.

How We Use Information

Customer Data will be used by HR Solver in accordance with Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. HR Solver is a processor of Customer Data and the Customer is the controller. The Customer may, for example, use the Services to grant and upgrade access to a chat session, delete attachments and configure settings, access, modify, export, share and remove Customer Data and otherwise apply its policies to the Services.

HR Solver uses Other Information in furtherance of our legitimate interests in operating our Services, Websites and business. More specifically, HR Solver uses Other Information:

  • To provide, update, maintain and protect our Services, Websites and business. This includes use of Other Information to support delivery of the Services under a Customer Agreement, prevent or address service errors, security or technical issues, analyse and monitor usage, trends and other activities or at a Customer’s request.
  • As required by applicable law, legal process or regulation.
  • To communicate with you by responding to your requests, comments and questions. If you contact us, we may use your Other Information to respond.
  • To develop and provide search, learning and tools and additional features. HR Solver tries to make the Services as useful as possible for Customers. For example, we may improve search functionality by using Other Information to help determine and rank the relevance of content, channels or expertise to a customer, make Services suggestions based on historical use and predictive models, identify organisational trends and insights, to customize a Services experience or create new productivity features and products.
  • To send emails and other communications. We may send you service, technical and other administrative emails, messages and other types of communications. We may also contact you to inform you about changes in our Services, our Services offerings, and important Services-related notices, such as security and fraud notices. These communications are considered part of the Services and you may not opt out of them. In addition, we sometimes send emails about new product features, promotional communications or other news about HR Solver. These are marketing messages so you can control whether you receive them.
  • For billing, account management and other administrative matters. HR Solver may need to contact you for invoicing, account management and similar reasons and we use account data to administer accounts and keep track of billing and payments.
  • To investigate and help prevent security issues and abuse.

If Information is aggregated or de-identified so it is no longer reasonably associated with an identified or identifiable natural person, HR Solver may use it for any business purpose. To the extent Information is associated with an identified or identifiable natural person and is protected as personal data under applicable data protection law, it is referred to in this Privacy Policy as “Personal Data.”

Data Retention

HR Solver will retain Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. Depending on the subscription plan, the Customer may be able to customise its retention settings and apply those customised settings. Where no retention setting is available or customised the default retention will be six months, unless the Customer has otherwise been informed. The deletion of Customer Data and other use of the Services by Customer may result in the deletion and/or de-identification of certain associated Other Information. For more details, please contact us. HR Solver may retain Other Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include keeping your Other Information after you have deactivated your account for the period of time needed for HR Solver to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements.

How We Share And Disclose Information

This section describes how HR Solver may share and disclose Information. Customers determine their own policies and practices for the sharing and disclosure of Information, and HR Solver does not control how they or any other third parties choose to share or disclose Information.

  • Customer’s Instructions. HR Solver will solely share and disclose Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and in compliance with applicable law and legal process.
  • Displaying the Services. When a Customer submits Other Information, it may be displayed to other HR Solver operators in the same or connected Workspace. For example, a Customer’s email address may be displayed within their Workspace profile.
  • Collaboration in HR Solver. The Services provides advice to Customers from HR Solver advisors, we work in a collaborate way and depending on the issue, Other Information, such as a Customer’s profile Information, may be shared, subject to the policies and practices of our internal practices.
  • Customer Access. Advisors, administrators and other Customer representatives and personnel may be able to access, modify or restrict access to Other Information.
  • Third Party Service Providers and Partners. We may engage third party companies or individuals as service providers or business partners to process Other Information and support our business. These third parties may, for example, provide virtual computing and storage services. Additional information about the subprocessors we use to support delivery of our Services is set forth at HR Solver Subprocessors.
  • Third Party Services. Customers may enable or permit Third Party Services. When enabled, HR Solver may share Other Information with Third Party Services. Third Party Services are not owned or controlled by HR Solver and third parties that have been granted access to Other Information may have their own policies and practices for its collection and use. Please check the privacy settings and notices in these Third Party Services or contact the provider for any questions.
  • Corporate Affiliates. HR Solver may share Other Information with its corporate affiliates, parents and/or subsidiaries.
  • During a Change to HR Solver’s Business. If HR Solver engages in a merger, acquisition, bankruptcy, dissolution, reorganisation, sale of some or all of HR Solver’s assets or stock, financing, public offering of securities, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities (e.g. due diligence), some or all Other Information may be shared or transferred, subject to standard confidentiality arrangements.
  • Aggregated or De-identified Data. We may disclose or use aggregated or de-identified Other Information for any purpose. For example, we may share aggregated or de-identified Other Information with prospects or partners for business or research purposes, such as telling a prospective HR Solver customer the average amount of time spent answering customer questions.
  • To Comply with Laws. If we receive a request for information, we may disclose Other Information if we reasonably believe disclosure is in accordance with or required by any applicable law, regulation or legal process. Please see the Data Request Policy to understand how HR Solver responds to requests to disclose data from government agencies and other sources.
  • To enforce our rights, prevent fraud, and for safety. To protect and defend the rights, property or safety of HR Solver or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or security issues.
  • With Consent. HR Solver may share Other Information with third parties when we have consent to do so.

Security

HR Solver takes security of data very seriously. HR Solver works hard to protect Other Information you provide from loss, misuse, and unauthorized access or disclosure. These steps take into account the sensitivity of the Other Information we collect, process and store, and the current state of technology. Given the nature of communications and information processing technology, HR Solver cannot guarantee that Information, during transmission through the Internet or while stored on our systems or otherwise in our care, will be absolutely safe from intrusion by others.

Age Limitations

To the extent prohibited by applicable law, HR Solver does not allow use of our Services and Websites by anyone younger than 16 years old. If you learn that anyone younger than 16 has unlawfully provided us with personal data, please contact us and we will takes steps to delete such information.

Changes To This Privacy Policy

HR Solver may change this Privacy Policy from time to time. Laws, regulations and industry standards evolve, which may make those changes necessary, or we may make changes to our business. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, HR Solver will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Policy, you should deactivate your Services account. Contact the Customer if you wish to request the removal of Personal Data under their control.

Data Transfer

HR Solver will not transfer your Personal Data to countries outside of the European Economic Area.

Data Protection Officer

To communicate with our Data Protection Officer, please email hello@hrsolver.co.uk

Identifying The Data Controller And Processor

Data protection law in certain jurisdictions differentiates between the “controller” and “processor” of information. In general, Customer is the controller of Customer Data. In general, HR Solver and its associated companies are the processor of Customer Data and the controller of Other Information.

Your Rights

Individuals located in certain countries, including the European Economic Area, have certain statutory rights in relation to their personal data. Subject to any exemptions provided by law, you may have the right to request access to Information, as well as to seek to update, delete or correct this Information. You can usually do this using the settings and tools provided in your Services account.

To the extent that HR Solver’s processing of your Personal Data is subject to the General Data Protection Regulation, HR Solver relies on its legitimate interests, described above, to process your data. HR Solver may also process Other Information that constitutes your Personal Data for direct marketing purposes and you have a right to opt-out to HR Solver’s use of your Personal Data for this purpose at any time.

Data Protection Authority

Subject to applicable law, you also have the right to (i) restrict HR Solver’s use of Other Information that constitutes your Personal Data and (ii) lodge a complaint with your local data protection authority or the ICO. If you are a resident of the European Economic Area and believe we maintain your Personal Data within the scope of the General Data Protection Regulation (GDPR), you may direct questions or complaints to our lead supervisory authority:

The Independent Commissioner Office and you can raise concerns on their website; https://ico.org.uk/concerns/

Contacting HR Solver

Please also feel free to contact HR Solver if you have any questions about this Privacy Policy or HR Solver’s practices, or if you are seeking to exercise any of your statutory rights. You may contact us at hello@hrsolver.co.uk or at our register address listed on our website; hrsolver.co.uk.