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Privacy Policy

Last updated on 12th April 2025

At PalsHR, your privacy is our top priority. We believe in doing the right thing when it comes to your personal information. You should never be surprised about the information we know about you or how we use it. Every interaction with us should be valuable to both you and PalsHR. If you ever feel uneasy about the information we hold or how we're using it, please let us know.

Why Trust PalsHR?

You trust us with your team engagement needs, and we take that responsibility seriously. We strive to maintain a transparent and trustworthy relationship with you to help build stronger, more engaged teams.

If you disagree with this privacy policy, please do not use our Services for any reason. Our Services are defined as anything RyTech Limited DBA PalsHR creates and owns.

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First, a Note About Who You Are

If you use PalsHR's Services, you are either a Member or a Representative. Your PalsHR Community consists of Members and Representatives. Representatives are responsible for opting in to the service and ensuring they have the required authority to do so. They have access to all Member data and have control over your Community's settings and data.

If you are not a Representative and have data questions, requests, or concerns, please contact your Representative so they can assist you. If you cannot reach your Representative or have a dispute, please get in touch with us at privacy@palshr.com.

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What We Collect and Why

When a Representative adds PalsHR to your chat platform (e.g., Google Chat as part of Google Workspace), we collect information necessary for our Services to function. Additionally, we collect information that you voluntarily provide to us.

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Types of Personal Data Collected:

  • Names and Email Addresses

    • Used to identify you within the PalsHR application and to communicate with you.

  • Birth Dates and Employment Start Dates

    • Voluntarily supplied by users to personalize their experience and deliver services.

 

Methods of Collection:

  • Integration with Google Chat

    • Names and email addresses are gathered through our integration with Google Workspace and Chat APIs.

  • User Input

    • Birth dates and employment start dates are voluntarily supplied by Representatives and Members within the PalsHR application.

 

How We Use Your Information:

  • Operate and Improve Our Services: Deliver our services and enhance the functionality and features of PalsHR.

  • Personalize Your Experience: Tailor PalsHR services to better suit your team’s engagement needs.

  • Improve Customer Service: Respond more effectively to your support requests.

  • Communicate with You: Send important updates and information about your account, our services, and promotions.

  • Legitimate Interests: We may process your personal data based on our legitimate interests, such as improving our Services, ensuring security, and preventing fraud. These interests are balanced against your rights and freedoms, ensuring that no processing negatively impacts your privacy.

 

Limited Data Collection Principle:

We follow a strict "minimum necessary" approach to data collection. This means:

  • We only collect and store data that is essential for delivering our Services.

  • We do not store or process any chat messages from your platform beyond the specific data points mentioned in this policy.

  • Your team's conversations in Google Chat remain private and are not accessed or stored by PalsHR.

  • When our Service interacts with your chat platform, we only process the minimum required information to deliver the intended functionality.
     

Data Collected from Google APIs:

Data received from Google APIs adheres to Google API Services User Data Policy, including the Limited Use requirements.

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This approach ensures that your team's privacy is protected while still allowing us to provide valuable engagement services. We believe that effective team engagement doesn't require extensive data collection or monitoring of private communications.

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If you have any questions about the information we collect, please contact us at privacy@palshr.com.

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Where Your Information is Stored and Protections

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Security and Storage

We use Hetzner and CloudFlare as our cloud providers. We host your data in their European Economic Area (EAA) datacenters. Both providers have strong security certifications and follow strict security standards. You can learn more at the following links:

 

We implement a variety of security measures to maintain the safety of your personal information, including:

  • Strong Encryption of Data: Your data is encrypted both in transit and at rest.

  • Regular Internal Security Audits: Conducting periodic security assessments to identify and mitigate potential vulnerabilities.

  • Access Controls: Strict access controls ensure that only authorized personnel have access to your data, based on the principle of least privilege.

  • Secure Development Practices: Following secure coding standards and observing the 12 Factor App guidelines (https://12factor.net/) to prevent security breaches.
     

Data Transfer Mechanisms

All user data is stored within the EAA. We do not transfer data internationally outside of the EAA, ensuring compliance with relevant data protection regulations, including GDPR.

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Breach Notification

In the unlikely event of a data breach, we will notify affected users within 72 hours of identifying the breach.

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How Long Do We Retain Data About You?

We retain user data for as long as necessary to deliver our services. Specifically:

  • Active Accounts: Data is retained as long as you use our Services.

  • Closed Accounts: Data is deleted within one year of account closure.

 

Closing Your Account:

You can close your account by emailing us at privacy@palshr.com. Once your account is closed, your data will be deleted within one year.

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Data Removal Requests:

Representatives and Members can request the deletion of their information by emailing privacy@palshr.com. We will complete the request within 30 days of acknowledging your request.

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How We Communicate with You

If you're a Representative, we'll send you helpful information about PalsHR, including:

  • Tips to get the most out of PalsHR.

  • News about new features.
     

Don't want these messages? No problem! You can stop receiving them at any time:

  • Click 'unsubscribe' in any of our emails
     

We'll stay in touch through:

  • Email

  • Our Google Chat apps

  • Our regular support channels
     

Remember: Even if you unsubscribe from emails, you'll still receive important service updates about your account.

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Cookies and How We Use Them

Cookies are small files a site or its service provider transfers to your computer's hard drive through your web browser (if you allow), enabling the site or service provider's systems to recognize your browser and capture and remember certain information.

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Types of Cookies We Use:

  • Essential Cookies: Necessary for the functioning of the PalsHR web interface, enabling core functionalities such as user authentication and security.

  • Functionality Cookies: Enhance the performance and functionality of our Services by remembering your preferences and settings, providing a more personalized experience.

  • Targeting Cookies: Help us understand how users interact with our Services, allowing us to improve user experience and deliver relevant content. These may also be used for marketing purposes to reach you with tailored advertisements.
     

Third-Party Cookies:

We use Google tracking cookies to analyze site traffic and user interactions. These third parties are restricted from using your information except to help us conduct and improve our Services.

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Managing Cookies:

You have the right to accept or reject our cookies. You can exercise this right by:

  • Not using our Services.

  • Adjusting your web browser settings to accept or refuse cookies.

  • Declining the cookie policy on our website.

If you have questions or feedback about the cookies we use, please let us know at privacy@palshr.com.

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Who Has Access to Your Information?

Your information will not be sold, exchanged, transferred, or given to any other company for any reason, except for the express purpose of delivering the Services you requested. To deliver our Services, we use the following providers. They receive only the data necessary to deliver their services, which in turn, allows us to deliver our Services.

 

Providers We Use:

 

These providers have Data Processing Agreements (DPAs) in place with us, ensuring that data is handled securely and in compliance with relevant data protection laws, including GDPR and CCPA.

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How Can You Control Your Data?

You have different rights regarding your data depending on whether you are a Representative or a Member.

Representatives can request us to send, remove, or modify any information about their account by emailing privacy@palshr.com.

We request that Members contact their Representatives and ask them to send us the request on the Member’s behalf. If a Member is a citizen of the European Economic Area and their Representatives are unwilling or unable to do this for any reason, they can reach out to us directly.

We aim to complete your request within 30 days of acknowledging receipt of your request.

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Children's Privacy

We do not provide our Services to children. Only adults over 18 years of age are permitted to use PalsHR. We do not knowingly collect personal information from anyone under 18. If we become aware that we have inadvertently received personal data from a child under 18, we will delete such information from our records promptly.

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Automated Decision Making

We do not use any automated decision-making processes or profiling in our Services. All data processing is performed with human oversight to ensure accuracy and fairness.

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User Rights

We offer all GDPR and CCPA rights, including but not limited to:

  • Right to Access: Request access to your personal data.

  • Right to Rectification: Request correction of inaccurate or incomplete data.

  • Right to Erasure (Right to be Forgotten): Request deletion of your personal data.

  • Right to Restrict Processing: Request limitation of data processing.

  • Right to Data Portability: Request transfer of your data to another service.

  • Right to Object: Object to data processing for specific purposes.
     

Exercising Your Rights:

To exercise any of these rights, please email us at privacy@palshr.com . We will complete the request within 30 days of acknowledging receipt of your request.

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Data Protection Authority

Subject to applicable law, you have the right to:

  1. Restrict PalsHR’s Use of Your Personal Data.

  2. Lodge a Complaint with Your Local Data Protection Authority.

If you are a resident of the European Economic Area and wish to lodge a complaint, please contact your Data Protection Authority.

Please contact us before lodging a complaint. We will do our best to address your concerns and comply with applicable laws, our Terms of Service, and this Privacy Policy.

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Compliance with Regional Laws

As PalsHR operates worldwide, we strive to always be in compliance with data protection laws in all regions where we offer our services, including but not limited to:

  • General Data Protection Regulation (GDPR): For users residing in the European Economic Area (EEA).

  • California Consumer Privacy Act (CCPA): For users residing in California, USA
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Consent

By using our Services, you explicitly consent to the collection, use, and disclosure of your personal information as outlined in this Privacy Policy. If you do not consent to our policies, please do not use our Services. If you have previously provided personal information and no longer consent to its use or disclosure, please notify us at privacy@palshr.com.

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Notification of Policy Changes

We may update this Privacy Policy from time to time at our sole discretion. When changes occur, the updated Privacy Policy will be reflected on this page, and the “Last updated” date at the top will be revised accordingly. Unless explicitly stated otherwise, the current Privacy Policy will apply to all personal information we hold about you and your account.

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To keep you informed about significant changes, we may notify you through one or more of the following methods:

  • Email Notifications: We might send an email to your registered email address detailing the changes.

  • Website Announcements: Updates will be displayed on the Privacy Policy page of our website.

  • In-App Notifications: If applicable, we may use in-app notifications to inform you of major policy updates.

 

We encourage you to regularly review this Privacy Policy to stay informed about how we are protecting your information. Additionally, please ensure that your contact information is current so you can receive important updates from us.

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Contacting PalsHR

If you have any questions or concerns regarding this Privacy Policy, please contact us at: privacy@palshr.com

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