Privacy Policy

1. Data We Collect

Our HR system collects the following categories of personal information:

• Personal Information: Name, email address, phone number, home address, and last four digits of Social Security Number
• Employment Documents: Resumes, cover letters, and application materials
• Employment Records: Job title, department, employment dates, performance reviews, and disciplinary records
• Payroll Data: Salary information, tax withholdings, and payment history
• Tax Forms: W-4, I-9, and other government-required employment verification documents

2. How We Use Your Data

We use the information collected for the following purposes:

• Employment management and human resources administration
• Payroll processing and compensation management
• Candidate screening and recruitment evaluation
• AI-powered resume scoring for applicant ranking
• Legal compliance and regulatory reporting
• Performance evaluation and employee development

3. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. Your data is shared only in the following circumstances:

• With company administrators and HR personnel who have a legitimate business need to access the information
• As required by law or in response to legal process (subpoena, court order, government request)
• To comply with regulatory requirements and employment law obligations
• In connection with business transfers or acquisitions (personal information would be subject to the same protections)

4. Data Retention

We retain personal information for different periods based on data type:

• Employee Records: Retained for the duration of employment plus a period as required by applicable employment, tax, and labor laws
• Candidate Data: Resumes and application materials from unsuccessful candidates are deleted after one (1) year from the application date
• Payroll Records: Retained per federal and state legal requirements (typically 3-7 years)
• Tax Forms: Maintained for the period required by the Internal Revenue Service and state tax authorities

5. Your Rights

Subject to applicable law, you have the following rights regarding your personal data:

• Access: Right to request and review the personal information we maintain about you
• Correction: Right to request correction of inaccurate or incomplete personal information
• Deletion: Right to request deletion of your personal information, subject to legal and business requirements
• Portability: Right to receive your data in a structured, commonly used format

To exercise any of these rights, please contact us at the address provided in the Contact section below.

6. Cookie Policy

Our HR system uses session cookies only. These cookies:

• Are necessary for authentication and maintaining your login session
• Expire when you close your browser or log out
• Do not track you across multiple websites
• Are not used for marketing or analytics purposes

You can disable cookies in your browser settings; however, this may impact system functionality.

7. Data Security

We implement administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, alteration, and destruction. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Contact Us

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

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify users of material changes via email or by posting the updated policy on our website.