Privacy Policy

Effective Date: November 29, 2024

Clave HR is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website (www.clavehr.in) and use our services.

1. Information We Collect

At Clave HR, we are dedicated to maintaining the confidentiality and security of your personal information. This section elucidates the types of information we collect, the methods of collection, and the purposes for which we utilize this data. Our data collection practices are designed to be transparent and compliant with all applicable data protection laws and regulations. We collect information through various channels, including direct interactions with you, automated technologies, and third-party sources. The information we collect is essential for providing you with our HR services, enhancing your user experience, and ensuring the security of our website and services. We are committed to using your information responsibly and ethically, and we take all necessary measures to protect your privacy.

1.1 Personal Information: When you engage with Clave HR, whether through our website, email, or other communication channels, we may collect personal information that you voluntarily provide. This information may include your name, email address, phone number, company details, job title, and any other information you choose to share with us. We collect this information to facilitate communication, provide tailored HR solutions, and manage your account effectively. For instance, when you sign up for our services, we require your name and email address to create and manage your account. Similarly, when you contact us with an inquiry, we collect your contact information to respond to your request. We may also collect personal information through surveys, feedback forms, and other interactive features on our website. The provision of this information is voluntary, but it may be necessary for us to provide you with certain services or respond to your inquiries. We ensure that your personal information is processed in accordance with this Privacy Policy and all applicable data protection laws.

1.2 Usage Data: We automatically collect certain information about your use of our website, including your IP address, browser type, operating system, referring URLs, pages visited, and the dates and times of your visits. This data helps us understand user behavior, improve website functionality, and optimize user experience. We use various technologies, such as cookies and web beacons, to collect this information. For example, we may use your IP address to determine your general location and customize the content displayed on our website. We also use cookies to track your browsing activity and personalize your experience. This data is collected and analyzed in an aggregated and anonymized form, unless otherwise specified in this Privacy Policy. We use this information to identify trends, monitor website performance, and improve the overall quality of our services. By using our website, you consent to the collection and use of your usage data as described in this Privacy Policy.

1.3 Cookies and Tracking Technologies: We use cookies and similar tracking technologies to enhance user experience, track website performance, and personalize content. These technologies help us analyze trends, administer the site, and gather demographic information about our user base. Cookies are small text files that are stored on your device when you visit our website. We use both session cookies, which expire when you close your browser, and persistent cookies, which remain on your device for a longer period. You can control the use of cookies through your browser settings, but disabling cookies may limit your ability to use certain features of our website. We also use web beacons, which are small electronic images that are embedded in our web pages and emails. Web beacons allow us to track your interactions with our website and emails, such as whether you have opened an email or clicked on a link. We may also use third-party analytics tools, such as Google Analytics, to collect and analyze data about your use of our website. These tools use cookies and web beacons to track your browsing activity and provide us with insights into how our website is being used. By using our website, you consent to the use of cookies and tracking technologies as described in this Privacy Policy.

2. How We Use Your Information

The information we collect is utilized for a variety of purposes, all aimed at enhancing our services, improving user experience, and ensuring the security of our platform. We are committed to using your information responsibly and ethically, and we take all necessary measures to protect your privacy. This section provides a detailed overview of how we use your information, the legal basis for processing your data, and your rights regarding your personal information. Our data processing activities are conducted in accordance with all applicable data protection laws and regulations, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). We regularly review our data processing practices to ensure compliance with these laws and regulations.

2.1 Providing and Improving Our HR Services: Your information enables us to deliver and enhance our HR services, tailor solutions to your specific needs, and ensure the quality and effectiveness of our offerings. We use your personal information to understand your requirements, customize our services to meet your needs, and provide you with personalized support. For example, we may use your company details to recommend HR solutions that are relevant to your industry and size. We also use your feedback to improve our services and develop new features. Your usage data helps us identify areas for improvement on our website and optimize the user experience. We analyze website traffic patterns, user behavior, and other metrics to identify trends and make data-driven decisions. This allows us to continuously improve our services and provide you with the best possible experience. We are committed to using your information to provide you with valuable and effective HR solutions.

2.2 Responding to Inquiries and Customer Support Requests: We use your contact information to respond to your inquiries, address your concerns, and provide timely and effective customer support. When you contact us with a question or issue, we use your name, email address, and other contact information to respond to your request. We may also use your information to investigate and resolve technical issues, troubleshoot problems, and provide you with guidance and assistance. Our customer support team is dedicated to providing you with prompt and helpful assistance. We strive to respond to all inquiries within a reasonable timeframe and provide you with accurate and informative answers. We may also use your feedback to improve our customer support processes and ensure that we are meeting your needs. Your satisfaction is our top priority, and we are committed to providing you with exceptional customer support.

2.3 Processing Payments and Managing Accounts: Your information is used to process payments, manage your account, and ensure accurate billing and record-keeping. When you purchase our services, we collect your payment information, such as your credit card number or bank account details. We use this information to process your payment and manage your account. We also use your information to send you invoices, payment reminders, and other account-related communications. We ensure that your payment information is processed securely and in compliance with all applicable payment card industry (PCI) standards. We also maintain accurate records of your account activity, including your payment history, service usage, and other relevant information. This information is used to manage your account, provide you with support, and ensure accurate billing. We are committed to protecting your financial information and maintaining the integrity of your account.

2.4 Sending Marketing Communications (with User Consent): With your consent, we may send you marketing communications about our services, promotions, and industry insights. You have the right to opt out of receiving these communications at any time. We only send marketing communications to users who have explicitly consented to receive them. You can provide your consent by subscribing to our newsletter, opting in to receive promotional emails, or otherwise indicating your interest in receiving marketing communications from us. Our marketing communications may include information about new services, special offers, industry news, and other relevant content. We strive to provide you with valuable and informative content that is tailored to your interests. You can opt out of receiving marketing communications from us at any time by clicking the "unsubscribe" link in our email communications or by contacting us directly. We respect your right to choose whether or not to receive marketing communications from us, and we will promptly honor your opt-out requests.

2.5 Analyzing Website Performance and Enhancing Security: We analyze website performance data to identify areas for improvement, optimize user experience, and enhance website security. We use various tools and techniques to monitor website traffic, user behavior, and other metrics. This data helps us identify areas where our website is performing well and areas where we can make improvements. We also use this data to optimize the user experience, such as by improving website navigation, reducing page load times, and personalizing content. In addition, we use website performance data to enhance website security. We monitor for suspicious activity, such as hacking attempts, malware infections, and other security threats. We also use this data to identify and address vulnerabilities in our website code. Our goal is to provide you with a safe, secure, and enjoyable online experience.

3. Sharing of Information

We are committed to protecting your privacy and do not sell or rent your personal information to third parties. However, we may share your information with:

3.1 Service Providers: We may share your information with third-party vendors who assist us in delivering our services, such as payment processors and cloud storage providers. These service providers are contractually obligated to protect your information and use it only for the purposes for which we disclose it to them. Our service providers play a crucial role in helping us deliver our services efficiently and effectively. We carefully select our service providers and ensure that they have robust security measures in place to protect your information. We also enter into contracts with our service providers that require them to comply with all applicable data protection laws and regulations. Our service providers may include payment processors, cloud storage providers, email marketing platforms, and customer support software providers. We only share the information that is necessary for our service providers to perform their services, and we ensure that they are not authorized to use your information for any other purpose. We are committed to protecting your privacy and ensuring that your information is handled securely by our service providers.

3.2 Legal Requirements: We may disclose your information if required by law, court order, or government request. This includes complying with legal obligations, responding to subpoenas, and protecting our rights and interests. We are committed to complying with all applicable laws and regulations, including data protection laws. We may be required to disclose your information in response to a legal request, such as a subpoena, court order, or government investigation. We will only disclose your information if we have a good faith belief that it is necessary to comply with the law, protect our rights, or prevent fraud or other illegal activity. We will also take reasonable steps to notify you of any legal request for your information, unless we are prohibited from doing so by law or court order. We are committed to protecting your privacy and ensuring that your information is only disclosed when required by law.

3.3 Business Transfers: In the event of a merger, sale, or acquisition, your information may be transferred to the new entity. We will ensure that your information is protected in accordance with this Privacy Policy and applicable data protection laws. In the event that Clave HR is involved in a merger, sale, or acquisition, your information may be transferred to the new entity. We will take reasonable steps to ensure that your information is protected in accordance with this Privacy Policy and all applicable data protection laws. We will also notify you of any such transfer and provide you with the opportunity to opt out of the transfer, if required by law. Our goal is to ensure that your privacy is protected even in the event of a business transfer.

4. Data Security

We are committed to ensuring the security and confidentiality of your personal data. To prevent unauthorized access, disclosure, alteration, or destruction, we have implemented a comprehensive suite of technical, administrative, and physical safeguards that are designed to protect your information. These measures are regularly reviewed and updated to address new and emerging security threats, and are aligned with industry best practices and applicable legal and regulatory requirements. Our data security program is designed to ensure the ongoing confidentiality, integrity, and availability of your personal data, and to minimize the risk of data breaches or other security incidents. We also provide regular training to our employees on data security best practices, and we require our third-party service providers to adhere to strict security standards. However, it is important to note that no method of transmission over the Internet or method of electronic storage is completely secure, and we cannot guarantee the absolute security of your personal data.

4.1 Security Measures: We employ a multi-layered approach to data security, incorporating a range of measures to protect your information.

4.1.1 Encryption: We utilize industry-standard encryption protocols, such as Transport Layer Security (TLS) and Advanced Encryption Standard (AES), to protect your data both in transit and at rest. Encryption is the process of converting data into an unreadable format, rendering it unintelligible to unauthorized parties. When your data is transmitted over the Internet, it is encrypted to prevent eavesdropping or interception. When your data is stored on our servers, it is encrypted to protect it from unauthorized access. We regularly review and update our encryption practices to ensure that they are aligned with industry best practices and legal requirements. Our encryption keys are securely managed and protected to prevent unauthorized access. We also use encryption to protect sensitive data that is stored on our employees' laptops and mobile devices. By implementing robust encryption measures, we aim to safeguard your data and maintain its confidentiality and integrity.

4.1.2 Firewalls: We maintain a robust firewall infrastructure to control and monitor network traffic, preventing unauthorized access to our systems and data. Firewalls act as a barrier between our internal network and the external Internet, examining incoming and outgoing traffic and blocking any traffic that does not meet our security criteria. Our firewalls are configured with strict rules and policies to minimize the risk of unauthorized access. We regularly review and update our firewall rules to address new and emerging security threats. We also use intrusion detection and prevention systems to monitor our network for suspicious activity and to automatically block or mitigate potential attacks. Our firewall infrastructure is designed to provide a comprehensive defense against a wide range of security threats, including hacking attempts, malware infections, and denial-of-service attacks. By implementing a strong firewall infrastructure, we aim to protect our systems and data from unauthorized access and maintain the security and integrity of our online environment.

4.1.3 Regular Security Audits: We conduct regular security audits and vulnerability assessments to identify and address potential weaknesses in our systems and processes. These audits are performed by both internal and external security experts, who assess our security controls, policies, and procedures to ensure that they are effective and up-to-date. Our security audits cover a wide range of areas, including network security, application security, data security, and physical security. We use the results of our security audits to identify areas for improvement and to implement corrective actions to address any identified vulnerabilities. We also conduct regular penetration testing to simulate real-world attacks and to assess the effectiveness of our security controls. Our security audit program is designed to provide ongoing assurance that our systems and data are protected against security threats. By conducting regular security audits, we aim to maintain a strong security posture and to minimize the risk of data breaches or other security incidents.

4.2 Data Breach Notification: In the event of a data breach, we have established procedures for promptly investigating the incident, mitigating any potential harm, and complying with all applicable data breach notification laws.

4.2.1 Investigation: Upon becoming aware of a suspected data breach, we will immediately initiate a thorough investigation to determine the nature and scope of the incident. This investigation will involve identifying the affected systems and data, assessing the potential impact on individuals, and determining the root cause of the breach. We will also engage with external security experts and legal counsel as needed to ensure that our investigation is comprehensive and objective. Our investigation will be conducted in accordance with industry best practices and applicable legal and regulatory requirements. We will document our investigation findings and use them to develop and implement corrective actions to prevent future breaches. Our goal is to quickly and accurately assess the extent of any data breach and to take appropriate steps to mitigate any potential harm to individuals. By conducting thorough investigations, we aim to protect the privacy and security of your personal data.

4.2.2 Notification: If we determine that a data breach has occurred that poses a risk to your personal data, we will provide you with timely and transparent notification as required by applicable data breach notification laws. This notification will include information about the nature of the breach, the types of personal data that were affected, the steps we have taken to mitigate the harm, and the steps you can take to protect yourself. We will provide this notification in a clear and conspicuous manner, using a method that is reasonably likely to reach you. We will also provide notification to any applicable regulatory authorities as required by law. Our data breach notification procedures are designed to comply with all applicable legal and regulatory requirements, including those of the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). We are committed to providing you with accurate and timely information about any data breach that may affect your personal data. By providing transparent notification, we aim to empower you to take appropriate steps to protect yourself and to maintain your trust in our commitment to data security.

4.2.3 Mitigation: In the event of a data breach, we will take prompt and effective steps to mitigate any potential harm to affected individuals. These steps may include resetting passwords, monitoring accounts for suspicious activity, providing credit monitoring services, and offering identity theft protection. We will also work with law enforcement and other relevant authorities to investigate the breach and to bring the perpetrators to justice. Our mitigation efforts will be tailored to the specific circumstances of the breach and will be designed to minimize the risk of further harm to individuals. We will also implement corrective actions to address the root cause of the breach and to prevent future incidents. Our data breach mitigation procedures are designed to comply with all applicable legal and regulatory requirements. We are committed to taking all reasonable steps to protect affected individuals and to restore their trust in our commitment to data security. By implementing effective mitigation measures, we aim to minimize the impact of any data breach and to protect the privacy and security of your personal data.

5. Your Rights

As a data subject, you possess certain inalienable rights concerning your personal information, which we are committed to upholding in accordance with applicable data protection laws, including but not limited to the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).

5.1 Access, Correct, or Delete Your Personal Information: You maintain the right to access, rectify, or erase your personal data maintained by us. Should you wish to exercise these rights, kindly direct your request, specifying the precise nature of your inquiry, to contact@clavehr.in. We shall endeavor to respond to your request within the statutory timeframe.

5.1.1 Access: You are entitled to request confirmation as to whether or not personal data concerning you is being processed, and, where that is the case, access to the personal data and the following information: the purposes of the processing; the categories of personal data concerned; the recipients or categories of recipient to whom the personal data have been or will be disclosed; the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period.

5.1.2 Correction: You have the prerogative to demand the rectification of inaccurate personal data concerning you without undue delay. Taking into account the purposes of the processing, you have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

5.1.3 Deletion: You possess the right to request the erasure of personal data concerning you without undue delay, and we shall have the obligation to erase personal data without undue delay where one of the following grounds applies: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent on which the processing is based; you object to the processing and there are no overriding legitimate grounds for the processing; the personal data have been unlawfully processed; the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which we are subject.

5.2 Opt Out of Marketing Communications: You retain the unfettered right to opt out of receiving marketing communications from us at any juncture. This can be effectuated by utilizing the "unsubscribe" link embedded within our email communications or by directly contacting us, whereupon we shall promptly desist from dispatching further marketing materials.

5.3 Request Data Portability or Restriction of Processing: Subject to the provisions of applicable data protection legislation, you may possess the right to request data portability or the imposition of restrictions on processing under certain delineated circumstances.

5.3.1 Data Portability: You may have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from us, where: (a) the processing is based on consent or on a contract; and (b) the processing is carried out by automated means.

5.3.2 Restriction of Processing: You may have the right to obtain from us restriction of processing where one of the following applies: (a) the accuracy of the personal data is contested by you, for a period enabling us to verify the accuracy of the personal data; (b) the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead; (c) we no longer need the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defense of legal claims; (d) you have objected to processing pursuant to Article 21(1) of the GDPR pending the verification whether our legitimate grounds override yours.

6. Cookies Policy

Our website employs cookies to enhance user experience and facilitate website functionality. Users retain the autonomy to manage cookie preferences through their respective browser settings. By utilizing our website, you expressly consent to the deployment of cookies in accordance with the stipulations outlined in this Cookies Policy. This policy is designed to provide transparency regarding our use of cookies and their impact on your browsing experience.

6.1 What are Cookies: Cookies are diminutive text files, comprised of alphanumeric identifiers, that are stored on your device—be it a computer, tablet, or smartphone—when you access our website. These files serve as a mechanism for websites to remember your actions and preferences (such as login details, language settings, font size, and other display preferences) over a specified period, obviating the need for you to re-enter such information each time you return to the site or navigate from one page to another.

6.2 How We Use Cookies: We leverage cookies for a multitude of purposes, aimed at optimizing website performance, personalizing user experience, and gathering analytical insights. These purposes include, but are not limited to:

6.2.1 Authentication: We utilize cookies to authenticate your identity when you visit our website, thereby enabling us to personalize your experience and provide you with access to restricted content or features.

6.2.2 Performance: We employ cookies to monitor website performance metrics, such as page load times, server response rates, and error occurrences. This data enables us to identify and rectify performance bottlenecks, thereby enhancing the overall user experience.

6.2.3 Analytics: We harness cookies to gather anonymized and aggregated data pertaining to user behavior on our website. This data is analyzed to discern usage patterns, demographic trends, and areas for improvement, ultimately informing our website optimization efforts and enhancing our understanding of user needs.

6.3 Types of Cookies We Use: We deploy the following categories of cookies on our website:

6.3.1 Session Cookies: These are temporary cookies that are automatically expunged from your device upon closure of your browser session. They are primarily used to maintain session state and facilitate seamless navigation throughout the website.

6.3.2 Persistent Cookies: These cookies endure on your device for a pre-defined duration, as specified in the cookie's parameters. They are employed to remember your preferences and settings across multiple browsing sessions, thereby providing a more personalized and convenient user experience.

6.3.3 Third-Party Cookies: These cookies are provisioned by third-party entities, such as analytics providers or advertising networks, and may be utilized to track your browsing activity across multiple websites. We exercise due diligence in selecting our third-party partners and ensure that they adhere to stringent data protection standards.

6.4 How to Control Cookies: You possess the prerogative to control the deployment of cookies through your browser settings. Most modern browsers afford you the option to block or delete cookies, either selectively or comprehensively. However, please be advised that disabling or deleting cookies may impair certain functionalities of our website and diminish your overall user experience. Consult your browser's documentation for detailed instructions on managing cookie preferences.

7. Third-Party Links

Our website may, for your convenience and informational purposes, contain hyperlinks to external websites operated by third parties. It is imperative to acknowledge that we exercise no control over the content, privacy policies, or practices of these external sites. Consequently, we disclaim any responsibility or liability for the data collection and usage practices employed by such third-party websites. We strongly advise you to exercise caution and prudence when navigating to these external sites and to meticulously review their respective privacy policies prior to divulging any personal information. Your interaction with these linked websites is governed solely by the terms and conditions and privacy policies of those specific websites.

7.1 Third-Party Websites: Our website may incorporate links to external digital domains that are neither owned nor under our direct control. These links are provided solely as a convenience to you, and their inclusion does not constitute an endorsement by Clave HR of the content, products, services, or viewpoints offered or expressed on these external platforms. We bear no responsibility for ensuring the accuracy, legality, or appropriateness of any content or information presented on these third-party websites.

7.2 Disclaimer: To the fullest extent permitted by applicable law, we hereby disclaim all warranties, express or implied, as to the accuracy, validity, legality, or otherwise of any materials or information contained on third-party websites accessible through links provided on our website. Your utilization of these third-party websites is undertaken entirely at your own volition and risk. We shall not be held liable for any damages, losses, or liabilities arising out of or in connection with your access to or use of such third-party websites. It is your responsibility to take all necessary precautions to ensure that any content you access from these external sources is free of viruses, malware, or other harmful components.

8. Updates to This Policy

We reserve the right to modify or amend this Privacy Policy at any time, without prior notice, to reflect changes in our data processing practices, technological advancements, legal requirements, or for any other legitimate business purpose. Any such modifications shall become effective immediately upon the posting of the revised Privacy Policy on our website, with the updated effective date clearly indicated at the top of the document.

8.1 Policy Changes: We may, at our sole discretion, update this Privacy Policy periodically to ensure its continued accuracy and compliance with applicable laws and regulations. These updates may encompass, but are not limited to, revisions to our data collection, usage, and security practices. We encourage you to revisit this Privacy Policy regularly to remain apprised of any changes that may affect your rights and obligations.

8.2 Notification: While we may, at our discretion, provide notification of material changes to this Privacy Policy via email or by prominently posting a notice on our website, it is your affirmative responsibility to periodically review this Privacy Policy for any updates or modifications. Your continued use of our services following the posting of any changes to this Privacy Policy constitutes your acceptance of those changes. If you do not agree with the terms of the revised Privacy Policy, you must discontinue your use of our services immediately.

9. Contact Information

If you have any inquiries, concerns, or require clarification regarding these Terms and Conditions, or if you wish to report a potential violation of these terms, we encourage you to contact us through the following channels:

9.1. Email Communication: For electronic correspondence, please direct your communications to contact@clavehr.in. We endeavor to acknowledge receipt of your email within one business day and provide a substantive response within two business days. Please ensure that your email includes sufficient detail to allow us to address your inquiry effectively.

9.2. Telephonic Communication: You may contact us via telephone at 9884058529 during our business hours, which are Monday to Friday, 9:00 AM to 6:00 PM Indian Standard Time (IST). Please note that while we strive to answer all calls promptly, there may be instances where immediate assistance is not possible. In such cases, we recommend sending an email to ensure a timely response.

9.3. Formal Legal Notices: For formal legal notices, demands, and other official correspondence requiring a written record, please send a physical communication to our registered office address, as duly listed and maintained on our official website. Please ensure that all such communications are sent via certified mail with return receipt requested to confirm delivery.

9.4. Acknowledgment and Acceptance: By accessing or utilizing our website and services, you hereby acknowledge that you have carefully read, fully understood, and voluntarily agree to be unconditionally bound by these Terms and Conditions, which constitute a legally binding agreement between you, the user, and Clave HR. Your continued use of our website and services signifies your unequivocal and express acceptance of these terms, as they may be lawfully amended, modified, or supplemented by us from time to time. If you do not agree with any provision or aspect of these terms, you must immediately discontinue any and all use of our services.