Privacy Policy

365 HR Solutions(“we”, “us”, “our”) provides a cloud-based human resources platform, including a web application, mobile applications for iOS and Android, and this website (together, the “Services”).

We handle personal information in two different roles:

• As a controllerfor information about visitors to our website, people who contact us, and the account holders of the companies that subscribe to the Services (“Customers”).
• As a processor (service provider)for information that Customers put into the Services about their employees and staff (“Customer Data”). The Customer is the controller of that information and decides why and how it is processed. We process it only on the Customer's instructions and to provide the Services.

If you are an employee of one of our Customers, your employer is responsible for your data. Please contact your employer first with questions or requests about it; we will assist them.

Information you give us

• Sign-up and account details: company name, workspace name, and the name, email address and phone number of the administrator.
• Enquiries: the name, email address, company, phone number and message you submit through our contact or purchase forms, including the plan, add-ons and team size you are interested in.

Customer Data processed within the Services

Depending on the modules a Customer uses, Customer Data may include:

• Employee records: name, contact details, address, date of birth, emergency contact, department, designation, team, employment type and dates, and similar HR details.
• Financial information: bank details, salary structure, allowances, deductions and payslips.
• Attendance data: clock-in and clock-out times, breaks, the GPS location of each punch and the street address derived from it, and a photograph taken with each punch made from the mobile app.
• Leave data: leave requests, reasons, balances and approval decisions.
• Performance and training data: reviews, ratings, comments, goals, training assignments and onboarding plans.
• Documents and communications: files uploaded by the Customer, announcements, read receipts and in-app notifications.

Information collected automatically

• Technical and log data: IP address, browser and device type, and the date and time of requests, recorded in server logs for security and troubleshooting.
• Device permissions: the mobile app requests access to your camera and location only to take the attendance photo and confirm your location when you clock in or out.

We use personal information to:

• provide, operate, maintain and secure the Services;
• create workspaces and accounts, and send invitations and password-setup emails;
• deliver the features Customers use, for example verifying clock-ins against an office geofence, calculating leave, generating reports and payslips, and sending reminders and notifications;
• respond to enquiries, provide support and manage subscriptions and billing;
• send service-related messages such as security notices and changes to the Services or terms;
• detect, prevent and investigate fraud, abuse and security incidents;
• comply with legal obligations and enforce our agreements.

We do not sell personal information, and we do not use Customer Data for advertising. Where the law requires a legal basis, we rely on performance of a contract, our legitimate interests in running and securing the Services, compliance with legal obligations, and consent where the law requires it.

Some optional features (such as the AI Insights add-on, onboarding plans and the leave approval assistant) use a third-party large-language-model provider to generate summaries, explanations and suggestions. When a user requests one of these features, only the information needed for that request (for example attendance, leave, goal and review details for the employee concerned) is sent to the provider to produce the result.

AI output is advisory. It is intended to support, not replace, human judgement, and Customers remain responsible for decisions they make about their employees.

We share personal information only as described below:

• Within a Customer's workspace:Customer Data is visible to that Customer's users according to the roles and permissions the Customer configures.
• Service providers (sub-processors): companies that help us run the Services under contracts that restrict their use of the data, including cloud hosting and database providers, cloud file storage (for attendance photos and uploaded files), mapping and geocoding services (to convert coordinates into street addresses), email delivery providers, and AI model providers (for the AI features described above).
• Legal reasons: when required by law, regulation or valid legal process, or to protect the rights, property or safety of our users, the public or us.
• Business transfers: in connection with a merger, acquisition or sale of assets, subject to this policy.

A current list of sub-processors is available on request at hello@365hrsolutions.com.

Our service providers may process information in countries other than the one where you or the Customer are located, which may have different data-protection laws. Where required, we put appropriate safeguards in place for such transfers, such as contractual commitments.

We use technical and organisational measures designed to protect personal information, including:

• a separate database for each Customer workspace;
• private storage for attendance photos, accessible only to authorised users;
• role-based access controls configured by each Customer;
• token-based authentication and encrypted connections (HTTPS);
• invite-only accounts, where users set their own passwords through a secure link;
• rate limiting and bot protection on public forms.

No method of transmission or storage is completely secure. If we become aware of a security incident affecting personal information, we will notify affected Customers without undue delay and as required by law. See our Security page for more detail.

We keep Customer Data for as long as the Customer's subscription is active. After a subscription ends, the Customer may request an export of its data, and we delete or anonymise Customer Data within a reasonable period, unless we must keep it longer to comply with the law.

Enquiry and account information is kept for as long as needed to respond, maintain our business relationship and meet legal, accounting and tax obligations. Server logs are kept for a limited period for security purposes.

This website does not use advertising or analytics cookies. The web and mobile applications store a login token and basic preferences on your device (in browser storage, or the secure storage of your phone) so that you stay signed in. These are strictly necessary for the Services to work.

Depending on where you live, you may have the right to access, correct, delete or export your personal information, to object to or restrict certain processing, and to withdraw consent where processing is based on consent. You may also have the right to complain to your local data-protection authority.

If your information is Customer Data (for example, you are an employee of one of our Customers), please send your request to your employer, who controls that data. We will support them in responding.

For information we control, contact us at hello@365hrsolutions.com. We may need to verify your identity before responding.

Customers are responsible for having a lawful basis to collect and process their employees' information in the Services, including location data and photographs captured at clock-in, and for giving employees any notices or obtaining any consents required by the laws that apply to them.

The Services are intended for businesses and are not directed at children. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us and we will delete it.

We may update this Privacy Policy from time to time. We will post the updated version on this page and change the “Last updated” date. If the changes are significant, we will notify Customers by email or through the Services.

If you have questions about this Privacy Policy or how we handle personal information, contact: