Privacy Policy for Caldera HR

Caldera HR is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our online platform, engage with our services, or communicate with us. By using our site or services, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect various types of information for different purposes to provide and improve our comprehensive human resources solutions to you.

1.1 Personal Data You Provide Directly

When you engage with our services, inquire about our offerings, subscribe to our newsletters, or communicate with us, you may provide us with certain personally identifiable information ("Personal Data"), including but not limited to:

• Contact Information (e.g., name, email address, phone number, physical address).
• Professional Information (e.g., job title, company name, industry, resume/CV details for talent acquisition).
• Inquiry Details (e.g., specific HR needs, service interests).
• Any other information you choose to provide in your communications with us.

1.2 Data Collected Automatically (Usage Data)

As you navigate and interact with our online platform, we may automatically collect certain information about your device, browsing actions, and patterns. This Usage Data may include:

• IP address.
• Browser type and version.
• Pages of our site that you visit, time and date of your visit, and time spent on those pages.
• Referring/exit pages.
• Device identifiers.

We collect this information using technologies like cookies and similar tracking technologies. Please refer to our Cookie Policy for more details.

2. How We Use Your Information (Purposes of Processing)

Caldera HR uses the collected data for various purposes, primarily based on the legal grounds outlined in the General Data Protection Regulation (GDPR) and other applicable data protection laws:

• To Provide and Maintain Our Services: Fulfilling our contractual obligations to deliver HR Consulting, Talent Acquisition, Training & Development, Employee Relations, Compensation & Benefits, and HR Technology Implementation services. (Legal basis: Performance of a contract).
• To Improve Our Services: Analyzing usage patterns to enhance user experience, optimize our platform, and develop new features and offerings. (Legal basis: Legitimate interests of Caldera HR).
• To Communicate with You: Responding to your inquiries, providing customer support, sending service-related updates, newsletters, and marketing communications, where you have consented or where there is a legitimate interest. (Legal basis: Consent or Legitimate interests).
• For Recruitment Purposes: Processing candidate information for talent acquisition services. (Legal basis: Performance of a contract or consent).
• For Marketing: Sending you information about our services, promotions, and industry insights that may be of interest to you, based on your preferences. You can opt-out at any time. (Legal basis: Consent or Legitimate interests).
• To Ensure Security: Detecting, preventing, and addressing technical issues, fraud, or illegal activities. (Legal basis: Legitimate interests of Caldera HR; Compliance with legal obligations).
• To Comply with Legal Obligations: Fulfilling any legal or regulatory requirements. (Legal basis: Compliance with legal obligations).

3. Disclosure of Your Information

We may share your Personal Data with third parties in the following situations:

• Service Providers: We may employ third-party companies and individuals to facilitate our services (e.g., IT support, hosting, analytics, marketing assistance). These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
• Business Transfers: In the event of a merger, acquisition, or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.
• Legal Requirements: We may disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
• With Your Consent: We may disclose your Personal Data for any other purpose with your explicit consent.

4. Data Security

The security of your data is paramount to us. We implement appropriate technical and organisational measures designed to protect your Personal Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

5. Data Retention

Caldera HR will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy, including for satisfying any legal, accounting, or reporting requirements. When we no longer need to process your Personal Data for the purposes set out in this policy, we will delete or anonymise it in accordance with applicable laws.

6. Your Data Protection Rights under GDPR

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. Caldera HR aims to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data. Your principal rights under GDPR include:

• The right to access: You have the right to request copies of your Personal Data we hold.
• The right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• The right to erasure ("the right to be forgotten"): You have the right to request that we erase your Personal Data, under certain conditions.
• The right to restrict processing: You have the right to request that we restrict the processing of your Personal Data, under certain conditions.
• The right to object to processing: You have the right to object to our processing of your Personal Data, under certain conditions.
• The right to data portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
• The right to withdraw consent: Where we rely on your consent to process your Personal Data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the details provided in Section 9. We will respond to your request within one month.

7. Links to Other Sites

Our site may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

8. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. We will let you know via email and/or a prominent notice on our site, prior to the change becoming effective and update the "last updated" date at the top of this Privacy Policy. You are advised to review this Privacy Policy periodically for any changes.

9. Contact Us

If you have any questions about this Privacy Policy, your data, or would like to exercise any of your data protection rights, please contact us:

• Company Name: Caldera HR
• Address: unnamed road, Strathaven, ML10 6WS, UK

This Privacy Policy is effective as of 25.07.2024.