Privacy Policy

1. Overview & Introduction

Welcome to AIVAHR.ai ("AIVAHR", "we", "our", or "us"). We value the trust that our customers, partners, employees, and website visitors place in us, and we recognize that protecting personal information is a fundamental responsibility. Privacy, security, and transparency are central to how we design, develop, and deliver our Human Resource Management System ("HRMS") and related digital services. This Privacy Policy explains how AIVAHR.ai collects, uses, stores, processes, shares, and safeguards personal information when you access or use our website, software platform, mobile applications, APIs, integrations, and any other products or services that reference this Privacy Policy (collectively referred to as the "Platform" or "Services"). It also describes the choices available to you regarding your personal information and the measures we take to ensure that such information is handled responsibly and in accordance with applicable privacy and data protection laws. As an AI-powered Human Resource Management System, AIVAHR.ai enables organizations to streamline and automate critical human resource functions, including employee lifecycle management, payroll processing, attendance tracking, leave management, recruitment, performance management, employee self-service, manager self-service, compliance management, workflow automation, reporting, and AI-powered workforce insights. Delivering these services requires us to process different categories of information on behalf of our customers while maintaining appropriate safeguards to ensure confidentiality, integrity, and availability of that information.

We understand that the information entrusted to us often includes sensitive business records and employee-related data that organizations rely on for their day-to-day operations. Accordingly, we are committed to maintaining appropriate administrative, technical, and organizational measures designed to protect such information against unauthorized access, disclosure, alteration, loss, or misuse. Our approach to privacy is guided by internationally recognized data protection principles, including transparency, accountability, data minimization, purpose limitation, security, and respect for individual privacy rights. This Privacy Policy applies to information collected through our website, customer portal, software applications, support services, communications, marketing activities, demonstrations, webinars, and any other interaction with AIVAHR.ai where this Privacy Policy is made available. It should be read together with our Terms of Service, Cookie Policy, Data Processing Agreement (where applicable), Security Policy, and any contractual agreements entered into between AIVAHR.ai and its customers. By accessing our website, creating an account, requesting a product demonstration, subscribing to our Services, or otherwise interacting with AIVAHR.ai, you acknowledge that you have read, understood, and agree to the collection, processing, storage, and disclosure of your information as described in this Privacy Policy. If you are using our Services on behalf of an organization, you represent and warrant that you are authorized to accept this Privacy Policy on behalf of that organization and that the organization agrees to be bound by its terms. Where required under applicable law, AIVAHR.ai will obtain appropriate consent before collecting or processing personal information. In circumstances where consent is not the legal basis for processing, we will process personal information only where another lawful basis exists, including the performance of a contract, compliance with legal obligations, legitimate business interests, or other lawful grounds recognized under applicable data protection legislation. Because privacy regulations and technology continue to evolve, AIVAHR.ai may update this Privacy Policy periodically to reflect changes in our products, services, legal obligations, security practices, or operational requirements. Whenever material changes are made, we will update the "Last Updated" date at the beginning of this document and, where required by law, provide additional notice through our website, customer portal, or other appropriate communication channels. Our objective is to ensure that every individual and organization using AIVAHR.ai clearly understands what information is collected, why it is collected, how it is used, who it may be shared with, how long it is retained, and what rights individuals have regarding their personal information. We encourage you to read this Privacy Policy carefully and contact us if you have any questions regarding our privacy practices or the way your information is handled.

2. Scope of this Privacy Policy

This Privacy Policy applies to all individuals and organizations that interact with AIVAHR.ai, regardless of whether they access our Services through our public website, customer portal, mobile applications, APIs, integrated third-party services, or other digital channels operated or managed by AIVAHR.ai. The Policy governs the collection and processing of information in connection with the delivery, administration, maintenance, improvement, and support of our Services. The Policy applies to several categories of users, including prospective customers exploring our products, organizations subscribing to our HRMS platform, administrators managing organizational accounts, managers using managerial features, employees accessing Employee Self-Service (ESS) functionality, recruiters utilizing recruitment modules, candidates applying for employment opportunities through our recruitment workflows, vendors interacting with our business operations, and visitors who browse our website or communicate with our support or sales teams. Regardless of how an individual interacts with AIVAHR.ai, we are committed to handling personal information responsibly and in accordance with applicable legal requirements. For customers using AIVAHR.ai as their Human Resource Management System, the organization generally determines the purposes and means of processing employee information stored within the Platform. In such circumstances, the customer acts as the data controller or equivalent legal entity under applicable privacy laws, while AIVAHR.ai processes such information as a service provider or data processor solely for the purpose of delivering the contracted Services and in accordance with the customer's documented instructions, applicable agreements, and relevant legal obligations. This Privacy Policy applies only to information collected and processed by AIVAHR.ai. It does not apply to third-party websites, applications, services, or platforms that may be linked to or integrated with our Services. Customers may choose to connect AIVAHR.ai with external software providers, authentication services, communication platforms, payroll systems, productivity tools, cloud storage providers, or other business applications. Such third-party services operate independently and are governed by their own privacy policies, terms of use, and data handling practices. We encourage users to review those policies before providing personal information to any third party. Certain features of our Platform may be subject to additional contractual terms, customer agreements, regional privacy notices, or product-specific documentation. Where those documents impose additional obligations or provide supplementary information regarding the processing of personal information, they should be read together with this Privacy Policy. In the event of any conflict between this Privacy Policy and a separately executed customer agreement relating specifically to data protection or privacy, the terms of that agreement shall prevail to the extent of the inconsistency. Our Services are intended primarily for business and organizational use. While employees and authorized users may access the Platform to manage their employment-related information, the Services are not intended for personal, household, or consumer use outside the employment or organizational context. Accordingly, the information processed through the Platform is generally limited to that which is necessary to facilitate workforce management, HR administration, regulatory compliance, and other legitimate business purposes. This Privacy Policy applies regardless of the geographic location from which our Services are accessed. However, because privacy and data protection laws differ across jurisdictions, certain rights, obligations, or disclosures described in this Policy may apply only where required under the laws applicable to a particular customer, organization, or individual. AIVAHR.ai is committed to adapting its privacy practices to comply with applicable legal requirements in the jurisdictions in which it operates and serves customers.

3. Definitions

For the purposes of this Privacy Policy, the following terms shall have the meanings set forth below unless the context otherwise requires. "AIVAHR.ai," "AIVAHR," "Company," "we," "our," or "us" refers to AIVAHR.ai, including its website, software platform, applications, APIs, products, services, affiliates, successors, and authorized representatives responsible for providing the Services described in this Privacy Policy. "Platform" refers collectively to the AIVAHR.ai website, web applications, mobile applications, software-as-a-service (SaaS) solutions, APIs, dashboards, customer portals, integrations, documentation, and all related services operated by or on behalf of AIVAHR.ai. "Services" refers to all products, solutions, features, modules, applications, APIs, AI-powered capabilities, customer support, consulting services, implementation services, training resources, and related offerings made available by AIVAHR.ai. These Services include, but are not limited to, employee lifecycle management, payroll processing, attendance management, leave management, recruitment, performance management, employee self-service, manager self-service, workflow automation, compliance management, analytics, reporting, and AI-powered HR insights. "Customer" refers to any business entity, organization, institution, enterprise, partnership, governmental body, or other legal entity that subscribes to, purchases, accesses, or otherwise uses the Services provided by AIVAHR.ai. "User" refers to any individual who accesses or interacts with the Platform, including but not limited to administrators, HR professionals, managers, recruiters, employees, contractors, consultants, support personnel, candidates, website visitors, or any other person authorized by a Customer to use the Services. "Administrator" refers to an individual designated by a Customer with authority to configure organizational settings, manage user accounts, assign permissions, access administrative functions, and oversee the organization's use of the Platform. "Employee" refers to any individual whose employment-related information is managed, processed, or stored within the Platform by or on behalf of a Customer. This includes permanent employees, temporary employees, interns, consultants, contractors, freelancers, and any other workforce members as defined by the Customer. "Candidate" refers to any individual whose personal information is submitted to the Platform as part of recruitment, hiring, interview scheduling, onboarding, or talent acquisition activities conducted by a Customer. "Personal Data" means any information that identifies, relates to, describes, or can reasonably be associated with an identified or identifiable natural person. Personal Data may include names, identification numbers, contact information, employment details, online identifiers, location information, financial information, or any combination of data capable of identifying an individual. "Sensitive Personal Data" refers to categories of information that may receive additional protection under applicable laws, including financial information, government-issued identification numbers, payroll information, tax-related records, biometric data where applicable, health-related information where authorized, and any other information classified as sensitive under applicable legislation. "Customer Data" refers to all information, documents, records, files, communications, employee information, organizational information, payroll data, attendance records, recruitment records, performance evaluations, workflow data, analytics, reports, and other content uploaded, transmitted, stored, generated, or processed by Customers through the Platform. "Processing" means any operation or set of operations performed on Personal Data, whether by automated or manual means. Processing includes collecting, recording, organizing, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing, transmitting, sharing, restricting, archiving, anonymizing, pseudonymizing, deleting, or destroying Personal Data. "Data Controller" refers to the organization or entity that determines the purposes and means of processing Personal Data. In most circumstances involving Customer employee information, the Customer acts as the Data Controller. "Data Processor" refers to the entity that processes Personal Data on behalf of a Data Controller. Unless otherwise specified by applicable law or contract, AIVAHR.ai acts as a Data Processor when processing employee-related information on behalf of its Customers. "Third-Party Service Provider" refers to any external organization or vendor engaged by AIVAHR.ai to support the delivery of the Services, including cloud hosting providers, analytics providers, communication platforms, customer support providers, payment processors, infrastructure providers, authentication services, and similar service providers. "Applicable Law" refers to all laws, regulations, statutory instruments, governmental requirements, judicial decisions, and regulatory guidance applicable to the collection, processing, storage, transfer, disclosure, or protection of Personal Data, including but not limited to data protection, employment, cybersecurity, and privacy legislation in relevant jurisdictions.

4. Information We Collect

The information processed by AIVAHR.ai varies depending on the nature of the Services used, the configuration selected by each Customer, the features enabled within the Platform, and the manner in which users interact with our website or applications. We collect only the information that is reasonably necessary to deliver our Services, maintain platform security, fulfill contractual obligations, comply with applicable legal requirements, improve user experience, and support the legitimate business purposes described in this Privacy Policy. Information may be collected directly from users, automatically through technical means, from authorized representatives of Customer organizations, from integrated third-party services approved by Customers, or through lawful business interactions such as product demonstrations, customer onboarding, implementation activities, support requests, marketing communications, surveys, webinars, and events. We do not knowingly collect information beyond what is necessary for the purposes for which it is processed, and we strive to apply the principles of data minimization and purpose limitation throughout our operations. As an enterprise Human Resource Management System, AIVAHR.ai processes a wide variety of employment-related information on behalf of Customer organizations. The exact categories of information processed depend upon the modules, workflows, and services selected by each Customer. For example, organizations using payroll functionality may provide salary structures, tax-related information, statutory deductions, reimbursement records, bank account information, and payroll history, whereas organizations using recruitment features may process candidate resumes, interview schedules, application records, communication history, offer letters, and onboarding documentation. Similarly, attendance and workforce management modules may process attendance logs, work schedules, leave balances, shift assignments, timesheets, holiday calendars, overtime records, and other workforce-related operational data. When individuals visit our website or interact with our marketing materials, we may collect information voluntarily submitted through contact forms, newsletter subscriptions, event registrations, webinar participation, demo requests, customer support communications, or feedback surveys. Such information may include names, business contact details, company names, job titles, industry information, communication preferences, and any additional information voluntarily provided by the individual. This information enables us to respond to inquiries, schedule demonstrations, provide customer support, improve our services, and communicate relevant updates regarding our products and offerings. In addition to information provided directly by users and Customers, our systems automatically collect certain technical and operational information whenever the Platform or website is accessed. Such information may include Internet Protocol (IP) addresses, browser type and version, operating system, device identifiers, language preferences, geographic region inferred from IP addresses, pages viewed, session duration, clickstream data, referring websites, timestamps, authentication logs, application performance metrics, diagnostic information, error reports, security events, and other technical information necessary for maintaining service reliability and protecting the Platform from unauthorized activity. This information assists us in identifying security threats, detecting fraudulent activity, troubleshooting technical issues, monitoring system performance, and continuously improving the quality and stability of our Services. Where Customers choose to integrate AIVAHR.ai with third-party applications or enterprise systems, we may receive information from those integrations solely to facilitate the requested functionality. Such integrations may include identity providers, payroll systems, accounting platforms, productivity tools, calendar applications, email services, cloud storage providers, communication platforms, or other enterprise software selected by the Customer. Information received through these integrations is processed only to the extent necessary to provide the requested Services and in accordance with applicable agreements and customer instructions. AIVAHR.ai may also generate derived information based on the data processed within the Platform. Derived information may include aggregated statistics, operational metrics, workforce trends, reporting dashboards, compliance summaries, productivity indicators, and AI-assisted analytical insights designed to assist Customers in understanding workforce patterns and improving organizational decision-making. Wherever reasonably possible, aggregated or anonymized information is prepared in a manner that does not identify individual users or employees. Such anonymized information may be used to improve our products, enhance platform functionality, conduct research, develop new features, and generate industry-level insights, provided that no individual Customer or employee can be reasonably identified from such information. We recognize that Customers entrust us with information that may be confidential, commercially sensitive, or subject to legal and regulatory obligations. Accordingly, we implement administrative, technical, and organizational safeguards intended to ensure that information is collected only through lawful means, processed for legitimate purposes, retained only for appropriate periods, and protected against unauthorized access, disclosure, alteration, or destruction. Our collection practices are designed to support the secure and reliable delivery of enterprise HR services while respecting the privacy expectations of Customers and their workforce.

5. Categories of Personal Information We Process

Depending on the Services selected by a Customer, the manner in which the Platform is configured, and the role assigned to individual users, AIVAHR.ai may process different categories of Personal Data. We are committed to collecting and processing only the information that is reasonably necessary to provide our Services, fulfill contractual obligations, maintain platform security, comply with applicable legal requirements, and continuously improve the functionality and reliability of our Platform. The categories of Personal Data processed by AIVAHR.ai generally include information relating to the identification of users, employment administration, workforce management, recruitment, payroll processing, compliance, communication, authentication, system security, and customer support. The exact categories of information processed may differ between organizations depending on the modules they enable and the features they actively use. Identification information may include an individual's full name, employee identification number, photograph, date of birth where required, gender where voluntarily provided or required for lawful employment purposes, nationality where applicable, government-issued identification numbers where legally required, professional designation, department, reporting manager, office location, employment status, and other information necessary to uniquely identify individuals within an organization. Such information enables Customers to effectively administer their workforce and ensures that organizational records remain accurate and up to date throughout the employee lifecycle. Contact information processed by the Platform may include business email addresses, personal email addresses where provided by the Customer, telephone numbers, emergency contact information, office addresses, residential addresses where required for employment administration, communication preferences, and other contact details necessary to facilitate business operations and employee communication. Customers remain responsible for ensuring that the collection and use of such information complies with applicable employment and privacy laws. Employment-related information constitutes one of the primary categories of data processed within the Platform. This information may include employment commencement dates, probation details, confirmation dates, employment history, job titles, reporting structures, departments, work locations, employment classifications, contract types, shift assignments, organizational hierarchy, designation history, promotions, transfers, resignations, separation details, and other employment lifecycle information maintained by the Customer. Financial and payroll-related information may also be processed where Customers utilize payroll management functionality. Such information may include salary structures, compensation history, allowances, reimbursements, incentives, bonuses, statutory deductions, tax-related information, provident fund contributions, insurance deductions, banking information, payroll calculations, payment history, payslips, expense claims, and other compensation-related records required for payroll administration. AIVAHR.ai processes such information solely for the purposes authorized by the Customer and in accordance with applicable contractual and legal obligations. Attendance and workforce management information may include attendance records, check-in and check-out timestamps, work schedules, shift assignments, overtime records, leave balances, leave requests, holiday calendars, timesheets, remote work status, attendance exceptions, workforce utilization metrics, and other operational information required to support attendance management and workforce planning. Performance management information processed through the Platform may include performance reviews, appraisal records, performance goals, competency assessments, development plans, manager feedback, employee self-assessments, training records, recognition programs, skill profiles, certification records, learning progress, and other information used by Customers to support employee development and organizational performance initiatives. Recruitment and talent acquisition information may include candidate profiles, resumes, curriculum vitae, employment applications, interview schedules, interview evaluations, recruitment notes, communication history, assessment results, offer letters, onboarding documentation, background verification status where applicable, hiring decisions, and other information provided by candidates or collected during the recruitment process. Customers remain responsible for ensuring that candidate information is collected and processed lawfully and transparently. Technical and security-related information may include usernames, encrypted passwords, authentication records, login timestamps, IP addresses, browser information, device identifiers, session identifiers, application usage logs, audit trails, security alerts, access permissions, API activity, system events, and diagnostic information generated through normal operation of the Platform. This information is essential for protecting the integrity, confidentiality, and availability of the Services and for detecting, preventing, and investigating unauthorized activity or potential security incidents. In limited circumstances and where authorized by applicable law or Customer configuration, the Platform may process additional categories of information necessary to support specific HR functions, regulatory compliance, or organizational workflows. Such processing shall always be limited to the purposes for which the information was collected and shall be subject to appropriate security safeguards consistent with this Privacy Policy and applicable contractual obligations. AIVAHR.ai does not intentionally collect excessive or unnecessary Personal Data. We continually review our data collection practices to ensure that the information processed through the Platform remains relevant, proportionate, and appropriate for the legitimate purposes for which our Services are provided.

6. Employee, Candidate, and Organizational Data

As an enterprise Human Resource Management System, AIVAHR.ai primarily processes information on behalf of Customer organizations. In most circumstances, the organization subscribing to the Platform determines what employee information is collected, the purposes for which it is processed, the duration for which it is retained, and the individuals who may access such information. Accordingly, Customers generally act as the Data Controller, while AIVAHR.ai acts as a Data Processor, processing information solely in accordance with the Customer's documented instructions, applicable agreements, and relevant legal requirements. Employee information processed through the Platform is provided by Customers during implementation, ongoing workforce administration, recruitment, onboarding, payroll processing, attendance management, performance management, compliance activities, or other HR operations. Such information is processed exclusively for the purpose of delivering the Services requested by the Customer and is not used by AIVAHR.ai for independent commercial purposes, marketing activities, or unrelated business operations unless expressly permitted by applicable law or authorized by the Customer. Throughout the employment lifecycle, Customers may maintain comprehensive workforce records using AIVAHR.ai. These records may include employee profiles, organizational assignments, reporting relationships, attendance history, leave balances, payroll records, reimbursement requests, statutory compliance information, performance evaluations, promotion history, training participation, internal transfers, disciplinary records where applicable, resignation information, separation documentation, exit checklists, and employment-related communications. The Platform is designed to centralize these records within a secure environment while allowing Customers to configure role-based access controls that restrict information access to authorized personnel. For organizations utilizing recruitment functionality, AIVAHR.ai may process candidate information submitted through career portals, recruitment agencies, employee referrals, job applications, or manual entry by authorized recruiters. Candidate information is processed exclusively to facilitate recruitment, interview scheduling, application management, hiring decisions, onboarding, and other employment-related activities determined by the Customer. Unless otherwise instructed by the Customer or required by applicable law, candidate information is retained only for the period necessary to complete the recruitment process or fulfill applicable legal obligations. Organizational information maintained within the Platform may include company structures, departmental hierarchies, reporting relationships, office locations, business units, policies, workflows, approval chains, leave policies, attendance rules, payroll configurations, holiday calendars, compliance settings, and other operational information required for effective workforce management. While much of this information does not directly identify individual employees, it forms an essential part of the Customer's organizational configuration and is protected using the same security standards applied to other Customer Data. Where Customers enable Employee Self-Service (ESS) functionality, employees may review, update, or submit certain categories of employment information directly through the Platform, subject to organizational policies and administrator permissions. Similarly, Manager Self-Service (MSS) functionality enables authorized managers to review team information, approve leave requests, monitor attendance, conduct performance reviews, manage reporting employees, and perform other supervisory responsibilities. Access to such information is governed by the permissions configured by the Customer, ensuring that users can access only the information necessary for their assigned roles. AIVAHR.ai recognizes that employee and organizational information often contains commercially sensitive and confidential business information. Accordingly, we implement appropriate administrative, technical, and organizational safeguards designed to prevent unauthorized access, disclosure, alteration, or misuse of Customer Data. Our personnel access Customer information only where such access is necessary to provide technical support, resolve service issues, perform maintenance, ensure platform security, or otherwise fulfill contractual obligations, and such access is subject to strict confidentiality obligations and internal access controls. Except as required to deliver the Services, comply with applicable legal obligations, protect the security of the Platform, or as otherwise authorized by the Customer, AIVAHR.ai does not use Customer employee information for advertising, profiling unrelated to the provision of the Services, or any independent commercial exploitation. We recognize that Customers entrust us with highly confidential workforce information, and we remain committed to processing that information responsibly, transparently, and in accordance with the highest standards of privacy and data protection.