1. Scope and our role
This policy applies to wellnesshrm.com, our business communications, and personal information Wellness HR handles for its own purposes. Wellness HR is the controller or business for those activities.
When an organisation uses the Wellness HR platform to manage employees, applicants, contractors, or other people, that organisation normally decides why and how the information is used. It is the controller or business, and Wellness HR acts as its processor or service provider under the customer agreement. If your employer or another Wellness HR customer submitted your information, please contact that organisation first. We support it in responding to valid requests.
This policy does not replace a customer's employee or applicant privacy notice, a data processing agreement, or any notice presented at a specific collection point.
2. Information we collect
Information you provide directly
- Name, work email, company, inquiry type, and message submitted through our contact form.
- Correspondence, meeting details, support communications, and commercial relationship information.
- Information supplied when you ask us to exercise a privacy right or report a security concern.
Information collected automatically
- IP address, browser or device user-agent, request time, and technical delivery status for contact inquiries.
- Security and server logs needed to deliver, protect, diagnose, and maintain the website and services.
Customer-controlled platform information
Depending on the modules a customer configures, the platform can process identifiers and contact details; job, organisation, attendance, shift and leave records; payroll, tax, bank and benefits information; recruitment, onboarding and offboarding information; performance, learning and survey records; uploaded documents; device data; and account, permission and audit records. Wellness HR does not determine which of these categories a customer chooses to collect.
Please do not include sensitive personal information in a website inquiry unless it is necessary for us to respond.
3. Why we use information and our legal bases
The legal basis depends on the relationship, location, and context. Where laws such as the GDPR or UK GDPR require a legal basis, we rely on the following:
| Purpose | Typical legal basis |
|---|---|
| Respond to an inquiry, arrange a demo, or take requested pre-contract steps | Contract steps and our legitimate interest in answering business inquiries |
| Operate, secure, troubleshoot, and prevent misuse of the website and services | Legitimate interests and, where applicable, legal obligations |
| Manage customer and supplier relationships, billing, support, and records | Contract performance and legitimate business administration |
| Comply with law, enforce agreements, and establish or defend legal claims | Legal obligation and legitimate interests |
| Send optional marketing communications | Consent where required, or legitimate interests where law permits; every message offers an opt-out |
Where consent is the basis, you may withdraw it at any time without affecting processing that occurred before withdrawal. Providing contact-form fields is voluntary, but we cannot respond without the required name, email, inquiry type, and message.
5. International transfers
Wellness HR, its customers, and service providers may operate in different countries. Information may therefore be processed outside the country where it was collected, where privacy laws may differ.
Where a transfer is restricted, we use or require a lawful transfer mechanism appropriate to the jurisdiction, such as an adequacy decision, approved contractual clauses, or another permitted safeguard, and apply supplementary technical and organisational measures where appropriate. You may contact us for information about the safeguard relevant to your data.
6. Retention
We keep personal information only for as long as reasonably necessary for the purpose described in this policy, including to maintain a business record, provide a service, meet tax or legal requirements, protect the service, resolve disputes, and enforce agreements. We then delete, anonymise, or securely isolate it unless continued retention is required by law.
Retention depends on the information's nature and sensitivity, the reason it was collected, contractual commitments, risk of harm, applicable limitation periods, and legal requirements. Customer-controlled platform information is retained according to the customer agreement and the customer's instructions.
8. Security
We use administrative, technical, and organisational measures designed for the nature of the information and the risks involved. No method of transmission or storage is completely secure. Our current safeguards and reporting channel are summarised in the Security Statement.
9. Your privacy rights and choices
Depending on applicable law, you may have the right to ask for access, confirmation, correction, deletion, anonymisation, restriction, objection, portability, or information about recipients and transfers. You may also withdraw consent, opt out of marketing, use an authorised agent where permitted, and complain to your local privacy or data protection authority. We do not discriminate against anyone for exercising a privacy right.
Send a request to info.wellnesshrm@gmail.com. Describe your relationship with Wellness HR and the right you want to exercise. We may need to verify your identity and authority while requesting only information reasonably necessary to do so. We will respond within the period required by applicable law. Some rights are not absolute, and we will explain any lawful limitation or refusal.
If the request concerns information controlled by your employer or another customer, contact that organisation first. We will not disclose customer data without its instructions unless the law requires it.
10. Regional information
European Economic Area, United Kingdom, and Switzerland
The legal bases are listed in section 3. You may object to processing based on legitimate interests, request restriction or portability where applicable, and complain to the supervisory authority where you live or work or where an alleged infringement occurred. Wellness HR does not use website inquiry data for solely automated decisions that produce legal or similarly significant effects.
California
In the preceding 12 months we collected identifiers, internet or electronic activity information, professional or employment-related information, and the content of communications described in section 2. We used and disclosed these categories for the business purposes in sections 3 and 4. We did not sell or share them for cross-context behavioural advertising, and we do not use or disclose sensitive personal information to infer characteristics. Subject to applicability and exceptions, California residents may request to know, access, correct, or delete information and may not be discriminated against for doing so.
Brazil and Canada
Brazilian residents may exercise the data-subject rights provided by the LGPD, including confirmation, access, correction, anonymisation, portability, deletion, information about sharing, and consent-related rights where applicable. Canadian residents may request access and correction, withdraw consent subject to lawful limits, and challenge our compliance. Complaints may be made to the ANPD in Brazil or the appropriate Canadian privacy commissioner after first contacting us.
Nepal and other locations
We respect applicable constitutional, privacy, and electronic-transaction rights in Nepal and equivalent rights under other laws that apply to our processing. If local law provides greater protection than this policy, that law controls.
11. Children
The website and services are intended for organisations and working-age users, not children. We do not knowingly collect personal information through the public website from anyone under 16. If you believe a child submitted information, contact us so we can review and delete it where appropriate. A customer remains responsible for having a lawful basis for any minor's information it places in the platform.
12. Changes and contact
Wellness HR, operator of wellnesshrm.com, is responsible for this notice. We may update it to reflect changes in law, technology, or our practices. The revised date will appear at the top, and we will provide additional notice when a material change requires it.
Contact our privacy and legal team at info.wellnesshrm@gmail.com.