PRIVACY POLICY (INCLUDING COOKIES POLICY)

Last updated: October 2025

1. Introduction

HR Docs Online is committed to protecting your personal data and respecting your privacy. This Privacy and Cookies Policy explains how we collect, use, store, and share personal data when you use our services.
This policy applies to HRDocsOnline.com, a platform operated by HR Team Ltd, a company registered in Northern Ireland with its registered office at 10A Ebrington Square, Derry, Northern Ireland.
By using our website and services, you consent to the practices described in this policy.

2. Who We Are

HR Team Ltd
10A Ebrington Square, Derry, Northern Ireland
Email: support@hrdocsonline.com
We are the Data Controller for the purposes of data protection laws in the United Kingdom.

3. What Personal Data We Collect

We collect the following information when you create or use an account on HRDocsOnline.com:

First name and surname – for account identification and communication
Email address – for login, notifications, and communication
Password (hashed) – for secure login authentication
Phone number (optional) – for optional contact and support
Organisation name (optional) – to personalise your user experience
Connected services ID (Google/Microsoft) – if you choose to log in using these providers

We do not collect payment card details. All payments are processed securely by Stripe.
We do not store IP addresses or track individual user behaviour or logs.

4. How We Use Your Information

We process your personal data to:

Register and manage your account
Provide secure access to the platform and Materials
Communicate with you about your subscription and account
Respond to your support requests
Monitor platform performance and improve service
Generate anonymised, aggregated usage statistics via Google Analytics 4 (GA4)

5. Legal Basis for Processing

We process your data based on the following lawful bases:

Contract – to provide the service and manage your account
Legitimate interests – to administer and improve our service
Consent – for optional features (e.g., phone number, GA4 cookies)
You can withdraw your consent at any time where applicable.

6. Data Sharing

We only share your data with essential service providers:

Stripe – payment processing (UK/EU)
Google Analytics (GA4) – anonymous usage analytics (EU/EEA/US under SCCs)
Google / Microsoft – login integration if selected (UK/EU)
Web hosting provider – for platform hosting (UK-based)

We do not sell or share your data with advertisers or unrelated third parties.

7. Data Storage and Retention

Your personal data is stored on secure servers located in the UK.
If you delete your account, we retain your data for 30 days in case of reactivation. After that, your data is permanently deleted.

8. Your Rights

You have the right to:

Access a copy of your personal data
Correct inaccurate or incomplete data
Request erasure ("right to be forgotten")
Restrict or object to processing
Receive your data in a portable format
Withdraw consent at any time (where applicable)

To exercise your rights, contact support@hrdocsonline.com.
You also have the right to complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk.

9. Security

We use appropriate technical and organisational measures to protect your data, including:

Encrypted connections (HTTPS)
Secure password storage (hashed)
Role-based access controls
Regular system updates

While we take security seriously, no system is 100% secure. You are responsible for maintaining the confidentiality of your login credentials.

10. International Transfers

We do not transfer your data outside the UK/EEA unless strictly necessary and only under Standard Contractual Clauses (SCCs) approved by the UK or EU.
Where Google Analytics (GA4) or other integrations process data on servers outside the EEA, such transfers are governed by SCCs and comply with UK GDPR requirements.

11. Cookies Policy

What are cookies?
Cookies are small data files placed on your device that help a website function properly or improve your browsing experience.

Types of cookies we use:

Essential cookies – allow you to log in, manage your session, and access secured areas (no consent required)
Analytics cookies (GA4) – help us understand how visitors use our site (e.g. page views, session times) (consent required)

We use Google Analytics 4 (GA4) to gather anonymised data about website usage. GA4 does not collect personal data or IP addresses but may process browser and device data. This helps us improve platform functionality and user experience.

These cookies are non-essential and are only set with your explicit consent via our cookie banner.

Managing cookies:
You can:

Accept or reject non-essential cookies via our cookie banner
Disable all cookies using your browser settings
Clear cookies from your device at any time

For more information, visit <www.allaboutcookies.org>.

12. Changes to This Policy

We may update this Privacy & Cookies Policy from time to time. If we make significant changes, we will notify you via email or a notice on the website.
Please check this page periodically to stay informed.

13. Contact

For questions about this policy or your personal data, please contact:
support@hrdocsonline.com
HR Team Ltd, 10A Ebrington Square, Derry, Northern Ireland