Our Products

As HR and Health & Safety professionals, we noticed a significant gap in the market, and more importantly employer’s knowledge of effective business administration and regulations, plus the need for businesses to digitalise the HR and Health & Safety management process.

oneHR

oneSafe

onePeople

oneHR Back

oneSafe Back

Privacy Policy

We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share personal data when you use our services.

Contents

What information we collect
How we use your information
Sharing and disclosure
Cookies and similar technologies
Data storage and security
International data transfers
Your rights under UK GDPR
Special category (sensitive) data
Children’s data
Changes to this policy
Contact information

What Information We Collect

We collect the following categories of personal data:

Information You Provide to Us

This includes:

Contact details (name, email address, phone number)
User credentials and profiles
Content submitted through our platform (including text, files, uploads)
Data entered during onboarding or training (which may include sensitive data like ethnicity or salary)

Information We Collect Automatically

We may collect:

Usage data (pages visited, features used, timestamps)
Device and browser information
IP address and location data (approximate)
Cookies and similar tracking technologies

How We Use Your Information

We use personal data to:

Provide, operate, and improve our services
Respond to user inquiries or support requests
Personalise user experiences
Send administrative or system notifications
Enforce our terms of service
Meet legal and regulatory obligations
Conduct research and analytics
With consent, send marketing communications (which you can opt out of at any time)

Legal bases for processing include: consent, performance of a contract, legal obligation, and our legitimate interests.

Sharing and Disclosure

We do not sell your data. We may share it with:

Service providers (e.g., email platforms, cloud storage, analytics tools)
Legal or regulatory authorities, when required
Third parties during business transfers (e.g. merger, acquisition)

Sub-processors

To deliver our services, we engage trusted sub-processors. These sub-processors are bound by data protection obligations equivalent to those in our Privacy Policy and Data Processing Agreement. Our current sub-processors include:

Core infrastructure & hosting

Microsoft Azure – Legacy hosting environment (to be decommissioned by October 2025)
Amazon Web Services (AWS) – Current hosting environment

Customer communications & notifications

Intercom – Customer support platform
Mailerlite – Email marketing and communications
SendGrid – Email delivery platform
Twilio – SMS/voice messaging platform

Workflow automation

Zapier – Workflow automation platform

CRM & analytics

Pipedrive – CRM platform
Hotjar – Analytics/session recording tool

Mobile app distribution

Apple App Store – iOS app distribution
Google Play Store – Android app distribution

Payment processing

GoCardless – Client/employee billing information

A full list of sub-processors will always be available on this page. Their privacy policies can be found in the ‘Resources & Further Information’ section of this policy.

Cookies and Similar Technologies

We use cookies and tracking tools to:

Authenticate users
Monitor performance and errors
Improve the platform

You can manage cookie preferences in your browser settings.

Data Storage and Security

We store your data on secure servers located in the UK and EEA.

Security measures include:

Encryption (in transit and at rest)
Access controls and logging
Regular audits and vulnerability scanning

We retain data only as long as necessary for the purposes described in this policy.

International Data Transfers

When we transfer your data outside the UK or EEA (e.g., to US-based processors), we ensure appropriate safeguards, such as:

Standard Contractual Clauses (SCCs)
Transfers to countries with adequate protection standards

Your Rights Under UK GDPR

You have the following rights:

Access – Request a copy of your data
Rectification – Correct inaccurate or incomplete data
Erasure – Ask us to delete your data (subject to exceptions)
Objection – Object to data processing based on legitimate interests
Restriction – Ask us to restrict processing
Portability – Request your data in a structured format
Withdraw consent – At any time, for processing based on consent
Lodge a complaint – With the UK Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact us at help@onehrsoftware.com.

Special Category (Sensitive) Data

Our platform may collect and process special category data (such as ethnicity, gender identity, or salary) for purposes related to equity analysis or employer compliance.

We rely on one or more of the following legal bases: