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

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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.

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

1. What Information We Collect

We collect the following categories of personal data:

a) 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)

b) 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

2. 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.

3. 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

Amazon Web Services (AWS) – Current hosting environment

Customer communications & notifications

Intercom – Customer support platform

Mailerlite – Email marketing and communications

Amazon Simple Email Service (AWS)

Twilio – SMS/voice messaging 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.

4. 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.

5. 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.

6. 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

7. 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.

8. 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: