Version systems private limited (hereinafter known as “factoHR” or “we”) takes privacy very seriously. factoHR knows how important personal information means to the user of the website (“you” or “subscriber/user”) is, and while sharing this information factoHR appreciates your trust in us.
factoHR’s privacy commitment
factoHR has worried about customer and user privacy for almost 20 years, long before it became fashionable, politically correct, or legally binding to take such a position. We ask for only the least amount of information necessary, gathering only what we believe is essential for doing business, or for the specific transaction at hand. We let customers know the information we have on them and allow them to opt out of specific engagements. But, by far, our biggest commitment is that we do not make a single dollar from advertising revenue—never have, never will— even from the free editions of our products. This means we avoid the fundamental conflict of interest between gathering customer information and fueling advertising revenue, and the unavoidable compromises in customer privacy that it brings. The goal of this policy is to make explicit the information we gather on our customers and users, how we will use it, and how we will not.
- Reason for data collected by factoHR and the reasons for its collection
- How the data collected by factoHR is used, its sharing and bar on sale of the data
- Security of data
- Accessibility of your data
- How to protect your data protection rights
- Grievance officer
Data collected by the factoHR and the reasons for its collection
We only collect the information that we actually need. Some of that is information that you actively give us when you sign up for an account, register for an event, ask for customer support, or buy something from us. We store your name and contact information, but we don’t store credit card numbers (except with your permission and in one of our secured payment gateways).
When you visit one of our websites or use our software, we automatically log some basic information like how you got to the site, where you navigated within it, and what features and settings you use. We use this information to improve our websites and services and to drive new product development.
Sometimes we receive information indirectly. If you ask about our products through one of our referral programs or reselling partners, or sign in to one of our products through an authentication service provider like linkedIn or google, they’ll pass on your contact information to us. We’ll use that information to complete the request that you made. If you engage with our brand on social media (for instance, liking, commenting, retweeting, mentioning, or following us), we’ll have access to your interactions and profile information. We’ll still have that information even if you later remove it from the social media site.
factoHR collects data as mentioned below so as to make better their services offered to the subscriber/user by using the said data to train factoHR’s algorithm. We use your information to provide the services you’ve requested, create and maintain your accounts, and keep an eye out for unauthorized activity on your accounts. We also use it to communicate with you about the products you’re currently using, your customer support requests, new products you may like, chances for you to give us feedback, and policy updates. We analyze the information we collect to understand user needs and to improve our websites and services.
Data collected by the factoHR and the reasons for its collection
Types of personal information/data we collect when you become a customer and provide it to us include
- Billing address
- Shipping address
- Email address
- Telephone number
- Demographic information about you
- Transaction information, including purchase history, order and contract information, delivery and technical support details, and payment and billing information.
- Business and marketing information that helps factoHR provides their services to the subscriber/user, including the subscriber/user’s contact, language and marketing preferences.
- Technical information, such as details about the subscriber/user’s device, internet browser, including what pages of our websites the subscriber/user visits and when, and IP addresses.
- Account signup : When you sign up for an account to access one or more of our services, we ask for information like your name, contact number, email address, company name and country to complete the account signup process. You’ll also be required to choose a unique username and a password for accessing the created account. You may also provide us with more information such as your photo, time zone and language, but we don’t require that information to sign up for an account. After signing up, you will have the option of choosing a security question and an answer to the security question — if you provide these, they will be used only while resetting your password
- Event registrations and other form submissions : We record information that you submit when you (i) register for any event, including webinars or seminars, (ii) subscribe to our newsletter or any other mailing list, (iii) submit a form in order to download any product, whitepaper, or other materials, (iv) participate in contests or respond to surveys, or (v) submit a form to request customer support or to contact factoHR for any other purpose.
- Payment processing : When you buy something from us, we ask you to provide your name, contact information, and credit card information or other payment account information. When you submit your card information, we store the name and address of the cardholder, the expiry date and the last four digits of the credit card number. We do not store the actual credit card number. For quick processing of future payments, if you have given us your approval, we may store your credit card information or other payment information in an encrypted format in the secured servers of our payment gateway service providers.
- Testimonials: When you authorize us to post testimonials about our products and services on websites, we may include your name and other personal information in the testimonial. You will be given an opportunity to review and approve the testimonial before we post it. If you wish to update or delete your testimonial, you can contact us at firstname.lastname@example.org
- Interactions with factoHR: We may record, analyze and use your interactions with us, including email, telephone, and chat conversations with our sales and customer support professionals, for improving our interactions with you and other customers.
factoHR collects this information/data in several ways which are as follows
- Through information provide the subscriber/user’s factoHR profile.
- While providing online technical support, consultation, live chat or service information.
- Through the process of maintaining and upgrading our services.
- Through factoHR’s mobile applications and/or website.
- Through the subscriber/user’s participation in surveys, contests and promotions.
- Through the subscriber/user’s use of social connectors and factoHR’s-affiliated social networking areas, including interactions with factoHR on trusted and bona fide third-party social media platforms.
- Through using statistical analysis or other automated means to make inferences about the subscriber/user’s interest in particular factoHR’s products and services.
Personal information or other data factoHR collects online may also be combined with information the subscriber/user provide to factoHR through other channels such as service registration, call centres, or in conjunction with events such as contests and promotions, and conferences.
Information that we collect from third parties
i. Signups using federated authentication service providers : You can log in to factoHR services using supported federated authentication service providers such as linkedIn, microsoft and google. These services will authenticate your identity and give you the option to share certain personal information with us, such as your name and email address.
ii. Referrals : If someone has referred any of our products or services to you through any of our referral programs, that person may have provided us your name, email address and other personal information. You may contact us at email@example.com
to request that we remove your information from our database. If you provide us information about another person, or if another person gives us your information, we will only use that information for the specific reason for which it was provided to us.
iii. Information from our reselling partners and service providers : If you contact any of our reselling partners, or otherwise express interest in any of our products or services to them, the reselling partner may pass your name, email address, company name and other information to factoHR. If you register for or attend an event that is sponsored by factoHR, the event organizer may share your information with us. factoHR may also receive information about you from review sites if you comment on any review of our products and services, and from other third-party service providers that we engage for marketing our products and services.
iv. Information from social media sites and other publicly available sources : When you interact or engage with us on social media sites such as facebook, twitter, google+ and instagram through posts, comments, questions and other interactions, we may collect such publicly available information, including profile information, to allow us to connect with you, improve our products, or better understand user reactions and issues. We must tell you that once collected, this information may remain with us even if you delete it from the social media sites. factoHR may also add and update information about you, from other publicly available sources.
Purposes for using information
In addition to the purposes mentioned above, we may use your information for the following purposes
- To keep you posted on new products and services, upcoming events, offers, promotions and other information that we think will be of interest to you
- To ask you to participate in surveys, or to solicit feedback on our products and services
- To set up and maintain your account, and to do all other things required for providing our services, such as enabling collaboration, providing website and mail hosting, and backing up and restoring your data
- To understand how users use our products and services, to monitor and prevent problems, and to improve our products and services
- To provide customer support, and to analyze and improve our interactions with customers
- To detect and prevent fraudulent transactions and other illegal activities, to report spam, and to protect the rights and interests of factoHR, factoHR’s users, third parties and the public
- To update, expand and analyze our records, identify new customers, and provide products and services that may be of interest to you
- To analyze trends, administer our websites, and track visitor navigations on our websites to understand what visitors are looking for and to better help them
- To monitor and improve marketing campaigns and make suggestions relevant to the user.
Legal bases for collecting and using information
Legal processing bases applicable to factoHR : If you are an individual from the european economic area (EEA), our legal basis for information collection and use depends on the personal information concerned and the context in which we collect it. Most of our information collection and processing activities are typically based on (i) contractual necessity, (ii) one or more legitimate interests of factoHR or a third party that are not overridden by your data protection interests, or (iii) your consent. Sometimes, we may be legally required to collect your information, or may need your personal information to protect your vital interests or those of another person.
Non-personally identifiable information/data collected through cookies
factoHR account interactions with third parties
If factoHR offers account connections or integrations with trusted and bona fide third-party products, applications, functionalities or services (hereinafter collectively referred to as “third-party products and services”), and the subscriber/User chooses to enable or connect to such third-party products and services by means authorized and directed by factoHR and/or such third-party partners, the subscriber/user acknowledges and agrees that factoHR may share with such partners certain data about the subscriber/user to enable activation, connection and integration with and to such third party products and services that the subscriber/user intends to use or otherwise choose to activate. In some cases, instead, factoHR or the third-party partner will (or will also) request permission to control factoHR products and services and/or third-party products and services (as the case maybe) that the subscriber/user have activated and connected to as set out below.
Subject to the above clause, factoHR adheres that the sensitive date or personal sensitive data of the users/subscribers will not be shared with authorized dealers and/or third parties without users/subscribers consent. However, it is clarified that user/subscriber would have provided its deemed consent if user/subscriber opts to avail or integrate or activate any of the third-party products and services.
No information from children
FactoHR’s website and/or mobile application is not directed to, and do not knowingly collect any personal information from, children or teenagers under the age of 16. If the subscriber/user is under the age of 16, please do not attempt to register with us at the website and/or mobile application or provide any personal information about yourself to us.
Third-party sites and social media
How the data is collected by the factoHR, its sharing and bar on sale of the data
To provide products, services and information
As described above, factoHR collect information/data from the subscriber/user so that factoHR can provide products and services (either by itself or through third-party) that the subscriber/user purchase from factoHR , and to provide information/data that the subscriber/user request from us. factoHR uses the subscriber/user’s personal information/Data as shared by the user/subscriber to contact the subscriber/user about their orders, process credit card / debit card transactions. factoHR may send you information about our products and services, and new offerings. factoHR may provide information to trusted and bona fide third-party service providers that help us process orders and fulfil and deliver products and services that the subscriber/user purchase from factoHR.
factoHR will share personal information/data with trusted and bonafide third party service providers, companies, organizations or individuals outside of factoHR if they have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary toLegal Proceedings
- Meet any applicable law, regulation, summons, legal process or governmental request.
- Detect, prevent, or otherwise address fraud, security or technical issues.
- Protect against harm to the rights, property or safety of factoHR,their users, customers or the public as required or permitted by law.
Transfer in the event of sale or change of control
Bar on sale of the information/data
Information that factoHR processes on your behalf
If you handle other people’s data using factoHR apps, such as information about your customers or employees, you are entrusting that data to us for processing. If you use a factoHR mobile app and give the app access to your contacts and photo library, you are entrusting data to us. The data you entrust to us for processing is called service data.
You own your service data. We protect it, limit access to it, and only process it according to your instructions. You may access it, share it through third-party integrations, and request that we export or delete it.
We hold the data in your account as long as you choose to use factoHR services. After you terminate your account, your data will be automatically deleted from our active database within 6 months and from our backups within 3 months after that.
How secure is your information/data
factoHR’s use commercially reasonable technical and administrative security measures and safeguards to protect the confidentiality and security of the subscriber/user personal information/data. However, since the Internet is not a 100% secure environment, factoHR on best effort basis ensures the security of any information the subscriber/user transmits to factoHR and that the information may not be accessed, disclosed, altered, or destroyed by breach of any of factoHR’s physical, technical, or managerial safeguards. It is the subscriber/user’s responsibility to protect the security of your login information including passwords. Please note that e-mails and other communications the subscriber/user send to us through our site are not encrypted, and we strongly advise the subscriber/user not to communicate any confidential information through these means.
At factoHR, we take data security very seriously. That’s why we have gotten certified for industry standards such as ISO27001:2013 and SOC 2 Type II. We have taken steps to implement appropriate administrative, technical & physical safeguards to prevent unauthorized access, use, modification, disclosure or destruction of the information you entrust to us. If you have any concerns regarding the security of your data, we encourage you to check our Security Policy or write to us at firstname.lastname@example.org
with any questions.
Data protection officer
Data processing addendum
To enable you to be compliant with the data protection obligations under the general data protection regulation, we are prepared to sign a data processing addendum (DPA) that is based on standard contractual clauses. You can request a DPA from factoHR by completing this form .Once we get your request, we’ll forward the DPA to you for your signature.
Do not track (DNT) requests
Some internet browsers have enabled ‘Do Not Track’ (DNT) features, which send out a signal (called the DNT signal) to the websites that you visit indicating that you don’t wish to be tracked. Currently, there is no standard that governs what websites can or should do when they receive these signals. For now, we do not take action in response to these signals.
External links on our websites
Blogs and forums
We offer publicly accessible blogs and forums on our websites. Please be aware that any information you provide on these blogs and forums may be used to contact you with unsolicited messages. We urge you to be cautious in disclosing personal information in our blogs and forums. factoHR is not responsible for the personal information you elect to disclose publicly. Your posts and certain profile information may remain even after you terminate your account with factoHR. To request the removal of your information from our blogs and forums, you can contact us at email@example.com
Social media widgets
Our websites include social media widgets such as Facebook “like” buttons and twitter “tweet” buttons that let you share articles and other information. These widgets may collect information such as your IP address and the pages you navigate in the website, and may set a cookie to enable the widgets to function properly. Your interactions with these widgets are governed by the privacy policies of the companies providing them.
Disclosures in compliance with legal obligations
We may be required by law to preserve or disclose your personal information and service data to comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements.
Enforcement of our rights
We may disclose personal information and service data to a third party if we believe that such disclosure is necessary for preventing fraud, investigating any suspected illegal activity, enforcing our agreements or policies, or protecting the safety of our users.
We do not intend to sell our business. However, in the unlikely event that we sell our business or get acquired or merged, we will ensure that the acquiring entity is legally bound to honour our commitments to you. We will notify you via email or through a prominent notice on our website of any change in ownership or in the uses of your personal information and service data. We will also notify you about any choices you may have regarding your personal information and service data.
We’ll contact you, and if required, coordinate with the appropriate regulatory authorities to effectively address your concerns.
Withdrawal of consent : Where we rely on your consent as the legal basis, you have the right to withdraw your consent at any time, but this will not affect any processing that has already taken place.
Legitimate interests notice : Where we rely on legitimate interests as the legal basis and those legitimate interests are not specified above, we will clearly explain to you what those legitimate interests are at the time that we collect your information.
Your choice in information use
Opt out of non-essential electronic communications : You may opt out of receiving newsletters and other non-essential messages by using the ‘unsubscribe’ function included in all such messages. However, you will continue to receive notices and essential transactional emails.
Disable cookies : You can disable browser cookies before visiting our websites. However, if you do so, you may not be able to use certain features of the websites properly.
Optional information : You can choose not to provide optional profile information such as your photo. You can also delete or change your optional profile information. You can always choose not to fill in non-mandatory fields when you submit any form linked to our websites.
Who we share your information with
Third-party service providers : We may need to share your personal information and aggregated or de-identified information with third-party service providers that we engage, such as marketing and advertising partners, event organizers, web analytics providers and payment processors. These service providers are authorized to use your personal information only as necessary to provide these services to us.
Domain registrars : When you register a domain through factoHR from domain name registrars, we share your name and contact information such as your physical address, email address and phone number with them as per the ICANN domain registration rules.
Reselling partners : We may share your personal information with our authorized reselling partners in your region, solely for the purpose of contacting you about products that you have downloaded or services that you have signed up for. We will give you an option to opt out of continuing to work with that partner.
Marketplace application developers : When you install or purchase any application developed using factoHR’s APIs that is posted on factoHR’s online marketplace, your name and email address will be shared with the developer of the application, so they may engage with you directly as the provider of that application or service. factoHR does not control the use of your personal information by the developers, which will be based on their own privacy policies.
Your rights with respect to information we hold about you as a controller
Right to access : You have the right to access (and obtain a copy of, if required) the categories of personal information that we hold about you, including the information’s source, purpose and period of processing, and the persons to whom the information is shared
Right to rectification : You have the right to update the information we hold about you or to rectify any inaccuracies. Based on the purpose for which we use your information, you can instruct us to add supplemental information about you in our database.
Right to erasure : You have the right to request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purpose for which it was originally collected.
Right to restriction of processing : You may also have the right to request to restrict the use of your information in certain circumstances, such as when you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Right to data portability : You have the right to transfer your information to a third party in a structured, commonly used and machine-readable format, in circumstances where the information is processed with your consent or by automated means.
Right to object : You have the right to object to the use of your information in certain circumstances, such as the use of your personal information for direct marketing.
Right to complain : You have the right to complain to the appropriate supervisory authority if you have any grievance against the way we collect, use or share your information. This right may not be available to you if there is no supervisory authority dealing with data protection in your country.
Retention of information
Information entrusted to factoHR and purpose
Information provided in connection with services : You may entrust information that you or your organization (“you”) control, to factoHR in connection with use of our services or for requesting technical support for our products. This includes information regarding your customers and your employees (if you are a controller) or data that you hold and use on behalf of another person for a specific purpose, such as a customer to whom you provide services (if you are a processor). The data may either be stored on our servers when you use our services, or transferred or shared to us as part of a request for technical support or other services.
Information from mobile devices : When you elect to allow it, some of our mobile applications have access to the camera, call history, contact information, photo library, and other information stored on your mobile device. Our applications require such access to provide their services. Similarly, when you elect to provide access, location-based information is also collected for purposes including, but not limited to, locating nearby contacts or setting location-based reminders. This information will be exclusively shared with our mapping providers and will be used only for mapping user locations. You may disable the mobile applications’ access to this information at any time by editing the settings on your mobile device. The data stored on your mobile device and their location information to which the mobile applications have access will be used in the context of the mobile application, and transferred to and associated with your account in the corresponding services (in which case the data will be stored on our servers) or products (in which case the data will remain with you unless you share it with us).(All the information entrusted to factoHR is collectively termed “service data”)
Ownership and control of your service data
We recognize that you own your service data. We provide you complete control of your service data by providing you the ability to (i) access your service data, (ii) share your service data through supported third-party integrations, and (iii) request export or deletion of your service data.
How we use service data
We process your service data when you provide us instructions through the various modules of our services. For example, when you generate an invoice, information such as the name and address of your customer will be used to generate the invoice and when you use our campaign management service for email marketing, the email addresses of the persons on your mailing list will be used for sending the emails.
If you have enabled notification on our desktop and mobile applications, we will push notifications through a push notification provider such as apple push notification service, google cloud messaging or windows push notification services. You can manage your push notification preferences or deactivate these notifications by turning off notifications in the application or device settings.
Who we share service data with
factoHR group and third party sub-processors : In order to provide services and technical support for our products, the contracting entity within the factoHR group engages other group entities and third parties.
Employees and independent contractors : We may provide access to your service data to our employees and individuals who are independent contractors of the factoHR group entities involved in providing the services (collectively our “employees”) so that they can (i) identify, analyze and resolve errors, (ii) manually verify emails reported as spam to improve spam detection, or (iii) manually verify scanned images that you submit to us to verify the accuracy of optical character recognition. We ensure that access by our employees to your service data is restricted to specific individuals, and is logged and audited. Our employees will also have access to data that you knowingly share with us for technical support or to import data into our products or services. We communicate our privacy and security guidelines to our employees and strictly enforce privacy safeguards within the factoHR group.
Collaborators and other users : Some of our products or services allow you to collaborate with other users or third parties. Initiating collaboration may enable other collaborators to view some or all of your profile information. For example, when you edit a document that you have shared with other persons for collaboration, your name and profile picture will be displayed next to your edits to allow your collaborators to know that you made those edits.
Third-party integrations you have enabled : Most of our products and services support integrations with third-party products and services. If you choose to enable any third-party integrations, you may be allowing the third party to access your service information and personal information about you. We encourage you to review the privacy practices of the third-party services and products before you enable integrations with them.
Retention of information
We hold the data in your account as long as you choose to use factoHR services. Once you terminate your factoHR user account, your data will eventually get deleted from active database during the next clean-up that occurs once in 6 months. The data deleted from active database will be deleted from backups after 3 months.
Data subject requests
If you are from the european economic area and you believe that we store, use or process your information on behalf of one of our customers, please contact the customer if you would like to access, rectify, erase, restrict or object to processing, or export your personal data. We will extend our support to our customer in responding to your request within a reasonable timeframe.
How secure is your information
Notification of changes