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1.Policy

1.1 How do we collect and process personal data?

gulfHR is the Data Controller for the data we collect through the below-listed sources. For the data provided to us by our customers, gulfHR is the Data processor and our clients are data controllers. For the data provided to us by our Partners and Resellers, gulfHR is the Data Sub Processor and our Partners and Resellers are Data Processors.

1.2 Accessing website or other online services or through gulfHR apps

Information on https://gulfHR.ae and other gulfHR websites are gathered in two ways: directly and indirectly. gulfHR will at times ask you to directly provide information that personally identifies you (registering for an event, downloading a file, signing up for an email list, etc.). It is our policy to keep personal information only as long as needed to fulfil the purposes for which the information was collected. We also collect information indirectly through our Internet access logs and social media logins. When you visit gulfHR.com, your Internet Protocol (IP) address is automatically collected and is placed in our Internet access logs. Your IP address is used to help diagnose any technical problems, analyze site trends, administer the site, track movement within the site, and gather broad demographic information about site use that can eventually be used to make improvements that enhance your user experience on gulfHR.ae.

1.2.1 gulfHR App 

This section is applicable to the gulfHR mobile application available for download via:

Google Play Store: https://play.google.com/store/apps/details?id=com.gulfsolution.gulfHR

Apple App Store: https://apps.apple.com/app/gulfHR-fusion/id1499373438

1.2.2 Personal Identifiable Information

Any personal information you enter such as name, email, or others is not shared with us, or any third parties, as you use the app.

The attendance clocking feature of the gulfHR mobile application, allows a company to define “sign-in locations”, for example, an office location, within whose boundaries you may clock your attendance in or out. This is an innovative new feature which replaces the need for manual sign-in logs, clocking devices and bio-metric clocking apparatus. With manual mobile clocking, the gulfHR app will need your location information while the app is open, to identify if you are within the bounds of a sign-in location, and to enable or disable clocking operations. When you perform a clocking operation the app will also share your location with your company. With automatic mobile clocking, the gulfHR app uses your device’s geofencing functionality to automatically clock you in or out as you enter or exit the boundaries of a sign-in location. The app will need your location information even when the app is closed or not in use.

In both cases, the app also displays a map with your company-configured sign-in locations and when viewing this map, the app will display your location relative to those sign-in locations. This location information is used solely to provide the relevant attendance clocking features. The information is shared with your company only and only when performing a clocking operation. Your information is not used for anything else and not shared with anyone else.

The granting of these permissions is optional but refusing to grant them will disable the relevant attendance clocking features as they cannot function without them.

1.2.3 Location Permissions

The attendance clocking feature of the gulfHR mobile application, allows a company to define “sign-in locations”, for example, an office location, within whose boundaries you may clock your attendance in or out. This is an innovative new feature which replaces the need for manual sign-in logs, clocking devices and bio-metric clocking apparatus. With manual mobile clocking, the gulfHR app will need your location information while the app is open, to identify if you are within the bounds of a sign-in location, and to enable or disable clocking operations. When you perform a clocking operation the app will also share your location with your company. With automatic mobile clocking, the gulfHR app uses your device’s geofencing functionality to automatically clock you in or out as you enter or exit the boundaries of a sign-in location. The app will need your location information even when the app is closed or not in use.

In both cases, the app also displays a map with your company-configured sign-in locations and when viewing this map, the app will display your location relative to those sign-in locations. This location information is used solely to provide the relevant attendance clocking features. The information is shared with your company only and only when performing a clocking operation. Your information is not used for anything else and not shared with anyone else.

The granting of these permissions is optional but refusing to grant them will disable the relevant attendance clocking features as they cannot function without them.

1.3 Responding to your request for information, order, or support

When you contact us (online or offline) in connection with a request for information, to order a product or service, to provide you with support, or to participate in a forum or other social computing tool, we collect information necessary to fulfil your request, to grant you access to the product or service, to provide you with support and to be able to contact you. For instance, we collect your name and contact information, details about your request, and your agreement with us and the fulfilment, delivery, and invoicing of your order and we may include client satisfaction survey information. We retain such information for administrative purposes, defending our rights, and in connection with our relationship with you. When you provide your name and contact information to register in connection with such a request, the registration may serve to identify you when you visit our websites.

 

1.4 Your use of our products and services

We collect information about your use of our products and services to enable product and service functionalities to operate, improve your user experience, tailor our interactions with you, inform our clients on the overall use of the services, provide support and improve and develop our products and services.

1.5 Contacting employees of our clients, prospects, partners, and suppliers

In our relationship with clients or prospects, partners and suppliers, they also provide us with business contact information (such as name, business contact details, position or title of their employees, contractors, advisors and authorized users) for purposes such as contract management, fulfilment, delivery of products and services, provision of support, invoicing and management of the services or the relationship. gulfHR does not sell, exchange, trade or give away personal information or voluntarily provide to us to any outside sources.

 

1.6 Visitor information

We register individuals visiting our offices and locations (name, identification, and business contact information) and use camera supervision for reasons of security and safety of persons and belongings, as well as for regulatory purposes.

When you register for an event, we may collect information (online or offline) in relation to the event organization, and during an event, such as participation in sessions and survey results. We combine the personal information we collect to develop aggregate analysis and business intelligence for conducting our business and for marketing purposes. You can choose to receive information by email, telephone or postal mail about our products and services, or sign-up for subscriptions. When visiting our websites or using our products and services we may provide you with personalized information. You can always opt-out from receiving personalized communication by sending an e-mail to [email protected] gulfHR uses a third-party website content administrator and utilizes customer relationship management (CRM) database technology hosted by a third party to manage and track our marketing efforts. If you wish to be excluded from our CRM databases, please contact us at [email protected]

1.7 How do we protect personal data?

1.7.1 Voluntary sharing of personal data

Except for information required by legal requirements, your decision to provide us any personal data is voluntary. You will not be subject to adverse consequences if you do not wish to provide us with your personal data. However, please note that if you do not provide certain information, you may not be able to access the features that require the personal data. If you provide us with personal data of another person, you are responsible for ensuring that such person is made aware of the information in this privacy policy and that such person has provided his/her consent for sharing the information with gulfHR.

1.7.2 Information Security and Accuracy

We intend to protect your personal information and to maintain its accuracy. gulfHR implements reasonable physical, administrative and technical safeguards to help us protect your personal information from unauthorized access, use, and disclosure. We have regular penetration testing on our website and networks to ensure our technical defenses are in place. We do not collect any financial or credit card information.

1.7.2.1 Retention Period

We will not retain personal information longer than necessary to fulfil the purposes for which it is processed, including the security of our processing complying with legal and regulatory obligations (e.g. audit, accounting, and statutory retention terms), handling disputes, and for the establishment, exercise or defense of legal claims in the countries where we do business.

1.7.3 Cross Border Data Flow

gulfHR operates in an environment where the majority of the data is stored on cloud- based systems. There might be scenarios in which data might be stored outside the country where it is originally being collected.

Your Rights under the different privacy laws, including the recent GDPR.

You are entitled (in the circumstances and under the conditions, and subject to the exceptions set out in the applicable laws) to:

  • Request access to the personal data we collect and process about
  • Request a rectification of your personal data, if you find that it is inaccurate or
  • Object to the processing of your personal data, after which gulfHR will not be able to use and process your personal data.
  • Object to processing personal data relating to your specific
  • Request the erasure of your personal
  • Request restricting the processing of personal data, under which gulfHR can only process your personal data under limited circumstances.
  • Request portability of your personal data, which entitles you to receive a copy (in a structured, commonly used, and machine-readable format) of personal data that you provided to gulfHR.

Withdraw consent at any time to the collection, use, and processing of your personal data by contacting gulfHR’ marketing team at [email protected]. Please note that this withdrawal will not affect gulfHR’s right to process personal data obtained prior to the withdrawal of your consent. For more details on Data Subject Rights, please refer to [email protected].

1.7.4 Compliance Monitoring

Internal Audit team will monitor privacy policy for any incidents/breaches. This will be reported in the monthly dashboard and shall be shared with senior management.

1.7.5 Site Security

We take appropriate steps to provide and maintain a secure website. By visiting gulfHR.com, however, you agree that the open nature of the Internet is such that data may flow over networks without security measures in place and may be accessed and used by people other than those for whom the data is intended.

1.7.6 Right to lodge a complaint

In the event you consider our processing of your personal data not to be compliant with the applicable data protection laws, you can lodge a complaint to the data protection authority of gulfHR by sending an email to [email protected].


1.7.7 Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small text file written to your hard drive that contains information about your account and use of this site. Cookies do not contain any personal information about users.

Cookies enable us to collect useful information and to improve your experience when accessing and using our site. Please see our cookies policies for more details. By using our website, you agree that we can place cookies and other similar technologies on your device as explained in our cookies policy.

2.  Information about Our Use of Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. Privacy laws in the European Economic Area (EEA), including the General Data Protection Regulation, or GDPR, require websites to obtain consent using or storing some cookies (or similar technologies) on your computers or mobile devices. By indicating your consent to the use of cookies, you agree that we can place cookies and other similar technology on your device, including a mobile device. This cookie policy provides you with clear and comprehensive information about the cookies we use and the purposes for using those cookies. To review the general privacy policies that apply to users of gulfHR.com. Please read our Privacy Policy.

2.1 What is a Cookie?

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer and is downloaded to your computer or mobile device when you visit our website.

2.2 Key Concepts

First and third-party cookies: whether a cookie is ‘first’ or ‘third’ party refers to the domain placing the cookie. First-party cookies are those set by a website that is being visited by the user at the time (e.g. cookies placed by gulfHR.com).

Third-party cookies: are cookies that are set by a domain other than that of the website being visited by the user. If a user visits a website and another entity sets a cookie through that website this would be a third-party cookie.

Persistent cookies: these cookies remain on a user’s device for the period of time specified in the cookie. They are activated each time that the user visits the website that created that particular cookie.

Session cookies: these cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.

2.3 How to Delete and Block our Cookies

By indicating your consent to the use of cookies, you agree that we can place cookies on your device. If you do not consent, no cookies will be placed on your device, and no data will be collected. You may also block or delete cookies by activating the
setting on your browser that allows you to refuse the setting of all or some cookies. However, please note that if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
For more information on how to delete or block cookies, see http://www.aboutcookies.org/ or http://www.cookiecentral.com/faq/

2.4 How to change Cookie setting?

Internet browsers allow you to change your cookie settings. These settings are usually found in the ‘options’ or ‘preferences’ menu of your internet browser. You should use the ‘Help’ option in your internet browser for more details.

3.Cookie Audit

We will perform a cookie audit on a quarterly basis, which will identify all cookies that our website installs, who owns those cookies, and their purpose, whether or not they fall within the definition “Strictly Necessary” for the service requested by the user, how intrusive the cookies are, and what steps should be taken to either remove the intrusive cookie or obtain the user’s informed consent.

3.1 What Cookies Do We Use and Why?

To find out about specific cookies we use on this website, please see below for details. However, please note that not all cookies may be used in all jurisdictions or websites.
The cookies used on our website are categorized as follows:

  • Strictly Necessary
  • Preferences
  • Statistics
  • Marketing
  • Third-Party

3.2 Strictly Necessary

“Strictly necessary” cookies let you move around the website and use essential features like accessing your profile and posting feedback. Without these cookies, these services cannot be provided. Please note that these cookies do not gather any information
about you that could be used for marketing or remembering where you have been on the internet.

We use these strictly necessary cookies to:

  • Identify you as being logged in to our website; and
  • Enable you to submit information via online forms such as registration and feedback forms.

Without acceptance of cookies, you prevent these cookies basis which we cannot guarantee your use of our website or how the security on our website will perform during your visit.

3.3 Preferences

“Preference” cookies enable a website to remember information that changes the way the website behaves or looks, like your preferred language or the region that you are in. We use cookies that collect information about your choices and preferences. These cookies allow us to remember language or other local settings and customize the sites accordingly. We may store settings and preferences of our logged-in users.

3.4 Statistic

“Statistic” cookies help website owners understand how visitors interact with websites by collecting and reporting information anonymously. We use cookies to create anonymous statistics to understand which pages are popular or less popular on our website. This information enables us to improve the website for all visitors without storing personal data.

3.5 Marketing

“Marketing” cookies are used to track visitors across websites. The intention is to display advertisements that are relevant and engaging for the individual user and thereby more valuable for publishers and third-party advertisers. We use cookies to deliver many types of digital marketing. They store user data and behaviour information, which allows advertising agencies to target audience groups according to different variables, like age, gender, location, interests.

3.6 Third Party Cookies

“Third Party” cookies are used within our services which are set by other organizations. We use cookies served by third parties in order to improve our website; personalize your experience; and understand how our website is used. While accessing our website, some cookies may be sent from other websites like Facebook, Twitter, etc. These Third-Party cookies are responsible for having their own cookie and privacy policies. They are not under our control and are not monitored or reviewed by us. Before using Third-Party cookies, please read and understand their cookie and privacy policies to ensure you agree to their terms.

3.7 Changes to our Privacy Notice

From time to time we may update this Privacy Policy, as well as any other specific privacy statement. When making changes to this Privacy Policy, we will add a new date at the top of this Privacy Statement.

3.8 Contact

gulfHR commits to resolve complaints about your privacy and our collection or use of your personal data. Data Subjects with inquiries or complaints regarding the Privacy Notice/Policy can contact gulfHR’s Data Protection Officer at [email protected]