Privacy Policy

At HRMS IT SOLUTIONS LLC (trading as ConnectHR and part of the Connect Group of companies, including affiliates and subsidiaries, collectively “ConnectHR,” “we,” or the “Company”), we value the trust you place in us when sharing your information. Protecting your privacy is a responsibility we take seriously, and we want you to understand how we handle your personal data.

ConnectHR provides a cloud-based human resources and payroll management platform, available through our web application, mobile apps, and our official website connecthr.ae. Together, these services form the basis of our digital HR solutions.

Who Our Users Are

Our users may include:

• Customers: organizations (such as employers) that have signed an agreement with ConnectHR, or resellers/partners authorized to deliver our services.
• End users: individuals who use the ConnectHR platform at the direction of a customer, such as employees or staff

For clarity, throughout this Privacy Policy, “users” or “you” refers collectively to both customers and end users.

Scope of This Policy

This Privacy Policy explains our practices regarding the collection, use, correction, and disclosure of personal data through:

• Our website (connecthr.ae)
• Our mobile applications
• The services we provide directly to clients

When ConnectHR processes data on behalf of a client (for example, an employer), the client’s own privacy policy will govern how that data is used. In such cases, we act strictly under our contractual obligations with the client and may update, amend, or delete information at their request.

What Counts as Personal Information

“Personal Information” means any information that identifies you, directly or indirectly, either on its own or in combination with other data reasonably available to us. This includes data you provide, data collected during your use of our services, and data related to our marketing or communication activities. Third-Party Services

This Privacy Policy does not extend to third-party applications, tools, or websites that may be accessed from within ConnectHR services (such as applicant tracking systems, social media sites, or partner platforms). These services are subject to their own privacy policies.

Acknowledgment of Policy

By accessing or using ConnectHR services, you confirm that you have read and understood this Privacy Policy.

GDPR and Data Controller Role

For users in the European Union under the General Data Protection Regulation

(GDPR):

• The data controller for information processed within the ConnectHR platform is the customer organization (e.g., the employer) that provides the service to its employees or end users.
• For information collected directly via connecthr.ae (for example, for marketing or communication), ConnectHR(HRMS IT SOLUTIONS LLC) is the data controller.

Information We Collect and How We Use It Personal Information

Through the ConnectHR platform and related services, we may collect personal data provided by our customers (employers), their administrators, and end users, as well as information generated through use of our system. This can include (but is not limited to):

• Identification details such as name, date of birth, gender, nationality, employee ID, and government-issued identifiers (e.g., national ID or social security number).
• Employment details such as job title, department, hire date, probation details, termination information, and employment
• Contact details including address, email, and phone
• Family information where relevant, such as marital status and dependent details.
• Payroll and banking details such as salary information, overtime/bonus records, pay frequency, bank account details, and currency of
• Compliance information such as work eligibility credentials and tax declaration details.
• Emergency contact
• Technical identifiers such as IP addresses or device
• Any additional information the customer organization chooses to collect through the ConnectHR platform.

We process this information in line with contractual obligations to our customers and to deliver our HR and payroll services.

Location Information

ConnectHR does not automatically track or request location data from your mobile device. However:

• If your employer enables location-based features (e.g., timekeeping through the ConnectHR Mobile App), location tracking may be used for attendance and compliance purposes.
• If you apply for a role at ConnectHR via our website and select “Locate Me,” location data may be collected to display available roles near

The legal basis for such processing is either your explicit consent (in the case of job applications) or your employer’s contractual use of the service.

Attendance Logs

When employers use ConnectHR’s Time & Attendance module, we may process biometric or device logs such as employee IDs and timestamp entries (e.g., clock-ins and clock-outs). These records are used exclusively for calculating attendance and payroll, according to the rules configured by the employer.

Contact Information

If you reach out to us for more information about our services, we may collect your name, email address, and phone number. We use this data only to respond to your inquiries, provide requested information, or follow up on your interest.

Our legal basis for this is our legitimate business interest in communicating with you.

Device Information

When using our Mobile Apps, you may grant permission for access to your device’s camera and photo storage (e.g., for uploading images). Such access is optional, fully under your control, and can be revoked at any time through your device settings.

In addition, ConnectHR may use analytics tools to better understand how our apps perform. These tools may record anonymized information such as frequency of use, in-app events, performance statistics, and download source. This does not include linking analytics data to your personal profile.

Data Processed as a Service Provider

ConnectHR acts as a data processor under GDPR when handling personal data on behalf of our customers (the employers). Each customer controls its own platform environment and data settings. Our processing of personal information is strictly limited to the customer’s instructions, the functionality of our services, and applicable laws.

If you have questions about how your employer manages or processes your personal data within ConnectHR, please contact your employer or platform administrator directly.

Sharing of Your Information Third-Party Services

Our platform may contain links to third-party tools or websites. These external services are governed by their own privacy policies. ConnectHR is not responsible for their practices, and we encourage you to review their terms before using them.

Service Providers

We may share your personal information with trusted third parties who perform services on our behalf. These providers are permitted to use your data only to deliver the contracted services. Examples include:

• Email delivery and communication services
• Mapping and geolocation services
• Customer service and technical support
• Cloud infrastructure and hosting

Sub-Processors

ConnectHR also engages sub-processors—specialized vendors contracted to perform specific functions under our supervision. Sub-processors may receive limited personal data, only as necessary to support our services. Each sub- processor relationship is governed by data protection agreements, including onward transfer provisions where required.

Current Sub-Processors

Name	Purpose
Zoho	Customer support and communication (chat and email)
Pipedrive	Customer relationship management for leads and sign- ups
Google Cloud	Maps integration for attendance and location marking
Google Workspace	Calendar and meeting tools for scheduling (where enabled by customers)
Mailjet	Email communication for prospects
Calendly	Scheduling and customer coordination

 

Information Disclosed Pursuant to Business Transfers

In certain circumstances, ConnectHR may be involved in mergers, acquisitions, restructurings, or the sale of business assets. In these transactions, user information is often considered part of the transferred assets. Should ConnectHR, or substantially all of its assets, be acquired by a third party, or if we cease operations or enter bankruptcy, your personal information may be among the assets transferred. You acknowledge and agree that such transfers may occur and that any successor or acquirer may continue to use your personal information as outlined in this Privacy Policy. In the event of such a change in ownership, we will notify you by email and/or through a prominent notice on our website.

Information Disclosed for Legal or Protective Reasons

ConnectHR may disclose personal information when legally required, such as in response to valid requests by public authorities for national security or law enforcement purposes. We also reserve the right to access, preserve, and disclose personal information if we reasonably believe it is necessary to:

1. Comply with applicable laws, regulations, legal processes, or governmental requests.
2. Enforce this Privacy Policy and investigate potential
3. Detect, prevent, or address fraud, security, or technical
4. Respond to user support
5. Protect the rights, property, or safety of ConnectHR, our users, or the

We may also share information with other organizations for fraud prevention and security purposes. Third-party service providers and sub-processors who access personal information do so only under strict confidentiality and data protection obligations. They are not permitted to use your information for their own purposes and may only process it according to our instructions.

Data Retention

Customers may request details about how ConnectHR stores and retains data (“Audit”) by contacting us. We will make reasonable efforts to respond promptly, subject to applicable law and the protection of ConnectHR’s trade secrets (a non-disclosure agreement may be required).

ConnectHR retains customer data for as long as it is needed to provide our services, fulfill contractual obligations, and comply with legal requirements. Backup files for system continuity may be retained for up to 30 days.

When a customer terminates services, an automated deletion process is initiated during the next scheduled cycle (typically quarterly or biannually). Once started, this deletion process is irreversible.

Metadata and aggregated statistical data relating to service usage may be retained beyond termination, but such data will not identify individuals and is used only for legitimate business purposes. Some information may also remain on third-party service providers’ servers in accordance with their retention policies.

Customers, as data controllers, may retain personal data of end users at their discretion. If you have questions about the data your employer retains, please contact them directly. ConnectHR is not responsible for such data retention decisions.

Contracts, billing records, and anonymized data may be retained by ConnectHR for up to five years after termination, or longer if required by law.

Security and Storage of Information

ConnectHR implements robust technical, organizational, and administrative safeguards to protect personal information against unauthorized access, disclosure, alteration, or destruction. We continuously monitor and update our security practices to ensure compliance with applicable standards.

Access to personal data is restricted to ConnectHR personnel who:

• Require access to perform their job
• Have received appropriate and ongoing data protection
• Are bound by confidentiality obligations under applicable

ConnectHR commits to promptly notifying customers of any security incident involving personal information, subject to legal requirements. In the event of a breach, we will work with customers to investigate, remediate, and mitigate any impact, including restoring security and preventing unauthorized use or dissemination of data.

We maintain documentation of compliance efforts, breach records, and carry

appropriate insurance coverage for data security. Please note that our website or platform may occasionally contain links to external sites. ConnectHR is not responsible for the privacy practices, policies, or content of such third-party websites.

Your Rights

Depending on your jurisdiction (for example, the UK or EU), you may have rights under applicable data protection laws, including the right to:

• Access, correct, or delete certain personal data we hold about
• Restrict or object to certain processing
• Receive your data in a structured, electronic format and transmit it to another controller (“data portability”).
• File a complaint with your local data protection

If you wish to exercise your rights, please contact us at [email protected]. We may request additional details to verify your identity before processing your request.

Please note: where personal information has been shared with your employer or other third parties, you may need to make requests directly to them in accordance with their own privacy policies.

Changes to this Privacy Policy

This Privacy Policy may be updated from time to time. The most recent version will always be available at https://www.connecthr.ae/privacy-policy. Where material changes are made, we will notify users via a prominent notice on our website or by email (where applicable) at least seven (7) days prior to changes taking effect. All other updates take effect from the “Last Revised” date indicated on the policy.

By continuing to use our services after updates are posted, you confirm your acceptance of the revised Privacy Policy.

For questions or comments regarding this Privacy Policy, please email us at [email protected]. We aim to respond within a reasonable timeframe, and no later than 30 business days.