Privacy Policy

1. Introduction

MonoHR ("we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our Employer of Record (EOR) services, or interact with us in any way.

This policy applies to all users of our services, including clients, employees, contractors, and website visitors. By using our services, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, mailing address
• Professional Information: Job title, company name, industry, work experience
• Identity Information: Government-issued ID, passport, visa information (for EOR services)
• Financial Information: Bank account details, tax information, salary data (for payroll services)
• Employment Information: Employment history, skills, qualifications, references
• Communication Records: Emails, phone calls, chat messages, support tickets

2.2 Technical Information

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, time spent, click patterns, referral sources
• Cookies and Tracking: Session cookies, analytics cookies, preference cookies
• Location Data: General geographic location based on IP address

3. How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: Providing EOR services, payroll processing, compliance management
• Communication: Responding to inquiries, sending service updates, marketing communications
• Legal Compliance: Meeting regulatory requirements, tax obligations, employment law compliance
• Business Operations: Improving services, analyzing usage patterns, developing new features
• Security: Protecting against fraud, unauthorized access, and security threats
• Marketing: Sending promotional materials, newsletters, and service announcements (with consent)

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data based on:

• Contract Performance: Processing necessary to fulfill our EOR service agreements
• Legal Obligation: Compliance with employment, tax, and immigration laws
• Legitimate Interest: Business operations, security, and service improvement
• Consent: Marketing communications and optional data collection
• Vital Interests: Protecting health and safety in emergency situations

5. Information Sharing and Disclosure

We may share your information with:

• Government Authorities: Tax offices, immigration services, labor departments
• Service Providers: Payroll processors, background check services, cloud hosting providers
• Business Partners: Insurance providers, benefits administrators, compliance consultants
• Legal Requirements: When required by law, court order, or legal process
• Business Transfers: In case of merger, acquisition, or asset sale
• Consent: When you explicitly authorize sharing with third parties

6. Data Security

We implement comprehensive security measures to protect your personal information:

• Encryption: Data encrypted in transit and at rest using industry-standard protocols
• Access Controls: Role-based access, multi-factor authentication, regular access reviews
• Network Security: Firewalls, intrusion detection, secure network architecture
• Employee Training: Regular security awareness training and background checks
• Incident Response: Comprehensive breach response procedures and notification protocols
• Regular Audits: Security assessments, penetration testing, compliance audits

7. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request copies of your personal data
• Rectification: Correct inaccurate or incomplete information
• Erasure: Request deletion of your personal data (right to be forgotten)
• Portability: Receive your data in a structured, machine-readable format
• Restriction: Limit how we process your data
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for marketing communications

To exercise these rights, contact us at privacy@monohr.com

8. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services and maintain business relationships
• Comply with legal and regulatory requirements
• Resolve disputes and enforce agreements
• Protect against fraud and security threats

Specific retention periods vary by data type and legal requirements. Employment records may be retained for up to 7 years, while marketing data is typically retained until consent is withdrawn.

9. International Data Transfers

As an EOR service provider, we may transfer your personal data across international borders. We ensure adequate protection through:

• Adequacy Decisions: Transfers to countries with adequate data protection
• Standard Contractual Clauses: EU-approved data transfer agreements
• Binding Corporate Rules: Internal data protection policies
• Certification Schemes: Privacy Shield or equivalent frameworks

10. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. For detailed information, please see our Cookie Policy.

11. Children's Privacy

Our services are not intended for individuals under 16 years of age. We do not knowingly collect personal information from children. If we become aware of such collection, we will take steps to delete the information promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or website notice. Your continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us:

14. Regulatory Compliance

This Privacy Policy complies with:

• General Data Protection Regulation (GDPR) - EU
• Personal Data Protection Bill - India
• California Consumer Privacy Act (CCPA) - US
• Other applicable data protection laws