Privacy Policy of Sigma HR

Sigma HR (operated by Sigma HR Ireland), located at 14 Fitzwilliam Square East, Floor 2, Dublin, County Dublin, D02 YP17, Ireland, is committed to protecting the privacy and security of the personal data we process. This Privacy Policy describes how we collect, use, disclose, and protect information in connection with our HR software development, talent acquisition solutions, payroll processing, performance management systems, HR analytics and reporting, employee engagement platforms, compliance management, and HR consulting services.

1. Information We Collect

We collect various types of information to provide and improve our services.

• Personal Data Provided by You: This includes information you provide when using our online platform or engaging with our services, such as names, contact details (email addresses, phone numbers, postal addresses), professional information (job title, employer), and any other information voluntarily submitted through forms, contracts, or communications. For specific services like payroll processing or talent acquisition, this may extend to financial details, national identification numbers, employment history, and other sensitive personal data, always collected with your explicit consent where required by law.
• Data Collected Through Our Services: When you or your organisation use our HR software and platforms, we process data related to HR functions, such as employee performance reviews, training records, time and attendance data, salary information, and other data necessary for the provision of our HR management solutions. This data is typically provided by our clients and processed by Sigma HR as a data processor on their behalf.
• Usage Data: We automatically collect information about how our online platform is accessed and used. This may include IP addresses, browser type, operating system, referring URLs, pages viewed, time spent on pages, and other diagnostic data. This helps us understand user behaviour and improve our services.
• Cookies and Tracking Technologies: We use cookies and similar tracking technologies (like web beacons and pixels) to track activity on our online platform and hold certain information. This helps us to enhance your user experience, analyse trends, and administer our site. You can manage your cookie preferences through your browser settings.

2. Legal Basis for Processing

We process your personal data based on one or more of the following legal grounds, as required by the General Data Protection Regulation (GDPR) and other applicable data protection laws:

• Contractual Necessity: Processing is necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering into a contract (e.g., providing our HR software, payroll services).
• Legal Obligation: Processing is necessary for compliance with a legal obligation to which Sigma HR is subject (e.g., tax, employment and social security laws).
• Legitimate Interests: Processing is necessary for the purposes of the legitimate interests pursued by Sigma HR or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms (e.g., improving our services, preventing fraud, network and information security).
• Consent: Where required, we will obtain your explicit consent for processing your personal data for specific purposes (e.g., for certain marketing communications or processing of special categories of personal data). You have the right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

3. How We Use Your Information

Sigma HR uses the collected data for various purposes:

• To provide and maintain our services.
• To manage our relationship with you and your organisation.
• To process payroll and manage employee benefits.
• To perform HR analytics and reporting for our clients.
• To monitor the usage of our online platform.
• To detect, prevent and address technical issues.
• To enhance the security of our online platform and data.
• To provide customer support and respond to inquiries.
• To fulfil our compliance management obligations.
• For direct marketing communications, where appropriate consent has been obtained.

4. Disclosure of Data

We may share your personal data in the following situations:

• With Service Providers: We engage third-party companies and individuals to facilitate our services, perform service-related services, or assist us in analysing how our services are used. These third parties have access to your personal data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
• For Business Transfers: If Sigma HR is involved in a merger, acquisition or asset sale, your personal data may be transferred. We will provide notice before your personal data is transferred and becomes subject to a different Privacy Policy.
• For Legal Requirements: We may disclose your personal data in the good faith belief that such action is necessary to comply with a legal obligation, protect and defend the rights or property of Sigma HR, prevent or investigate possible wrongdoing in connection with our services, protect the personal safety of users of our services or the public, or protect against legal liability.
• With Your Consent: We may disclose your personal data for any other purpose with your explicit consent.

5. International Data Transfers

Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those from your jurisdiction. Sigma HR will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your personal data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information, such as reliance on EU Standard Contractual Clauses or other appropriate legal mechanisms.

6. Data Security

The security of your data is paramount to us. We implement and maintain appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include data encryption, access controls, regular security audits, and staff training on data protection.

7. Data Retention

Sigma HR will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your personal data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

8. Your Data Protection Rights

Under GDPR, you have certain rights regarding your personal data:

• The right to access: You have the right to request copies of your personal data.
• The right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• The right to erasure: You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability: You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. To exercise any of these rights, please contact us at [email protected].

9. Links to Other Sites

Our online platform may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. We will let you know via email and/or a prominent notice on our online platform, prior to the change becoming effective and update the "last updated" date at the bottom of this Privacy Policy. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us: