Privacy Policy

Introduction

FlexiEle respects Employees privacy and is committed to safeguarding your personal data. This privacy policy explains how we collect, use, store, and protect information when you use our HRMS platform and services.

We collect the following categories of information:

• Personal Identification: Name, date of birth, contact details, address, and identification documents.
• Employment Information: Job title, department, salary details, performance reviews, and employment history.
• Login Credentials: Usernames and encrypted passwords for secure access to the platform.
• Payroll Data: Bank account details, tax information, and salary processing data.

Your information is processed for the following purposes:

• Operational service delivery and HR management
• System communications and notifications
• Legal compliance and statutory reporting
• Payroll processing and tax calculations
• Performance management and analytics
• Sales and marketing communication where you have submitted a contact form, requested a demo, or otherwise opted in

We employ robust security measures to protect your data:

FlexiEle is built so that HRMS customer data stays in the customer’s own region by default. The location of your data depends on whether it is HRMS production data (employee records of a customer organisation) or marketing-website data (e.g. a contact-form or demo enquiry):

HRMS employee data does not cross regions in the normal course of operation. Marketing-website data submitted from outside the UK is transferred to our UK marketing database for sales and follow-up purposes; we rely on Standard Contractual Clauses (SCCs) and applicable adequacy frameworks to govern these transfers. EU and UK data subjects retain all rights described in the “Your Rights” section regardless of which region stores the data.

Third-Party Sharing

We may share data only with trusted processors for legal obligations, statutory compliance, or essential system functionality. All third-party processors are bound by strict confidentiality agreements.

Your Rights

Clients and their employees have the following rights regarding personal data:

Data Retention

We retain information only for as long as necessary for service delivery and legitimate legal purposes. Specific retention periods:

• HRMS customer data: retained for the duration of the customer’s contract, plus the period required by applicable tax, employment and statutory law (typically up to seven years after contract termination).
• Marketing leads: contact-form and demo-request data is retained for up to 24 months from last meaningful contact, after which it is deleted or anonymised unless the prospect has converted to a paying customer.
• Server logs and access records: retained for 90 days for security and incident-response purposes.

Upon a verified deletion request, we will delete or anonymise your personal data within 30 days, subject to any legal obligation to retain specific records.

Policy Updates

We may update this privacy policy from time to time. Any changes will be communicated to users through email notifications and/or prominent notices on our platform. Continued use of our services after such modifications constitutes acceptance of the updated policy.