Hirebase Privacy Policy

1. Overview & Commitment to Privacy

Hirebase provides enterprise workforce operations, shift scheduling, time & attendance verification, and field task management tooling for organizations employing hourly, shift, and distributed teams.

We respect your privacy. We do not sell, rent, monetize, or broker personal data. This Privacy Policy details how we collect, use, process, and protect personal and operational information obtained via our website (gethirebase.com), marketing communications, customer inquiries, and advisory network interactions.

2. Information We Collect

A. Direct Inquiries & Marketing Communications

When you submit forms on our website, fill out inquiry or lead generation forms, request an operational evaluation, or apply to our Commercial Partner Network, we may collect:

• Contact Identifiers: Full name, business email address, phone number, job title, and professional profile URLs (e.g., LinkedIn).
• Organization Details: Company name, operational jurisdiction, workforce size, industry vertical, operating facility count, and existing software systems.
• Communication Records: Records of correspondence, evaluation requests, and notes from discovery briefings.

B. Technical & Diagnostic Telemetry (Website)

When visiting gethirebase.com, standard non-identifying telemetry is logged for firewall protection, abuse prevention, and performance monitoring:

• IP address, general geographic region, browser user-agent, operating system, referring URLs, and request timestamps.
• Aggregated, anonymized page performance and Core Web Vitals diagnostic signals.

3. How We Use Collected Information

We process personal information strictly for legitimate commercial and operational purposes:

• Fulfilling Inquiries: Scheduling operational discovery briefings, demonstrating shift scheduling and geofencing configurations, and preparing custom workflow simulations.
• Partner Network Administration: Reviewing and accrediting commercial partners, administering deal registrations, and disbursing referral revenue share settlements.
• Customer Communications: Sending service advisories, technical documentation, and responding to support queries.
• Security & Defensibility: Safeguarding our digital assets against fraudulent traffic, malicious exploitation, and unauthorized access.

4. Enterprise Client Data & Single-Tenant Architecture (BYOC)

For licensed enterprise clients utilizing the Hirebase frontline operations platform:

• Customer Cloud Perimeter (BYOC): Hirebase deploys into dedicated, customer-controlled cloud infrastructure (e.g., Microsoft Azure). Sensitive worker records, rosters, and audit histories reside within the employer's own private tenancy, eliminating multi-tenant third-party data commingling.
• Controller vs. Processor Roles: The employer is the sole Data Controller of all employee, contractor, and shift records. Hirebase operates strictly as a Data Processor and Service Provider.
• Biometric & Location Verification: Facial verification and GPS telemetry are calculated transiently at the exact moment of punch events to prevent buddy punching and verify location radius. Hirebase does not conduct continuous background GPS tracking. Employers maintain direct governance over employee notices, consent schedules, and statutory compliance (including Illinois BIPA, Texas CUBI, and GDPR Article 9).

5. Data Sharing & Third-Party Disclosure

We never sell, rent, or trade personal data. We disclose information only under strictly governed conditions:

• Authorized Infrastructure Sub-Processors: Trusted enterprise vendors providing cloud hosting, transactional email delivery, and customer relationship management under strict data confidentiality addenda.
• Legal Compliance & Protection: When required by binding legal process, subpoena, court order, or applicable law, with prompt written notification to the affected party where legally permitted.
• Corporate Reorganization: In connection with a merger, acquisition, or asset transfer, provided the successor entity maintains privacy standards substantially consistent with this policy.

6. International Data Transfers

Hirebase operates internationally under TK Technico FZCO (Dubai, UAE & India). When personal data is transferred across international jurisdictions, we implement standard contractual clauses (SCCs), adequacy assessments, and rigorous encryption to ensure data protections remain intact across borders in accordance with GDPR, UK GDPR, and UAE Federal Decree-Law No. 45 of 2021 on Personal Data Protection.

7. Data Retention & Security Controls

We retain inquiry and contact information only as long as necessary to facilitate commercial evaluations, maintain active partner accreditation, or satisfy statutory accounting mandates.

We enforce defense-in-depth security standards: modern cryptographic protocols (TLS 1.3 in transit, AES-256 at rest), role-based least-privilege access controls, and immutable audit logging across all systems.

8. Your Statutory Privacy Rights

Depending on your location and applicable data protection statutes (including GDPR, UK GDPR, CCPA/CPRA, and UAE Data Protection Law), you hold specific rights regarding your personal information:

• Right of Access & Portability: Obtain confirmation of processing and request a copy of your personal data.
• Right to Rectification: Request correction of incomplete or inaccurate records.
• Right to Erasure (“Right to be Forgotten”): Request the deletion of your personal data where retention is no longer justified.
• Right to Restrict or Object: Restrict or object to specific processing activities.
• Marketing Opt-Out: Unsubscribe from marketing or inquiry communications at any time via the link provided in any correspondence.

To exercise any of these rights, contact us at [email protected].

9. Policy Revisions

We may revise this Privacy Policy periodically to reflect technological developments, regulatory updates, or operational changes. The “Last Updated” timestamp at the top of this page indicates when the latest modifications took effect.