Privacy Policy

OnHR.AI, Inc.  ·  Effective Date: June 24, 2026  ·  Last Updated: June 24, 2026

OnHR.AI, Inc. ("OnHR.AI," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website onhr.ai, use our mobile application, or access any of our HR platform services (collectively, the "Services"). Please read this policy carefully. By using our Services, you agree to the practices described here.

1. Information We Collect

We collect information in the following ways:

Information You Provide Directly

• Account registration details: name, email address, job title, company name, phone number, and password.
• Employee and HR data entered into the platform by your organization (personnel files, certifications, employment records, etc.).
• Communications you send us, including support requests, demo inquiries, and feedback forms.
• Payment and billing information processed through our secure payment processors.

Information Collected Automatically

• Log data: IP address, browser type, operating system, referring URLs, pages visited, and timestamps.
• Device identifiers and mobile device information when you use our mobile app (see Section 3).
• Usage data: features accessed, session duration, clicks, and navigation paths within the platform.
• Cookies and similar tracking technologies (see Section 7).

Information from Third Parties

• Integration partners (payroll, scheduling, background-check providers) when you connect them to OnHR.AI.
• Publicly available business information for account verification purposes.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the OnHR.AI platform and mobile application.
• Process transactions and send related information, including confirmations and invoices.
• Send service-related communications such as security alerts, product updates, and administrative messages.
• Respond to comments and questions and provide customer support.
• Monitor and analyze usage trends to improve and personalize your experience.
• Detect, investigate, and prevent fraudulent transactions and other illegal activities.
• Comply with legal obligations and enforce our Terms of Service.
• Send marketing and promotional communications (you may opt out at any time).

3. Mobile Application

When you download and use the OnHR.AI mobile application on Android or iOS, we may collect:

• Device information: device model, operating system version, unique device identifiers (e.g., Android ID), and mobile network information.
• Push notification tokens: to send you in-app alerts about certifications, deadlines, and HR updates. You can disable push notifications at any time through your device settings.
• Camera and storage permissions: only if you choose to upload documents or profile photos. We do not access your camera or files without your explicit action.
• Location data: we do not collect precise GPS location. If coarse location is ever used for a feature, we will request explicit permission and explain the purpose at that time.
• Crash and diagnostic data: anonymized error reports to help us identify and fix bugs.

Data collected through the mobile app is subject to this same Privacy Policy. You may revoke any device-level permission at any time through your phone's Settings without losing access to core platform features.

4. Sharing of Information

We do not sell your personal information. We may share information in the following limited circumstances:

• Service providers: trusted vendors who perform services on our behalf (cloud hosting, payment processing, email delivery, analytics), bound by confidentiality agreements.
• Your organization: HR data you or your employer enters may be visible to authorized administrators within your organization's account.
• Integration partners: only the data necessary to power the integrations you explicitly enable.
• Legal requirements: when required by law, court order, or governmental authority, or to protect the rights, property, or safety of OnHR.AI, our users, or the public.
• Business transfers: in connection with a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information becomes subject to a different privacy policy.

5. Data Retention

We retain personal information for as long as necessary to provide the Services and fulfill the purposes outlined in this policy, unless a longer retention period is required by law. When you close your account, we will delete or anonymize your personal information within 90 days, except where retention is required for legal, compliance, or dispute-resolution purposes.

HR records managed on behalf of your organization are retained in accordance with your organization's data retention instructions and applicable employment laws.

6. Data Security

We implement industry-standard technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/HTTPS) and at rest (AES-256).
• Role-based access controls limiting who can access sensitive HR data.
• Regular security assessments and penetration testing.
• SOC 2-aligned infrastructure hosted on U.S.-based cloud providers.

While we strive to protect your information, no method of transmission over the internet is 100% secure. If you believe your account has been compromised, please contact us immediately at support@onhr.ai.

7. Cookies & Tracking Technologies

We use cookies and similar technologies to recognize you, remember your preferences, and understand how you interact with our website. Types of cookies we use:

• Essential cookies: required for the platform to function (authentication sessions, security tokens).
• Analytics cookies: help us understand how visitors use the site so we can improve it (e.g., Google Analytics with IP anonymization).
• Preference cookies: remember your settings and personalization choices.

You can control cookies through your browser settings. Disabling essential cookies may affect your ability to log in and use the platform. Our website does not currently respond to "Do Not Track" signals.

8. Your Rights & Choices

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

• Access: request a copy of the personal information we hold about you.
• Correction: request that we correct inaccurate or incomplete data.
• Deletion: request that we delete your personal information, subject to legal retention requirements.
• Portability: receive your data in a machine-readable format.
• Opt-out of marketing: unsubscribe from promotional emails at any time via the link in each email or by contacting us.
• Withdraw consent: where we rely on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at privacy@onhr.ai. We will respond within 30 days.

9. Children's Privacy

Our Services are designed for business use and are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will promptly delete it.

10. Third-Party Links

Our website and platform may contain links to third-party websites or services. This Privacy Policy does not apply to those external sites. We encourage you to review the privacy policies of any third-party services you access through our platform.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by updating the "Last Updated" date at the top of this page and, where appropriate, sending an in-app or email notification. Your continued use of the Services after any change constitutes your acceptance of the updated policy.