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Privacy Policy

Introduction

This KAYAN HR Privacy Statement (“Privacy Statement”) describes how we collect, use, disclose, transfer, and store customer personal data for the activities described below, including when you use a KAYAN HR Solution cloud services that links to this Privacy Statement (“Website”), when you attend our marketing and learning events both online and offline (“Events”), and for our business account management. This Privacy Statement describes your choices and rights related to customer personal data.

KAYAN HR does not sell, share, or trade any customer data—period. Your information and your company’s information is not for sale, and never will be. Access to customer data is restricted to individuals who require that information to fulfill their job duties. All employees are subject to background checks before hiring, and we only hire individuals of the highest integrity.

KAYAN HR Solution as a service provider

Kayan HR customers are organizations such as businesses and schools that use our enterprise cloud applications to process personal data about their personnel, students, and applicants (“Customer Data Subjects”) and to manage their relationships with these individuals. Kayan HR processes personal data about these Customer Data Subjects in our enterprise cloud applications only according to our customers’ instructions as a “processor” or “service provider”.

KAYAN HR Solution LLC (together “KAYANHR”) are committed to protecting the privacy of individuals who visit our website (“Visitors”) and individuals who register to use the KAYANHR Services on behalf of KAYANHR’s Clients (“Users”) (collectively “you” or “your”). This Privacy Policy applies to data provided on or through the KAYANHR® website located at www.kayanhr.com, the KAYANHR® web application owned and operated by KAYANHR, and the content and the services offered by KAYANHR through the website and apps, including those that include an authorized link to this Privacy Policy (collectively, the “Services”) and describes KAYANHR’s privacy practices in connection with the KAYANHR Services. It also describes the choices available to you regarding use of your Personal Information (defined below) and how you can access and update this information. Use of Personal Information collected through the KAYANHR Services shall be limited to the purposes of providing the Services for which the User or Client has engaged KAYANHR, as described in this Privacy Policy, and otherwise with your consent. Some information provided to us that may, either alone or when connected with other information to which we may have access, individually identify a Visitor, User or employee of a client and that information may be referred to in this Privacy Policy as “Visitor Personal Information,” “User Personal Information,” or “Data” (collectively, “Personal Information”).

  1. PRIVACY PRINCIPLES

    2. KAYANHR follows these principles in order to protect your privacy:

    • We do not collect any more Personal Information than is necessary to provide the Services;
    • We only use your Personal Information for the purposes we specify in this Privacy Policy, unless you agree otherwise;
    • We do not keep your Personal Information if it is no longer needed;
    • Other than as we specify in this Privacy Policy, we do not share your Personal Information with third parties.

  2. Users

    1. What Information Do We Collect?

      2. When a User registers with KAYANHR, information is needed such as the User’s name, company name and size, business address, job title, contact telephone number and email address. A billing address and credit card information are also required if the User has chosen a paid account or is acting as the billing contact for a KAYANHR client. Some information provided to us may, either alone or when connected with other information to which we may have access, individually identify a User and that information may be referred to in this Privacy Policy as “User Personal Information.”

    2. How Do We Use Your Information?

      3. Business Purposes. KAYANHR uses information, including User Personal Information, provided by you to provide the Services and for business purposes such as processing and fulfilling orders, billing, service improvement, research, marketing and for other general business purposes. KAYANHR may share information, other than Personal Information, with third parties for business and marketing purposes.

      Consent. KAYANHR will not share User Personal Information, or otherwise make User Personal Information available to any other parties except as provided in this Privacy Policy. We will not sell, rent, or exchange User Personal Information with any third parties without permission from you.

      Legal Proceedings. KAYANHR will share your information, including Personal Information, in order to respond to investigations, court orders, legal process, or to investigate, prevent or take action regarding illegal activities, suspected fraud, or situations involving potential threats to the physical safety of any person, violations of KAYANHR's Terms of Service, or as otherwise required by law. If KAYANHR is required by law or an order of a court of competent jurisdiction to disclose your information, KAYANHR will promptly notify you of this requirement, if permitted by the court or applicable law, so that you may seek a protective order or other appropriate relief.

      Service Providers. KAYANHR may also share User Personal Information with our trusted third-party service providers, who help us to provide the Services. We will ensure that those service providers are obligated to protect User Personal Information under contract terms which are no less protective than those set out in this Privacy Policy.

      Merger, Acquisition, Sales. If KAYANHR is involved in a merger, acquisition, restructuring or sale of all or a portion of its assets, equity or similar transaction, User Personal Information may be transferred to the acquiring person or entity and you will be notified via email and/or a prominent notice on our website of any change in ownership or uses of User Personal Information, as well as any choices you may have regarding User Personal Information. We will use reasonable efforts to direct the acquiring person or entity to use your Visitor Personal Information in a manner that is consistent with our Privacy Policy.

    3. General Data Protection Regulation (GDPR)

      4. KAYANHR complies with all applicable GDPR requirements for the User Personal Information that it processes.

      Users have the following rights under the GDPR:

      • The right of access to User Personal Information
      • The right to rectification or correction of any errors in User Personal Information
      • The right to request deletion of User Personal Information
      • The right to restrict or object to the processing of User Personal Information;
      • The right of portability in User Personal Information; and
      • The right to lodge a complaint with a supervisory authority.

      KAYANHR does not engage in any automated decision making with User Personal Information.

      Use of User Personal Information is necessary for KAYANHR to enter into and provide Services to you under your company’s contract with KAYANHR. Failure to provide or allow KAYANHR to process User Personal Information as a User may result in KAYANHR no longer being able to provide you or your employer with Services.

  3. HOW WE PROTECT YOUR INFORMATION

    4. All of your Personal Information remains private and confidential. The security of your Personal Information is important to us. When you enter sensitive information (such as a credit card number) on our order forms, we encrypt the transmission of that information using secure socket layer technology (SSL).

    KAYANHR maintains a comprehensive written information security program that complies with applicable law and generally accepted industry standards. Our program includes appropriate administrative, technical and physical safeguards, procedures and practices to protect Personal Information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, however, is 100% secure. Therefore, we cannot guarantee its absolute security. If you have any questions about the security on our website, the KAYANHR® web application owned and operated by KAYANHR, or the Services, please contact us using the contact information below.

    KAYANHR and its representatives will never request your account credentials. You should never share your KAYANHR account information, including your username and password, with anyone else. We recommend that you use a unique password for your KAYANHR account that is not associated with other websites. You should check your KAYANHR account regularly to ensure that your Personal Information has not been tampered with or altered.

    Any suspicious activity regarding your account, including automated messages or calls from parties you cannot identify, should be reported to your site administrator and KAYANHR using the contact information below.