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
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; and
• Other than as we specify in this Privacy Policy, we do not share your
Personal Information with third parties.
2. USERS
a. What Information Do We Collect?
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.”
b. How Do We Use Your Information?
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.
c. General Data Protection Regulation (GDPR)
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
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.