Privacy Policy

This Privacy Policy describes how Onboard Pulse collects, uses, and protects your personal information. We are committed to protecting your privacy and handling your data responsibly. We want to be transparent about the data we collect and how we use it to provide and improve our services.

Who We Are

We operate as the data controller for the information you provide through our internal HR onboarding chatbot and employee self-service platform. Our services are designed specifically for enterprise clients and corporate teams in Edmonton and across Canada. We take responsibility for ensuring your personal data is processed in compliance with applicable privacy laws.

Information We Collect

We collect various types of information to provide and improve our services:

• Employee Information: Names, email addresses, employee IDs, department, job title, and contact details provided during onboarding
• Usage Data: Information about how you interact with our chatbot, including questions asked, responses selected, and features accessed
• Device Information: IP addresses, browser type, device type, and operating system to optimize your experience
• Cookies: Small data files that help us recognize you and enhance your browsing experience
• Support Information: Details you provide when contacting us with questions or requests

Legal Basis for Processing

We process your personal information on the following legal bases:

• Consent: We process data with your explicit consent when you register or use our services
• Contract Performance: Processing is necessary to fulfill our service agreements with your employer
• Legitimate Interests: We process data to improve our services, enhance security, and prevent fraud
• Legal Obligation: We comply with applicable laws and regulations regarding employment and data protection

How We Use Your Information

We use the information we collect for several important purposes:

• Providing and personalizing our onboarding and self-service chatbot features
• Responding to your inquiries and providing customer support
• Improving and optimizing our platform based on usage patterns and feedback
• Analyzing system performance and ensuring service reliability
• Maintaining security and preventing unauthorized access
• Complying with legal obligations and resolving disputes
• Sending service updates and important policy changes

Data Retention

We retain your personal information for specific periods based on the type of data and its purpose:

• Employee Onboarding Data: Retained for the duration of employment plus 3 years, for legal and compliance purposes
• Support and Contact Information: Retained for up to 24 months following your last interaction with us
• Usage and Analytics Data: Retained for up to 14 months to track service improvements and user trends
• Server Logs and Technical Data: Retained for up to 12 months for security and troubleshooting purposes
• Cookies: Retained according to their individual expiration dates, typically ranging from session-based to 12 months

After the retention period expires, we securely delete or anonymize your data. If you request deletion earlier, we will comply with your request within legal limits.

Your Privacy Rights

You have important rights regarding your personal information:

• Right to Access: You can request a copy of the personal data we hold about you
• Right to Correction: You can request that we correct inaccurate or incomplete information
• Right to Deletion: You can request that we delete your personal data, subject to legal obligations
• Right to Data Portability: You can request your data in a structured, portable format
• Right to Object: You can object to certain types of processing, including direct marketing
• Right to Withdraw Consent: If we rely on consent, you can withdraw it at any time

To exercise these rights, please contact us using the information provided in the Contact Us section below.

Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience and gather analytics data. Cookies are small files stored on your device that help us remember your preferences and improve our services. We use both session-based cookies (which expire when you close your browser) and persistent cookies (which remain until deleted). You can manage your cookie preferences through your browser settings, though disabling cookies may affect some functionality. We do not use cookies for tracking across unrelated websites or for behavioral advertising.

Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, and loss. We use industry-standard encryption, secure authentication protocols, and regular security assessments. Our team members with access to your data are bound by confidentiality agreements. However, no security system is completely impenetrable. While we strive to protect your data, we cannot guarantee absolute security.

International Data Transfers

As an enterprise platform serving corporate teams across Canada, we may process data in different jurisdictions. If data is transferred internationally, we implement appropriate safeguards including standard contractual clauses and data protection agreements. Your data remains protected under applicable privacy laws regardless of location.

Third-Party Services

We may work with third-party service providers to deliver our services, including cloud hosting providers, analytics services, and payment processors. These providers are contractually obligated to protect your data and use it only for the purposes we specify. We do not sell or share your personal information with unrelated third parties for their marketing purposes.

Children's Privacy

Our services are designed for adult employees and corporate users. We do not knowingly collect information from individuals under 18 years of age. If we discover that we have collected data from a minor, we will promptly delete it. If you believe we have collected information from a child, please contact us immediately.

Supervisory Authority

You have the right to lodge a complaint with the appropriate data protection authority. In Canada, you can file a complaint with the Office of the Privacy Commissioner of Canada (OPC). The OPC investigates privacy complaints and works to ensure compliance with federal privacy legislation including the Personal Information Protection and Electronic Documents Act (PIPEDA).

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable laws. We will notify you of material changes by updating the "Last updated" date and posting the revised policy on our website. Your continued use of our services after such changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this policy periodically to stay informed about how we protect your information.