Privacy Policy

Effective Date: 15 Feb 2025

Welcome to Cogent HR . We are committed to safeguarding your privacy and ensuring that your personal data is protected. This privacy policy explains how we collect, use, disclose, and protect your information when you visit our website Cogenthr, use our HR software services, or otherwise engage with us.

1. Information We Collect

We collect various types of information to provide better services and enhance your experience. The information we collect can be categorized as follows:

a. Personal Information

Personal information is any information that identifies you as an individual, such as:

• Full name
• Email address
• Phone number
• Company name
• Employee details (for HR purposes)
• Billing and shipping addresses
• Payment information

This information is typically collected when you voluntarily provide it, such as when signing up for our services, creating an account, or using our HR software for managing employees and HR-related tasks.

b. Non-Personal Information

We also collect non-personal information that does not directly identify you. This includes:

• IP address
• Browser type and version
• Device type (e.g., mobile, desktop)
• Pages visited, time spent on pages
• Operating system

c. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and store information when you use our website or HR software. Cookies help us remember your preferences and provide a personalized experience. You can control your cookie settings through your browser preferences, but this may limit your use of certain features on our website.

2. How We Use Your Information

We use the information we collect for a variety of business purposes, including but not limited to:

• To provide and improve our HR software services
• To process transactions and deliver products or services related to HR management
• To communicate with you (e.g., updates, newsletters, customer support)
• To personalize your experience on our website and software platform
• To analyze website performance and user behavior for HR purposes
• To ensure compliance with legal requirements related to HR data management

3. How We Share Your Information

We do not sell or rent your personal data. However, we may share your information with third parties in the following circumstances:

a. Service Providers

We may share your data with third-party service providers who assist us in operating our HR software platform, conducting business, or providing services to you (e.g., payment processors, hosting providers, HR tools integration). These parties are required to keep your data confidential and use it only for the services they provide.

b. Business Transfers

In the event of a merger, acquisition, or asset sale, your personal data may be transferred. We will provide notice before your personal information is transferred and becomes subject to a different privacy policy.

c. Legal Compliance

We may disclose your information if required by law or in response to valid legal processes, such as a subpoena, or when we believe it is necessary to protect our rights, users, or the public.

4. Your Data Protection Rights

You have certain rights with respect to your personal data, including the right to:

• Access your data: You can request a copy of the personal information we hold about you.
• Correct inaccurate data: You can ask us to correct or update any inaccurate or incomplete information.
• Delete your data: You can request that we delete your personal data under certain conditions.
• Restrict or object to processing: You may object to the processing of your personal data, or request that we limit its use.
• Data portability: You can request a copy of your data in a commonly used format for transfer to another service provider.

5. How We Protect Your Information

We use industry-standard security measures to protect your data, including encryption, secure servers, and access controls. However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

6. Data Retention

We retain your personal information only as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required by law. Once your data is no longer needed, we will securely dispose of it.

7. Links to Third-Party Websites

Our website or software platform may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

8. Children's Privacy

Our website and HR software are not intended for individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal data, we will take steps to delete such information.

9. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices. When we make changes, we will update the "Effective Date" at the top of this page. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

10. Contact Us

If you have any questions or concerns about this privacy policy or how we handle your personal data, please contact us at:

Email: [email protected]

Phone: +91 9711836745

Address: Cogent HR, New Delhi