Introduction

MangoHR Technologies Inc., operating under mangoHR, (“MangoHR”, “mangohr” / “we” / “us” / “Our”) is committed to protecting your privacy. This Policy applies to the various Services offered by MangoHR, including through the Public Website, www.mangohr.ca, the Application and the Mobile Application, and should be read in accordance with our Terms and Conditions. By accepting the Policy, you expressly consent to the collection, use and disclosure of your Personal Information in accordance with this Policy. This Privacy Policy outlines how we collect, store, use, and distribute information about our users through the Website and Services.

Definitions

For the purposes of this Privacy Policy:

• Account means a unique account created for You to access our Service or parts of our Service.
• Affiliate means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
• Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to MangoHR.
• Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
• Country refers to: British Columbia, Canada
• Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.
• Personal Data is any information that relates to an identified or identifiable individual.
• Service refers to the Website.
• Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.
• Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
• Website refers to mangoHR, accessible from www.mangohr.ca
• You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.
• Personal Information includes identifiable details such as your name, address, email address, credit card information, birth date, and gender. We specify the information collected and its intended use at the time of collection. Providing Personal Information is optional, but certain details may be necessary for website registration, access, or feature usage. Information may be collected through registration, communications, downloads, purchases, user support, surveys, and submissions from your employer, encompassing salary, position, benefits details, and employment terms.
• Non-Personal Information refers to anonymous data such as an Internet Protocol Address (IP Address) without personal identifiers, the domain used to access the website, and the type and version of browser or operating system. Aggregate data like demographic statistics (e.g., average age or geographical location of users), number of visitors, pages accessed, and average time spent on the website are also considered non-personal. Similarly, business contact information (name, title, business address, or telephone number of a business or employee) is not regarded as personal information.

Consent

MangoHR is committed to ensuring that your personal information is collected, used, and disclosed only with your informed consent. This section explains how we obtain your consent, the ways in which your consent can be given, and how you can withdraw your consent.

Obtaining Consent

By using our website and services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. We obtain your consent in various ways, including but not limited to:

• Express Consent: You explicitly agree, either verbally, in writing, or electronically, to the collection, use, and disclosure of your personal information for specific purposes.
• Implied Consent: Your consent is implied when you voluntarily provide personal information to us, such as when you fill out a form on our website or use our services.

Withdrawing Consent

You have the right to withdraw your consent to the collection, use, and disclosure of your personal information at any time. To withdraw your consent, please contact our compliance team at compliance@mangohr.ca.

Please note that withdrawing your consent may affect your ability to use certain features of our website and services. For example, if you withdraw consent for us to use your personal information, we may no longer be able to provide you with certain services.

Marketing Consent

No information will be shared with third parties for marketing or promotional purposes. Should any recipient wish to be removed from any of our promotional mailing lists, you can click “unsubscribe” at the bottom of each e-mail.

Exceptions to Consent

In certain circumstances, we may collect, use, or disclose your personal information without your knowledge or consent. These circumstances include, but are not limited to:

• Legal Requirements: When we are required to collect, use, or disclose your personal information by law or legal process.
• Public Interest: When it is necessary to protect the public interest, such as in cases of public health and safety.
• Investigations: When it is necessary for investigations or legal proceedings, such as to detect, prevent, or address fraud or other illegal activities.

Collection of Personal Information

We collect, use, and disclose information only as necessary to manage your account, provide our services, maintain our customer/visitor lists, respond to your inquiries, and improve our services. In providing our services, MangoHR collects and processes information about clients. Clients can also collect employees' personal information through our platform, as described below. Additionally, MangoHR collects information from visitors who access the public website or contact us with inquiries or comments about our services. All personal information is collected and used solely for the purposes outlined in this policy and no other purposes.

Types of Personal Information Collected

Personal information refers to any information about an identifiable individual. We collect various types of personal information (as provided by the user), including but not limited to:

• Contact Information: Name, address, email address, phone number
• Identification Information: Date of birth, gender, employee ID
• Employment Information: Job title, salary, employment agreements, benefits details
• Financial Information: Credit card information, banking details
• Usage Information: Information about how you use our website and services, including IP address, browser type, and activity logs

How We Collect Personal Information

We collect personal information directly from you in the following ways:

• Account Registration: When you create an account with us, you provide personal information such as your name, email address, and password.
• Service Use: When you use our services, you may provide additional personal information related to your employment and usage of our platform.
• Communications: When you contact us with inquiries or for support, we collect information from those communications to assist you.

We may also collect personal information from third parties, such as your employer or other organizations that use our services, and from publicly available sources.

Purposes for Collecting Personal Information

We collect personal information for various purposes, including but not limited to:

• Providing Services: To create and manage your account, provide access to our services, and process transactions.
• Communication: To communicate with you about your account, respond to your inquiries, and provide customer support.
• Service Improvement: To understand how you use our services, analyze usage trends, and improve our website and services.
• Compliance and Legal: To comply with legal obligations, resolve disputes, and enforce our agreements.

Limiting Collection

We are committed to limiting the collection of personal information to only what is necessary for the purposes identified. If we need to collect additional personal information for a purpose not previously identified, we will obtain your consent before collecting, using, or disclosing that information.

Disclosure of Personal Information

MangoHR does not disclose personal information to third parties without your consent, except in the following circumstances:

• Service Providers: We may share personal information with third-party service providers who assist us in delivering our services. These providers are contractually obligated to protect your information and use it solely for the purposes we specify.
• Legal Requirements: We may disclose personal information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
• Protection of Rights: We may disclose personal information to protect the rights, property, or safety of MangoHR, our clients, or others.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, personal information may be transferred to the acquiring entity. The acquiring entity will be subject to the same commitments regarding the use and disclosure of your personal information as described in this policy.

Retention of Personal Information

MangoHR retains personal information only for as long as necessary to fulfill the purposes for which it was collected or as required by law. The retention periods are as follows:

• Active Accounts: Personal information associated with active accounts is retained for the duration of the account’s active status.
• Inactive Accounts: Personal information associated with inactive accounts will be suspended after 30 days of inactivity, with written notice. If the account remains inactive for an additional 10 days, all data will be permanently deleted.
• Legal and Business Purposes: We may retain certain data to prevent fraud, comply with legal obligations, resolve disputes, or enforce our agreements. All retained personal information will remain subject to the terms of this Privacy Policy.

Security & Safeguards

The security of your personal information is our top priority. We implement comprehensive security measures to protect your data from unauthorized access, alteration, disclosure, or destruction. Please refer to www.mangohr.ca/security to gain a deeper understanding of how we protect your data. Our security practices include:

• Encryption: We use industry-standard encryption technologies, such as Secure Sockets Layer (SSL) encryption, to protect sensitive data transmitted over the internet.
• Access Controls: Access to personal information is restricted to authorized personnel who require access to perform their job functions. We implement strict authentication and authorization measures to ensure that only authorized individuals can access your data.
• Regular Audits and Monitoring: We conduct regular security audits and continuously monitor our systems for vulnerabilities and potential threats. Any identified risks are promptly addressed to maintain the highest level of security.
• Secure Storage: Personal information is stored on secure servers with advanced physical and technical safeguards. We use firewalls, intrusion detection systems, and other security technologies to protect our servers and data centers.
• Training and Awareness: Our employees undergo regular training on data protection and security best practices. We foster a culture of security awareness to ensure that all team members understand the importance of protecting your personal information.
• Incident Response: In the event of a security breach, we have established incident response protocols to swiftly address and mitigate the impact. Affected individuals will be notified promptly, and we will take appropriate measures to prevent future incidents.

Despite our best efforts, no method of transmission over the internet or electronic storage is completely secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

Individual Access & Accuracy

At MangoHR, we respect your right to access and correct your personal information. This section explains your rights and how you can exercise them.

Your Rights

1. Right to Access: You have the right to request access to the personal information we hold about you. This allows you to verify the personal information we have collected and ensure it is accurate and up-to-date.
2. Right to Correction: If you believe that any personal information we hold about you is incorrect or incomplete, you have the right to request that we correct or update it.
3. Right to Withdraw Consent: You may withdraw your consent to our processing of your personal information at any time. Please note that withdrawing consent may affect your ability to use certain features of our website and services.

How to Request Access or Correction

To access or correct your personal information, please contact our compliance team at compliance@mangohr.ca. Your request should include the following information:

• Your full name
• Contact information (such as email address and phone number)
• Details of the personal information you are requesting access to or wish to correct

Response Time

Upon receiving your request, we will:

1. Acknowledge receipt of your request within a reasonable timeframe.
2. Provide you with access to your personal information within 30 days, unless an extension is necessary due to the complexity or number of requests.
3. If we cannot fulfill your request within the specified timeframe, we will inform you of the reason for the delay and provide an estimated completion date.

Limitations to Access

In certain circumstances, we may not be able to provide access to all the personal information we hold about you. For example, access may be restricted if:

• Providing access would reveal personal information about another individual.
• The information is subject to legal privilege or contains confidential commercial information.
• The information was collected for the purpose of an investigation or legal proceeding.

If we deny your request for access, we will provide you with an explanation and inform you of any recourse available.

Keeping Your Information Accurate

We are committed to ensuring that the personal information we hold about you is accurate and up-to-date. If there are any changes to your personal information, such as a change of address or contact details, please inform us promptly so we can update our records.

Cookies

MangoHR uses cookies and other tracking technologies on our website to enhance user experience, improve site functionality, and analyze how visitors use our site. This section explains what cookies and tracking technologies are, the types we use, and how you can manage your preferences.

What Are Cookies?

Cookies are small text files placed on your device by websites you visit. They store information such as your preferences and settings, which can be retrieved by the same website on future visits.

Types of Cookies We Use

1. Essential Cookies: These cookies are necessary for the website to function properly. They enable basic features such as page navigation and access to secure areas of the website. The website cannot function properly without these cookies.
2. Performance Cookies: These cookies collect information about how visitors use our website, such as which pages are visited most often and if users receive error messages from web pages. This data helps us improve the website's performance and user experience.
3. Functionality Cookies: These cookies allow the website to remember choices you make (such as your username, language, or the region you are in) and provide enhanced, more personalized features.
4. Targeting/Advertising Cookies: These cookies are used to deliver advertisements more relevant to you and your interests. They are also used to limit the number of times you see an advertisement and help measure the effectiveness of advertising campaigns.

Managing Your Cookie Preferences

You can control and manage cookies in various ways.

1. Browser Settings: Most web browsers automatically accept cookies, but you can modify your browser settings to decline cookies. Please refer to your browser's help section for instructions on how to block or delete cookies.
2. Do Not Track (DNT): Some web browsers offer a "Do Not Track" feature that lets you tell websites you do not want to have your online activities tracked. However, DNT is not yet a standardized signal, and we may not recognize and respond to DNT signals.

Please note that removing or blocking cookies may impact your user experience and some functionalities of the website.

By using our website, you consent to the use of cookies and tracking technologies as described in this section. If you have any questions or concerns about our use of cookies and other tracking technologies, please contact us at compliance@mangohr.ca.

Policy Updates

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the "Last updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us by email at compliance@mangohr.ca