Last Update: January, 14th, 2025

I. Introduction and Purpose

HR Geckos Inc., including its subsidiaries and affiliates (collectively, “HR Geckos Inc.,” “we,” or “us”), is dedicated to protecting the privacy and security of the personal data entrusted to us by our customers, business partners, event participants, job applicants, and visitors to our Website. This Privacy Statement explains who we are, how and why we collect, use, store, share, and protect personal data, and the rights available to you regarding your information.

By using our Website, registering for or attending our Events, or otherwise interacting with us, you agree to the collection and use of your personal data in accordance with this Privacy Statement and our related policies. We strongly encourage you to review this statement, along with any linked policies, to ensure that you are fully informed about our privacy practices.

II. Scope and Definitions

For the purposes of this Privacy Statement:

• Personal Data: Any information relating to an identified or identifiable natural person.

• Data Subject: Any individual whose Personal Data we collect, process, or store.

• Website: Any website, domain, or online platform controlled by or on behalf of HR Geckos Inc. that incorporates or links to this Privacy Statement.

• Events: In-person or virtual conferences, webinars, trade shows, and other gatherings hosted by HR Geckos Inc. or our approved business partners.

• Services: The products, solutions, hosted software applications, professional services, trainings, and certifications offered by HR Geckos Inc.

This Privacy Statement applies to the collection, use, and disclosure of Personal Data that we (i) collect directly from you, (ii) collect automatically as you use our Website, or (iii) receive from third-party sources.

III. Collection of Personal Data

A. Information You Provide Directly

1. Registration and Account Creation:

   • When you complete forms on our Website, we may collect your name, mailing address, email address, telephone number, job title, and other contact details.

2. User-Generated Content and Communications:

   • When you post content, comment on blogs, participate in forums, or engage with interactive features (e.g., chat rooms or bulletin boards), we collect the information you voluntarily provide.

3. Service and Event Registrations:

   • When you register for demos, trial instances, or Events, we collect registration information, which may include photographs, audio, or video recordings of participants.

4. Transactional and Billing Information:

   • When you make purchases or enter into agreements with us, we collect billing and payment information necessary to process transactions.

5. Direct Inquiries and Feedback:

   • When you contact us via email, telephone, or live chat (note: live chat communications may be monitored and stored for quality assurance and training), we record the information you provide.

6. Surveys, Contests, and Promotions:

   • Information you supply when participating in surveys, contests, or promotional events is collected to enhance our offerings and communicate with you.

B. Information from Third Parties and Public Sources

• Third-Party Data: We may receive Personal Data about you from trusted third parties (e.g., business partners, event sponsors, or public databases) to supplement the information you provide directly.

• Analytics and Marketing Partners: Third-party service providers may supply us with aggregated or de-identified data to help us understand user behavior and improve our Website and services.

C. Information Collected Automatically

• Technical Data: As you interact with our Website, we automatically collect data such as your IP address, browser type, operating system, device details, and unique identifiers.

• Usage Data: We record your navigation patterns, pages visited, time spent on pages, and other interactions for analytics and performance improvement.

• Location Data: We may collect geolocation data (e.g., city or region based on IP address) to tailor your experience.

• Cookies and Similar Technologies: We use cookies, pixel tags, and similar tracking tools to collect and store data for analytics, targeted advertising, and to enhance your user experience. You can manage your cookie preferences via the “Cookies Preferences” or “Your Privacy Choices” links provided on our Website.

IV. Use of Personal Data

1. Operational Purposes:

   • Operating, maintaining, and enhancing our Website, Services, and Events.

   • Managing registrations, user accounts, and processing transactions.

   • Delivering customer support and responding to inquiries.

2. Marketing and Communications:

   • Providing information about our products, services, events, and promotions.

   • Tailoring marketing communications based on your preferences and interests.

   • Analyzing marketing effectiveness and refining our marketing strategies.

   • Sending notifications regarding updates, changes, or required consents.

3. Legal, Compliance, and Security:

   • Complying with legal, regulatory, or contractual obligations.

   • Protecting the rights, property, and safety of HR Geckos Inc., our employees, and other users.

   • Investigating and preventing fraud, security breaches, and unauthorized activity.

4. Research and Analysis:

   • Conducting internal research, trend analysis, and benchmarking to improve our services.

   • Generating aggregated or de-identified data for statistical purposes and business insights.

V. Legal Basis for Processing

• Legitimate Interests: Processing is necessary for our legitimate business interests, provided that such interests are not overridden by your privacy rights.

• Contractual Necessity: Processing is required for the performance of a contract to which you are a party (e.g., providing access to our Services).

• Legal Compliance: Processing is necessary to comply with legal or regulatory requirements.

• Consent: Where applicable, we process Personal Data based on your explicit consent, which you may withdraw at any time without affecting the lawfulness of prior processing.

VI. Disclosure and Sharing of Personal Data

1. Affiliates and Subsidiaries:

   Personal Data may be shared with entities within our corporate group that process the data consistent with this Privacy Statement.

2. Service Providers and Business Partners:

   We may disclose data to contractors, vendors, and third-party service providers that assist in operating our Website, processing transactions, delivering Services, or managing Events. These parties are contractually obligated to safeguard your data and use it solely for the specified purposes.

3. Legal and Regulatory Authorities:

   Your data may be disclosed to law enforcement, regulatory, or government bodies to comply with legal obligations, respond to valid legal processes, enforce our policies, or protect the rights and safety of HR Geckos Inc. and others.

4. Corporate Transactions:

   In connection with mergers, acquisitions, or asset sales, your Personal Data may be transferred as part of the business assets.

5. Public Disclosures:

   With your explicit consent, or where Personal Data has been made publicly available (for example, in user-generated content), your data may be disclosed publicly.

6. Aggregated or De-Identified Data:

   We may share aggregated or anonymized data that cannot be linked to you personally.

VII. International Data Transfers

Your Personal Data may be transferred to, stored, and processed in countries outside of your home jurisdiction. For transfers from regions such as the European Economic Area (EEA), United Kingdom, or Switzerland, HR Geckos Inc. employs appropriate safeguards—such as Standard Contractual Clauses or other approved mechanisms—to ensure your data is adequately protected.

VIII. Data Security and Confidentiality

• Encryption: Data is encrypted both in transit and at rest.

• Access Controls: We implement robust authentication and authorization protocols to restrict access to your data.

• Regular Audits: Periodic reviews and security assessments are conducted to evaluate our data protection practices.

• Employee Training: All employees and service providers with access to Personal Data receive regular training on data security and confidentiality requirements.

IX. Data Retention

• We retain your Personal Data only as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required by law.

• When your data is no longer needed, it will be securely deleted or irreversibly anonymized.

• If deletion is impracticable (for example, due to backup storage), the data will be securely stored and isolated from further processing until deletion is feasible.

X. Your Privacy Rights and Choices

1. Access and Data Portability: You may request access to your Personal Data and receive it in a structured, commonly used, and machine-readable format.

2. Correction and Updating: You may request that we correct or update any inaccurate or incomplete Personal Data.

3. Deletion: Subject to legal or contractual obligations, you may request the deletion of your Personal Data.

4. Restriction and Objection: In certain situations, you may ask us to restrict the processing of your data or object to certain processing activities.

5. Opt-Out of Marketing Communications: You can opt out of receiving marketing communications by using the “unsubscribe” link in our emails or by contacting us directly.

6. Withdrawal of Consent: If your data is processed based on your consent, you have the right to withdraw that consent at any time without impacting the lawfulness of prior processing.

7. Filing Complaints: If you believe your rights under applicable data protection laws have been violated, you may lodge a complaint with your local data protection authority.

8. Authorized Representative: You may designate an authorized agent to exercise your rights on your behalf; please note that we may require proof of such authority before processing your request.

XI. Additional Disclosures for Individuals Residing in Certain U.S. States

Residents of California, Colorado, Connecticut, Utah, and Virginia may have additional rights under state-specific privacy laws. The tables below summarize the categories of Personal Data collected, the types of recipients, and the purposes for which such data is processed.

Table 1: Collection, Use, and Disclosure of Personal Data

Category of Personal Data	Categories of Recipients	Purpose of Processing
Identifiers (e.g., name, address, email, phone)	HR Geckos Inc. affiliates; business partners; event sponsors; service providers (e.g., cloud, security, data storage); marketing, analytics, and advertising providers; other users (if publicly posted)	To operate our Website; manage Event registrations and user profiles; communicate product/service updates; enforce contractual obligations; enable interactive features; support marketing and promotional activities.
Commercial Information (e.g., events attended, products/services purchased, preferences)	HR Geckos Inc. affiliates; business partners; event sponsors; service providers; marketing and analytics providers	For customer relationship management, analysis, and targeted marketing.
Device, Internet, and Network Activity Information (e.g., IP address, browsing data, device details)	HR Geckos Inc. affiliates; service providers; marketing and advertising partners; analytics providers	To analyze user behavior, improve user experience, and deliver targeted advertising.
Audio, Electronic, Visual, and Similar Data (e.g., photographs, event recordings)	HR Geckos Inc. affiliates; business partners; event sponsors; creative service vendors; marketing providers; publicly on social media (if shared)	To capture and promote Event experiences; for use in social media and marketing campaigns.
Employment or Professional Information (e.g., job title, employment history)	HR Geckos Inc. affiliates; recruitment partners; business partners; event sponsors; professional services providers; marketing partners	To manage recruitment and professional networking processes.
User-Generated Content (e.g., posts, comments, forum contributions)	HR Geckos Inc. affiliates; service providers; social media platforms; other users (if publicly posted)	To support community interaction and public engagement on our Website.

Table 2: Use of Personal Data for Targeted Advertising

Category of Personal Data	Third Parties	Purpose
Identifiers (e.g., name, email)	Marketing and advertising providers; analytics partners	To serve personalized, targeted advertisements on various online platforms.
Device and Internet Activity Information (e.g., IP address, browsing behavior)	Advertising partners; analytics providers	To track user behavior and deliver relevant advertising content.

XII. Opt-Out Mechanisms

• Opt-Out of Targeted Advertising: You can opt out of having your data used for targeted advertising by adjusting your cookie settings via the “Cookies Preferences” link on our Website or by using recognized opt-out signals (such as Global Privacy Control) supported by your browser or device. Please note that these settings may need to be applied on each device or browser you use.

• Opt-Out of Marketing Communications: If you no longer wish to receive marketing emails or communications from HR Geckos Inc., please use the “unsubscribe” link in our emails or contact us directly. We will process your request in accordance with applicable law.

XIII. Public Forums and Third-Party Websites

• Public Forums and Blogs: Any information you voluntarily disclose in public forums, blogs, or other interactive areas of our Website may be viewed and used by others. We encourage you to exercise caution when sharing Personal Data publicly.

• Third-Party Websites and Applications: Our Website may contain links to external sites or applications that are not operated by HR Geckos Inc. This Privacy Statement does not apply to those third-party platforms; we advise you to review their privacy policies before providing any Personal Data.

XIV. Children’s Privacy

HR Geckos Inc. does not knowingly collect Personal Data from individuals under the age of 16. If it is brought to our attention that Personal Data has been inadvertently collected from a child under 16, we will promptly delete such data. Parents or guardians who believe that we have collected Personal Data from a child under 16 should contact us immediately.

XV. Amendments and Updates to this Privacy Statement

HR Geckos Inc. reserves the right to modify, update, or change this Privacy Statement from time to time. In the event of material changes, we will notify you by a prominent notice on our Website or by other means, such as email (if you have provided contact information). We recommend that you review this Privacy Statement periodically to remain informed of any changes. The “Effective Date” above reflects the most recent revision.

XVI. Contact Information

For questions, comments, or requests regarding this Privacy Statement, or to exercise your rights as described herein, please contact our Privacy Office using one of the following methods:

• Email: info [at] hrgeckos.com

For technical support or other inquiries related to our Website, please contact: support@hrgeckos.com

This comprehensive Privacy Statement embodies HR Geckos Inc.’s commitment to transparency, accountability, and the protection of your personal data. We appreciate the trust you place in us and pledge to handle your Personal Data responsibly and in accordance with all applicable laws and regulations.

Feel free to review and let us know if you have any further suggestions or require additional modifications.