Privacy Policy

1. Information We Collect

We collect information in order to provide and improve our services.

Information Provided by Businesses

Businesses using VanaHR may upload or provide information related to their employees and operations, including:

• Employee names
• Contact information
• Addresses
• Employment documentation
• Tax forms (such as W-4)
• Identity verification documents (such as I-9 forms)
• Policy acknowledgements
• Other employment-related records

This information is referred to as Customer Data. The business using VanaHR controls what data is uploaded and is responsible for ensuring they have the legal right to store and process that information.

Account Information

When businesses create an account, we may collect:

• Name
• Email address
• Company name
• Billing information
• Login credentials

Technical Information

When users access the platform, we may automatically collect certain technical information, including:

• IP address
• Browser type
• Device information
• Usage data related to platform functionality

This information helps us maintain system security and improve performance.

2. How We Use Information

We use collected information to:

• provide and operate the VanaHR platform
• store and organize employee documentation
• enable onboarding workflows
• send compliance reminders and alerts
• process subscription payments
• improve platform functionality and security
• communicate with customers about their account or updates to the service

We do not sell customer or employee data.

3. Data Ownership

Businesses that use VanaHR retain ownership of all data they upload to the platform.

VanaHR acts as a service provider and data processor, storing and processing information only as necessary to provide the Service. We do not access or use customer data except:

• to operate the platform
• to provide customer support
• to maintain system security
• when required by law

4. Data Storage and Security

We take reasonable measures to protect customer data using technical and organizational safeguards. These measures may include:

• encrypted data transmission
• secure data storage
• restricted access controls
• monitoring for unauthorized access

We use practical technical and organizational safeguards, but no system can guarantee complete protection against unauthorized access.

5. Data Retention

Customer data is retained for as long as an active account exists.

If a customer cancels their subscription:

• data may remain available for a limited time to allow export or retrieval
• after that period, stored data may be permanently deleted

Customers are responsible for ensuring compliance with any legal data retention requirements that apply to their business.

6. Third-Party Services

VanaHR may rely on trusted third-party service providers to operate parts of the platform, such as:

• payment processing providers
• hosting and infrastructure services
• analytics tools

These providers may have access to limited information necessary to perform their services but are required to protect the confidentiality and security of that data.

7. Cookies and Usage Tracking

We may use cookies or similar technologies to:

• maintain login sessions
• improve website functionality
• understand how the platform is used

Users may disable cookies through their browser settings, though this may impact platform functionality.

8. Legal Requirements

We may disclose information if required to do so by law or in response to valid legal requests such as:

• subpoenas
• court orders
• government investigations

9. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our services or legal obligations. When significant changes are made, users will be notified through the platform or by email. Continued use of the Service after updates constitutes acceptance of the revised policy.

10. Contact Information

If you have questions about this Privacy Policy, please contact: