Disclaimer Policy for WellHR
1. Introduction Welcome to WellHR, your AI-powered wellness companion. We value your trust and are committed to protecting your privacy. This Privacy Policy explains how we handle and safeguard your personal information. We understand the sensitive nature of the information you share with us and are dedicated to maintaining its confidentiality and security. This policy will guide you through the types of information we collect, how it's used, and the steps we take to ensure it's protected.
2. Information Collection In our quest to offer personalized wellness guidance, we collect various types of information from our users. This includes:
Personal Identifiable Information (PII): When you interact with WellHR, you may provide information like public email addresses, and specific wellbeing/workplace-related data. This information helps us tailor our responses to your individual wellness needs.
Usage Data: We collect information about how you interact with WellHR. This includes the questions you ask, the responses you provide, and your overall engagement with the chatbot. This data helps us understand your preferences and improve our service.
Technical Information: We gather technical data such as your IP address, device type, browser type, and operating system. This information is crucial for troubleshooting, enhancing our service's performance, and ensuring its compatibility with various devices and platforms.
3. Use of Information The information we collect serves multiple purposes:
Personalization: Your data helps us provide a more personalized and effective wellness journey. By understanding your unique needs, we can offer more relevant advice and insights.
Service Improvement: We continuously strive to improve WellHR. Usage and technical data provide us with insights to enhance functionality and user experience.
Research and Development: Analyzing the information we gather aids in our ongoing research and development efforts, allowing us to innovate and introduce new features that meet our users' evolving needs.
Security: We use your data to safeguard against unauthorized access to your account and to monitor for unusual or suspicious activity.
4. Data Sharing and Disclosure We handle your data with utmost confidentiality. However, certain circumstances necessitate sharing your information:
With Service Providers: We partner with third-party service providers who assist us in operating WellHR, conducting our business, or serving our users. These partners agree to keep this information confidential.
For Legal Reasons: We may disclose your information when required by law or to protect our or others' rights, property, or safety.
5. Data Security Protecting your personal information is a top priority. We employ a variety of security measures, including encryption and secure servers, to safeguard your data. While we strive for the highest security standards, it's essential to remember that no method of transmission over the Internet or method of electronic storage is 100% secure.
6. User Rights You have control over your personal information:
Access and Review: You can request to access the personal information we hold about you.
Correction: If you find that any personal information is inaccurate, you have the right to have it corrected.
Deletion: Under certain conditions, you have the right to request the deletion of your personal information.
7. Children’s Privacy Our service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children without parental consent. If we learn that we have collected personal information from a child without consent, we will take steps to remove that information from our servers.
8. Changes to Privacy Policy This Privacy Policy may change over time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice. We encourage you to review our Privacy Policy periodically to stay informed about how we are protecting the personal information we collect.
9. Contact Us For any questions or concerns regarding our privacy practices, please contact us. We are dedicated to addressing any privacy-related issues and ensuring your experience with WellHR is secure and satisfactory.
Privacy Policy
1. Introduction
WellHR ("we," "us," or "our") is dedicated to safeguarding your privacy and ensuring the protection of your personal data. This Privacy Policy ("Policy") explains how we collect, use, disclose, and secure your personal data when you use our services, including our website WellHR.org, mobile applications, AI chatbot, communications, and any other services that link to this Policy (collectively, the "Services"). By accessing or using our Services, you agree to this Policy. If you do not agree, please do not use our Services.
2. Personal Data We Collect and How We Use It
2.1 Personal Data Categories
We collect personal data to provide and improve our Services. The types of personal data we may collect include:
Profile Information:
Account Details: Through interacting with the chatbot you may provide job title, company name, work experience, education, language preferences, and any other information you provide when creating an account.
Demographic Data (Optional): Age, gender, race/ethnicity, sexual orientation, disability status, veteran status, marital status, parental status, and other demographic information you may choose to provide.
Communications Activity:
Interactions with Communications: Emails, messages, and notifications you receive from us, including opening emails, clicking links, and other engagement metrics.
Service Downloads: Information about content or resources you download from our Services.
Direct Messages: Messages and content you send or receive through our Services' messaging features.
Wellbeing Interactions:
AI Chatbot Interactions: Conversations and inputs provided to our AI-powered confidential chatbot for support on stress management, work-life balance, team dynamics, and personal development.
Service Activity:
Usage Data: Pages viewed, features used, time spent on our Services, search queries, clicks, and other actions taken.
Log Information: IP address, browser type, operating system, device information, and other technical data collected when you access our Services.
Submitted Content:
Feedback and Surveys: Anonymous feedback, survey responses, reviews, comments, and any other content you submit.
Wellbeing Program Participation: Data related to your participation in workshops, team-building activities, and self-help challenges.
Support and Feedback:
User Support: Information you provide when you contact us for support, including the content of your communications.
2.2 How We Use Personal Data
We may use your personal data for the following purposes:
Providing and Improving Services:
To operate and maintain our Services.
To personalize your experience and tailor content to your preferences.
To process your requests, transactions, and payments.
Communication:
To send service-related communications, such as account verification, technical notices, updates, security alerts, and support messages.
To respond to your comments, questions, and requests.
Analytics and Research:
To analyze usage trends and preferences to improve our Services.
To conduct research and develop new features and services.
Advertising and Marketing:
To send promotional communications, such as newsletters, offers, and other information we think may be of interest to you.
To personalize advertisements and measure their effectiveness.
Security and Compliance:
To monitor and analyze fraudulent activities and ensure the security of our Services.
To enforce our Terms of Use and comply with legal obligations.
Demographic Analysis (Optional):
To generate aggregated insights on workplace diversity, equity, and inclusion.
To provide demographic-based analysis of workplace trends and experiences.
3. Legal Bases for Processing Personal Data
Depending on your location and applicable laws, we process your personal data based on the following legal grounds:
Consent:
We rely on your consent to process optional demographic data, send promotional communications, and place certain cookies.
Contractual Necessity:
Processing is necessary for the performance of a contract with you, such as providing our Services and fulfilling your requests.
Legitimate Interests:
We process personal data for our legitimate interests, such as improving our Services, provided that these interests are not overridden by your rights and interests.
Legal Obligations:
Processing is necessary to comply with legal obligations, such as responding to legal processes or government requests.
4. How We Share Your Personal Data
We may share your personal data with:
4.1 Service Providers
We engage third-party service providers to perform functions and provide services to us, such as:
Cloud Storage and Computing Services: Hosting and maintaining our Services. Ai providers.
Analytics Providers: Analyzing usage of our Services.
Customer Support Providers: Assisting with customer service and support.
Marketing and Advertising Partners: Assisting with marketing campaigns and advertising.
These service providers have access to personal data only as necessary to perform their functions and are obligated to maintain its confidentiality.
4.2 Employers and Organizations
Aggregated Reports:
We provide employers with aggregated and anonymized insights derived from employee feedback and interactions. These reports do not contain personal identifiers and are designed to protect individual anonymity.
4.3 Affiliates and Partners
Affiliated Companies:
We may share personal data with our affiliates for purposes consistent with this Policy.
Business Transfers:
In the event of a merger, acquisition, reorganization, or sale of assets, your personal data may be transferred as part of that transaction.
4.4 Legal and Regulatory Authorities
Compliance with Laws:
We may disclose personal data to government or law enforcement officials if required by law or if we believe disclosure is necessary to comply with legal obligations.
Protection of Rights:
We may disclose personal data to protect the rights, property, or safety of WellHR, our users, or others.
5. Cookies and Similar Technologies
We use cookies and similar technologies to collect information about your use of our Services.
5.1 Types of Cookies Used
Essential Cookies:
Necessary for the operation of our Services and cannot be disabled.
Performance Cookies:
Collect information about how you use our Services to improve performance.
Functional Cookies:
Remember your preferences and personalize your experience.
Targeting Cookies:
Deliver relevant advertisements and track ad performance.
5.2 How We Use Cookies
Authentication:
To recognize when you sign in and keep you logged in during your session.
Security:
To support security features and detect malicious activity.
Preferences and Features:
To remember your settings and preferences.
Advertising:
To deliver, measure, and improve advertising.
5.3 Managing Cookies
You can control cookies through your browser settings or other tools. Please note that disabling cookies may affect the functionality of our Services.
6. Data Security
We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction.
Encryption:
Data is encrypted during transmission using Secure Socket Layer (SSL) technology.
Access Controls:
Access to personal data is restricted to authorized personnel who need it to perform their job duties.
Regular Audits:
We regularly review our security practices to enhance data protection.
Despite these measures, no method of transmission over the internet or electronic storage is completely secure.
7. Data Retention
We retain your personal data for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required or permitted by law.
Account Information:
Retained as long as your account is active or as needed to provide you with Services.
Submitted Content:
Retained to maintain the integrity of the Services and for analytical purposes.
Anonymized Data:
May be retained indefinitely for research and analytical purposes.
When personal data is no longer needed, we will delete or anonymize it in a secure manner.
8. Your Rights and Choices
Depending on your jurisdiction, you may have certain rights regarding your personal data:
8.1 Access and Correction
Access:
You may request access to the personal data we hold about you.
Correction:
You may request that we correct or update inaccurate or incomplete personal data.
8.2 Deletion
Right to Erasure:
You may request that we delete your personal data under certain conditions.
8.3 Objection and Restriction
Objection:
You may object to the processing of your personal data for certain purposes.
Restriction:
You may request that we restrict the processing of your personal data.
8.4 Data Portability
Transfer:
You may request a copy of your personal data in a structured, commonly used, and machine-readable format.
8.5 Withdrawal of Consent
Consent Withdrawal:
You may withdraw your consent at any time where processing is based on consent.
To exercise your rights, please contact us at privacy@wellhr.org. We may need to verify your identity before processing your request.
9. Communications Preferences
9.1 Email Communications
Promotional Emails:
You may opt out of receiving promotional emails by following the unsubscribe instructions in those emails or by adjusting your account settings.
Service Communications:
We may still send you non-promotional communications, such as account notifications and legal notices.
9.2 Push Notifications
Opt-Out:
You can disable push notifications through your device settings.
9.3 Text Messages
Opt-Out:
To opt out of receiving text messages, reply "STOP" to any text message you receive from us.
10. Children's Privacy
Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal data from minors. If we become aware that we have collected personal data from a minor without parental consent, we will take steps to delete such data promptly.
11. International Data Transfers
Your personal data may be transferred to and processed in countries other than your country of residence, including the United States, where data protection laws may differ.
Adequacy and Safeguards:
We ensure that appropriate safeguards are in place, such as standard contractual clauses approved by relevant authorities, to protect your personal data during international transfers.
12. Third-Party Links and Services
Our Services may contain links to third-party websites, applications, or services. We are not responsible for the privacy practices or content of these third parties. We encourage you to review their privacy policies before providing any personal data.
13. Changes to This Privacy Policy
We may update this Policy from time to time to reflect changes in our practices or legal requirements.
Notification of Changes:
If we make material changes, we will notify you by updating the "Effective Date" at the top of this Policy and, if required, through additional communications.
Continued Use:
Your continued use of our Services after any changes indicates your acceptance of the updated Policy.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at:
Email: support@wellhr.org
This Privacy Policy (the “Policy”) outlines how WellHR processes personal data when providing our services, which include various WellHR websites (such as WellHR.org), applications, advertisements, communications, and other instances where we link to this Policy (collectively, the "Services"). Any term not defined in this Policy has the meaning set forth in our Terms of Use. The term “including” as used in this Policy means “including but not limited to.”
Personal Data We Process and How We Use It
We process personal data to deliver and enhance our Services. The personal data we collect from and about you varies depending on how you interact with our Services. As we evolve our Services, your options for providing us with personal data may also change. While you are not obligated to provide personal data, certain features of our Services may not be accessible if you choose not to share specific data with us.
Categories of Personal Data We May Collect
Personal Data Categories
Communications Activity
Examples: Communications you've subscribed to or received, interactions with communications (e.g., reading/opening emails, clicking links), information downloaded from our Services, contact list information.
Applicable Data Categories: Commercial information, personal identifiers, inferences, internet activity.
Demographics
Examples: Race/ethnicity, sexual orientation, disability status, personality traits (e.g., introvert/extrovert), religion, marital status, parental status, veteran status.
Applicable Data Categories: Special Category Data/Sensitive Personal Information, characteristics of protected classifications under state or federal law, health data (disability status).
Direct Messages
Examples: Messages and associated content exchanged through our Services.
Applicable Data Categories: Identifiers.
Wellbeing Interactions
Examples: Interactions with our AI-powered chatbot, including topics discussed and guidance provided.
Applicable Data Categories: Inferences, professional or employment-related information.
Profile Information
Examples: Name, email address, job title, company, profile picture, phone number, username, age, gender, work and education experience, social media links, language preferences, account settings, communication preferences.
Applicable Data Categories: Commercial information, education information, identifiers.
Sales & Support History
Examples: Purchase history, payment details, customer support interactions.
Applicable Data Categories: Sensitive Personal Information, commercial information, identifiers, internet activity.
Security & Login Information
Examples: Login events, password changes, email updates, device information (including IP address and inferred general location).
Applicable Data Categories: Sensitive Personal Information, geolocation data, identifiers, internet activity, inferences.
Service Activity
Examples: Pages viewed, content or ads interacted with, searches conducted, groups visited, log information, screen recordings, text entries.
Applicable Data Categories: Internet activity, inferences.
Submitted Content
Examples: Feedback, reviews, surveys, posts, comments, documents, audio, video, and other content submitted to the Services.
Applicable Data Categories: Audio, electronic, visual information; professional or employment-related information.
User Support & Feedback
Examples: Support requests, feedback, and other communications you provide.
Applicable Data Categories: Commercial information, identifiers.
How We May Use Personal Data
1. Advertising (On and Off the Services)
We may use your personal data to facilitate our advertising efforts, including displaying ads for our Services or third-party products, and sponsored content.
Personal data collected from you, our affiliates, and third parties may be used to personalize advertisements on our Services and elsewhere.
We may use data collected via our Services and third-party advertising partners to measure ad effectiveness and recognize your devices to serve ads on and off our Services.
Personal data shared by ad partners or collected from their websites or apps may be combined with other data we have about you, as described in this Policy.
If you respond to third-party ads or submit data through our Services to third parties, those parties receive your data subject to their privacy policies.
2. Creating an Account & Profile
To access most of our Services, you need to create an account and provide personal data.
We may create and link different service accounts for you to provide access to various features.
If you sign up using a third-party service, that service may share personal data like your name and email address with us. You control what data is shared via your third-party account settings.
We create a member "Profile" for you containing the personal data you provide. We may update your Profile with data from third parties or extracted from your interactions with our Services.
We may attempt to verify your employment history or status through various methods, including third-party integrations or signals from your employer.
Portions of your Profile may be visible to other users and the public, depending on the Services you use and your anonymity settings. Your Profile will not publicly link to content you submit anonymously or semi-anonymously.
3. Communicating with WellHR & Affiliates
We and our affiliates may send service-related and promotional communications via email, text message, calls, push notifications, or other means.
To opt out of text messages, reply "STOP" from the device receiving the messages.
To unsubscribe from emails, use the unsubscribe link or email settings provided in the emails. Unsubscribing from one type of email doesn't automatically unsubscribe you from all communications.
To disable push notifications, adjust your in-app or device settings.
Certain communications essential to the use of our Services (e.g., updates to this Policy) cannot be opted out of unless you delete your account.
If you use our chat features, we and our service providers may record and retain transcripts of your conversations.
4. Communications Initiated by Third Parties
Users or customers may invite others to our Services by providing contact information. We process these invitations and may allow syncing or uploading contact lists to facilitate communications.
5. Communicating with Other Users
We may enable users to communicate with each other through our Services.
Messages sent to other users can be read and potentially shared beyond our Services. Only share information you're comfortable disclosing.
6. Demographic Data
You may choose to provide demographic data, which can be updated or removed at any time.
We use demographic data to:
Provide insights into workplace disparities (e.g., wage gaps).
Generate demographic-based analyses of workplaces and content.
Offer diversity, equity, and inclusion metrics and ratings.
Enable search and filtering features based on demographic attributes.
Enhance diversity disclosures for users and the public.
Personalize recommendations and ads.
Anonymity Precautions:
We take steps to prevent your demographic data from revealing your identity.
Visibility of certain demographic attributes may be limited if there aren't enough user submissions to ensure anonymity.
Despite our efforts, there may be instances where your identity could be inferred. Understand this risk before providing demographic data.
User Choices:
You may self-identify in the content you submit.
We may offer options to disclose your demographic data publicly if you choose, understanding the potential loss of anonymity.
7. Individuals Featured in Content
Users may submit content referencing others, provided it complies with our Community Guidelines.
Content naming high-level individuals (e.g., CEOs, Directors) is allowed if it describes their work-related behavior or performance.
Negative comments about identifiable individuals outside this group are not permitted.
Discussions of workplace misconduct, illegal activities, discrimination, and harassment are allowed within guidelines.
8. Submitting & Interacting with Content
We offer various ways to submit and interact with content. Only share content you're comfortable making public.
Anonymity options may vary based on the type of content and Services used.
When submitting content like posts or comments, you may choose how you represent yourself (e.g., by company name, job title, or full name).
For certain content, such as reviews, you may need to include publicly displayed personal data like employer, job title, and location.
We strive to preserve your anonymity but cannot guarantee it. The information you provide may allow others to identify you.
9. Live Audio/Video Interactions
We may offer live audio or video conversations. Your participation may involve processing of your audio or video.
Some live events may be recorded.
Your Profile may be visible to other participants.
10. Embedded Content
We may display linked information through embeds. Third-party services providing this content may collect data according to their own policies.
How We Use Personal Data
Purpose: Advertising (on and off our Services)
Personal Data Collected: Communications Activity, Demographics (veteran status only), Profile Information, Service Activity, Security & Login Information.
Sources: Users, Affiliates, Customers, Third-Party Data Providers.
Shared With: Advertising Partners, Analytics Providers, Affiliates, Customer Relationship Management Providers, IT Service Providers.
"Sold" or "Shared" Data: Personal data used for behavioral or targeted advertising may be shared with advertising partners and affiliates.
Legal Basis:
Legitimate Interests: Necessary for our legitimate interests in providing personalized advertising.
Consent: Where required, we obtain your consent, especially for cookie usage in certain jurisdictions.
Legal Bases for Processing Personal Data
Performance of a Contract: Processing is necessary to fulfill our agreements with you or to take steps at your request before entering into an agreement.
Legitimate Interests: Processing is necessary for our legitimate interests or those of third parties, provided these interests are not overridden by your rights.
Consent: We rely on your consent for certain processing activities. You may withdraw consent at any time.
Legal Obligations: Processing is necessary to comply with legal obligations.
Vital Interests: In rare cases, processing may be necessary to protect someone's life.
Other Instances When We May Disclose Your Data
We may disclose personal data if we believe in good faith that such action is necessary to:
Comply with legal obligations or respond to lawful requests (e.g., subpoenas, warrants).
Enforce our Terms of Use, this Policy, or other agreements.
Protect the rights, property, or safety of WellHR, our users, or others.
Prevent physical harm or financial loss, or in connection with an investigation of suspected illegal activity.
Comply with national security or law enforcement requirements.
In the event of a reorganization, merger, or sale of assets, provided the acquirer agrees to adhere to this Policy.
Cookie Policy and Ad Choices
Cookies and Similar Technologies
Definition: Cookies are small data files stored on your device when you visit a website.
Usage: We use cookies, web beacons, and similar technologies to recognize you, enhance your experience, understand usage, and deliver relevant advertising.
Types of Cookies:
Session Cookies: Temporary cookies that expire when you close your browser.
Persistent Cookies: Remain on your device until they expire or are deleted.
Data Collected via Cookies: Browser type, preferences, interaction with ads, pages visited, time and date of access.
Purposes of Cookies
Authentication: Verify your identity when you log in and navigate our Services.
Security: Support security features and detect malicious activity.
Preferences and Features: Remember your settings and preferences.
Advertising: Deliver, measure, and improve advertising.
Analytics and Performance: Analyze usage to improve our Services.
Managing Cookies
Consent and Opt-Out:
Use our cookie settings tool to manage your preferences.
Adjust your browser settings to decline cookies, though this may affect functionality.
Third-Party Cookies:
We partner with third parties for advertising and analytics.
You can opt out of certain third-party cookies via industry opt-out sites.
Location Data
If you enable location services, we may use your location to provide geo-targeted content and ads.
You can disable location services in your device settings.
Data Controller & International Transfers
Data Controller: WellHR is the data controller responsible for your personal data.
International Transfers: Personal data may be transferred and processed in countries outside your country of residence, including the United States.
Safeguards: We comply with applicable laws to ensure adequate protection for data transfers, such as standard contractual clauses or reliance on adequacy decisions.
Additional Information About Our Data Practices
Anonymized, Aggregate, and De-Identified Data
We may anonymize or aggregate your data for research, improvement of our Services, or other lawful purposes.
Technical safeguards are in place to prevent re-identification of anonymized data.
Automated Decision-Making
We do not use algorithms or profiling to make decisions that have significant legal effects on you without human review.
Data Retention
We retain personal data only as long as necessary to fulfill the purposes outlined in this Policy.
Retention periods vary based on data type, usage, legal requirements, and other factors.
When data is no longer needed, we securely delete or anonymize it.
Privacy of Minors
Our Services are intended for users aged 18 or older.
We do not knowingly collect personal data from minors.
If we become aware of data collected from a minor without parental consent, we will delete it.
Security Safeguards
We employ physical, electronic, and managerial measures to protect personal data.
No security system is impenetrable; we cannot guarantee absolute security.
You are responsible for maintaining the confidentiality of your username and password.
Controlling Your Personal Data
Access and Management:
You can access, download, delete, or update your personal data through our automated self-service system.
Verification via your registered email may be required.
Editing Content:
Instructions for editing or removing content are available in our FAQs or by contacting us.
Account Settings:
Update account information via the settings page.
Deactivate your account within the application or web settings.
Communication Preferences:
Opt out of text messages by replying "STOP."
Unsubscribe from emails using the link provided in the email.
Disable push notifications in your device settings.
Opt-Out of Data Sale/Sharing:
Utilize our opt-out mechanism if you wish to prevent the sale or sharing of your data.
We respond to Global Privacy Control (GPC) signals where applicable.
Authorized Agents:
Authorized agents may submit requests on your behalf, subject to verification.
Non-Discrimination:
We do not discriminate against users exercising their privacy rights.
Appeals:
If unsatisfied with our response, you may appeal using the contact information provided.
In some jurisdictions, you may file a complaint with regulatory authorities.
Updates to Our Privacy Policy
We may update this Policy periodically by posting a new version on our Services.
If changes materially reduce your rights or increase your responsibilities, we will notify you via email or a notice on our Services before they take effect.
Continued use of our Services after changes indicates acceptance of the updated Policy.
Contact Us
Data Protection Officer:
Reach out to our Data Protection Officer at support@wellhr.org for inquiries related to this Policy and our data processing activities.