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1. Introduction

Epsilon HR is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share information when you use our platform or visit our website. We comply with the UK GDPR, EU GDPR, and applicable data protection legislation.

2. Data Controller

Epsilon HR acts as the data controller for personal data collected via this website and marketing activities. For personal data processed within the HR platform on behalf of your organisation, Epsilon HR acts as a data processor and your organisation is the data controller.

Controller contact: info@epsilonsys.app

3. What Data We Collect

Website visitors:

  • IP address and browser/device information (analytics)
  • Pages visited, session duration, referral source
  • Name, work email, company name, and team size (if you submit the demo request form)

Platform users (collected on behalf of your organisation):

  • Employee profile data (name, contact details, employment history, documents)
  • Time & attendance records
  • Performance and learning data
  • Expense and benefits data
  • Login events and audit trail entries

4. How We Use Your Data

  • To provide, maintain, and improve the Epsilon HR platform
  • To respond to demo requests and sales enquiries
  • To send transactional communications (account setup, security alerts)
  • To send marketing communications (with your consent, opt-out available at any time)
  • To comply with legal obligations and enforce our terms
  • To detect, investigate, and prevent fraudulent or unauthorised activity

5. Legal Basis for Processing (GDPR)

  • Contract performance — processing necessary to provide the platform services
  • Legitimate interests — fraud prevention, platform security, product analytics
  • Legal obligation — compliance with applicable laws
  • Consent — marketing communications and non-essential cookies (where applicable)

6. Data Retention

  • Website enquiry data: retained for 24 months from last interaction
  • Platform employee data: retained for the duration of your subscription plus 90 days post-termination, unless a longer retention period is required by law
  • Audit logs: retained for 7 years (immutable, append-only)
  • Backup snapshots: retained for 30 days on a rolling basis

7. Data Sharing

We do not sell your personal data. We may share data with:

  • Sub-processors — infrastructure, storage, email delivery, and monitoring providers under strict data processing agreements
  • Legal authorities — where required by law, court order, or regulatory obligation
  • Acquirers — in the event of a merger, acquisition, or asset sale, subject to equivalent data protection commitments

A current list of sub-processors is available on request at info@epsilonsys.app.

8. International Transfers

Where personal data is transferred outside the UK or EEA, we rely on appropriate safeguards including Standard Contractual Clauses (SCCs) or adequacy decisions. Details available on request.

9. Security

We protect your data using AES-256 encryption at rest, TLS 1.3 in transit, role-based access controls, multi-factor authentication, and immutable audit logging. We are SOC 2 Type II certified. In the event of a data breach, we will notify affected parties within 72 hours as required by GDPR.

10. Your Rights (GDPR / UK GDPR)

You have the right to:

  • Access — request a copy of the personal data we hold about you
  • Rectification — request correction of inaccurate data
  • Erasure — request deletion of your data ("right to be forgotten")
  • Restriction — request we limit processing of your data
  • Portability — receive your data in a structured, machine-readable format
  • Object — object to processing based on legitimate interests or for direct marketing
  • Withdraw consent — at any time, without affecting prior lawful processing

To exercise any of these rights, email: info@epsilonsys.app. We will respond within 30 days.

11. Cookies

This website uses essential cookies only (session management, security). No advertising or tracking cookies are used. You can control cookies through your browser settings. A detailed cookie inventory is available on request.

12. Children's Data

Epsilon HR is an enterprise B2B platform. We do not knowingly collect personal data from individuals under the age of 16.

13. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated via email or an in-app notice. The "last updated" date at the top of this page reflects the most recent revision.

14. Complaints

If you believe we have handled your data unlawfully, you have the right to lodge a complaint with your supervisory authority. In the UK: Information Commissioner's Office (ICO) — ico.org.uk. In the EU: your local Data Protection Authority.

15. Contact

For all privacy-related enquiries: info@epsilonsys.app