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PRIVACY POLICY

Privacy Policy

Effective as of August 2022.

We at Hi Bob Limited (together with its affiliated companies – “HiBob“, “we“, “our” or “us“) develop and operate a human resources management platform (the “Platform“) that helps companies (the “Customer“) streamline core HR processes and cultivate interpersonal relationships within the organization.

This Privacy Policy describes our practices regarding the collection, storage, usage, and disclosure of data that relates to identified or identifiable individuals (“personal data” and “data subjects”, respectively), who:

The activities described above are the “Services” to which this Privacy Policy applies. Please note that this Privacy Policy does NOT cover our practices regarding individuals who use the Platform as the end-users under our Customers’ account and for their purposes, including a Customer’s employees, staff, and contractors (“End Users”).

If you are an End User, please visit our Privacy Policy for End Users which describes our practices relating to such personal data.

Specifically, this Privacy Policy describes our practices regarding –

  1. Data Collection
  2. Data Uses
  3. Data Location and Retention
  4. Data Sharing
  5. Cookies and Tracking Technologies
  6. Communications
  7. Data Security
  8. Data Subject Rights
  9. Data Controller/Processor
  10. Additional Notices

We respect your privacy and are strongly committed to making our practices regarding your personal data transparent and fair.

Please read this Privacy Policy carefully and make sure that you fully understand and agree to it.

You are not legally required to provide us with any personal data, but without it, we may not be able to provide you with the full range of our Services or with the best user experience when interacting with our Sites.

1.   Data Collection

We collect various types of personal data regarding our Visitors, Community Members, Admins, and Prospects (“Visitors, Prospects & Admins Data”). Such data is typically collected or generated through your interaction with us or our Services, through automatic means, or directly from you or through third parties (including via Service Providers, as defined in Section 4 below).

Specifically, we may process the following categories of your personal data:

Admin Data received from you: When you are registered by us as an Admin of a Customer’s account, you may provide us with personal data relating to you. This typically includes your name, workplace, position, and contact information (such as professional e-mail and phone number). If you choose to send others an e-mail or message inviting them to use the Platform, we will use the contact information you provide us to automatically send such invitation e-mail or message on your behalf. Your name and e-mail address may be included in the invitation e-mail or message.

During your interaction with our Platform as an Admin, you may provide us with personal data relating to your organization’s End Users (e.g., contact details of your organization’s employees in order to sign them up to the Platform). Please note that in such instances, the Customer on behalf of which you are an Admin will be solely responsible for determining whether to provide us with said data, as well as for establishing an appropriate legal basis for such processing activities as required under applicable law.

Data automatically collected or generated: When you visit or interact with our Sites or the Community, we may collect, record, or generate certain technical data about you. We do so either independently or with the help of third-party Service Providers (defined in Section 4 below), including through the use of “cookies” and other tracking technologies (in the manner further detailed in Section 5 below).

Such data usually consists of connectivity, technical and aggregated usage data, such as IP addresses and general locations, device and application data (such as type, operating system, mobile device ID, browser version, locale, and language settings used), date and time stamps of usage, the cookies and pixels installed or utilized on such device and your recorded activity (sessions, clicks, and other interactions) in connection with our Sites, Platform or Community. In addition, phone calls (e.g., with our sales representatives, customer success, etc.) may be automatically recorded, tracked, and analyzed, for purposes such as analytics, service, business quality control and improvements, and record-keeping purposes.

Data collected from the Community: To become a Community Member, you will be required to provide certain information such as your name and e-mail address, and may choose to share additional information such as your workplace, position, and profile picture (“Member Registration Data”). As a Community Member, you may choose to interact with other Community Members or visitors who might have access to the Community via various means available on the Community. Any information you submit to the Community during such interactions (“Member Content Data”), including personal data relating to you or others, may be visible to other Community Members and visitors and will be shared at your sole discretion. Due to the public nature of the community, your posts and certain personal data may remain available on the Community irrespective of any other engagements you may have with us. You represent and warrant that any information you share on the Community does not infringe on any third party’s rights and will be shared in full compliance with the requirements of all applicable laws and regulations including, but not limited to, those pertaining to privacy and data protection applicable to the information shared by you.

Data received from other third parties: We may receive personal data concerning you from other sources. For example, if you participate in an event, webinar, or promotion that we sponsor or participate in, we may receive your personal data from its organizers. We may also receive your contact and professional details (e.g., your name, company, position, contact details, and professional experience, preferences, and interests) from our business partners or service providers, and through the use of tools and channels commonly used for connecting between companies and individuals in order to explore potential business and employment opportunities, such as LinkedIn and other similar platforms.

Data obtained through Analytics Tools: We use analytics tools (e.g., Google Analytics) to collect data about the use of our Sites or the Community. Analytics tools collect data such as how often Visitors and Prospects visit the Sites, which pages they visit and when, and which website, ad, or e-mail message brought them there.

2.   Data Uses

We use your personal data as necessary for the following purposes and in reliance on the lawful basis as further detailed in the chart below:

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We do not sell your personal information for the intents and purposes of the California Consumer Privacy Act (CCPA).

If you reside or are interacting with the Services in a territory governed by privacy laws under which “consent” is the only or most appropriate legal basis for processing personal data (in general, or specifically with respect to the types of personal data you choose to share via the Services), your acceptance of our Customer Subscription Terms (“Agreement”) or the Terms of Use (as applicable), and of this Privacy Policy will be deemed as your consent to the processing of your personal data for all purposes detailed in this Privacy Policy. If you wish to revoke such consent, please contact us by e-mail at support@hibob.com.

3.   Data Location and Retention

Data Location: Your personal data is maintained, processed and stored by us and our authorized Service Providers (defined below) in the US, EU, UK, Australia, and Israel. We may also retain your personal data in other locations as reasonably necessary for the proper performance and delivery of our Services, or as may be required by law.

HiBob is headquartered in Israel, a jurisdiction which is considered by the European Commission as offering an adequate level of protection for the personal data of EU Member State residents.

While privacy laws may vary between jurisdictions, HiBob and its affiliates and Service Providers are each committed to protecting personal data in accordance with this Privacy Policy and customary industry standards, and such appropriate lawful mechanisms and contractual terms requiring adequate data protection, regardless of any lesser legal requirements that may apply in their jurisdiction. For data transfers from the European Economic Area (EEA), the UK, or Switzerland to countries that are not considered to be offering an adequate level of data protection, we and the relevant data exporters and importers have entered into standard contractual clauses as approved by the European Commission, the UK, or Switzerland. You are entitled to request a copy of the standard contractual clauses used in these cases, and may do so by contacting us at support@hibob.com.

Data Retention: We will retain your personal data for as long as it is reasonably necessary in order to establish, maintain and expand our relationship and provide you with our Services and offerings; in order to comply with our legal and contractual obligations; or to protect ourselves from any potential disputes (i.e., as required by laws applicable to log-keeping, records and bookkeeping, and in order to have proof and evidence concerning our relationship, should any legal issues arise following your discontinuance of use), all in accordance with our data retention policy and applicable laws.

Please note that except as required by applicable law or our specific agreements with you, we will not be obligated to retain your personal data for any particular period, and we are free to securely delete, anonymize or restrict access to it for any reason and at any time, with or without notice to you.

If you have any questions about our data retention policy, please contact us by e-mail at support@hibob.com.

4.   Data Sharing

Legal Compliance: In exceptional circumstances, we may disclose or allow government and law enforcement officials access to your personal data, in response to a subpoena, search warrant, or court order (or similar requirement), or in compliance with applicable laws and regulations. Such disclosure or access may occur if we believe in good faith that: (i) we are legally compelled to do so; (ii) disclosure is appropriate in connection with efforts to investigate, prevent, or take action regarding actual or suspected illegal activity, fraud, or other wrongdoing; or (iii) such disclosure is required to protect the security or integrity of our End Users, Customers, Visitors, Prospects, ourselves or our Services.

Service Providers: We may engage selected third-party companies and individuals to perform services complementary to our own. Such service providers include hosting and server co-location services, communications, and content delivery networks (CDNs), data and cyber security services, billing and payment processing services, fraud detection and prevention services, web analytics, e-mail distribution, marketing and monitoring services, session or activity recording services, remote access services, performance measurement, data optimization and enrichment services, social and advertising networks, content providers, e-mail, voice-mails, support and customer relation management systems, and our legal, compliance and financial advisors (collectively, “Service Providers“).

These Service Providers may have access to your personal data, depending on each of their specific roles and purposes in facilitating and enhancing our Service, and may only use it for such limited purposes as determined in our Agreements with them. When our Service Providers contact you in order to offer or promote our Service, they may additionally interest you in their own services. Should you decide to engage in such activities with HiBob’s Service Providers, please note that such engagement is beyond the scope of HiBob’s Agreement and this Privacy Policy and will therefore be covered by our Service Provider’s terms and privacy policy.

In the context of this Privacy Policy, i.e., with regard to HiBob’s processing of personal data relating to Visitors, Prospects and Admins, our Service Providers shall be deemed as “Data Processors” (as further described in Section 9 below).

Sharing your Feedback or Recommendations: If you submit a public review or feedback, note that we may (at our discretion) store and present your review to Visitors of our Sites and Services (including other Customers), or to other Community Members (as applicable). If you wish to remove your public review, please contact us at support@hibob.com.

Event Sponsors: If you register for any event that we host, organize or sponsor, then with your permission we may share your registration details with others, including the hosts, organizers, speakers, service providers, and sponsors of that event, so that they may contact you with relevant information and offers, or to fulfill any promotions related to that event.

Protecting Rights and Safety: We may share your personal data with others if we believe in good faith that this will help protect the rights, property or personal safety of HiBob, any of our End Users or Customers, or any members of the general public.

HiBob Subsidiaries and Affiliated Companies: We may share personal data internally within our group, for the purposes described in this Privacy Policy. In addition, should HiBob or any of its subsidiaries or affiliates undergo any change in control or ownership, including by means of merger, acquisition or purchase of any of its assets, your personal data may be shared with the parties involved in such an event. If we believe that such change in control might materially affect your personal data then stored with us, we will notify you of this event and the choices you may have via e-mail or prominent notice on our Services.

For the avoidance of doubt, HiBob may share your personal data in additional manners, pursuant to your explicit approval, or if we are legally obligated to do so, or if we have successfully rendered such data non-personal and anonymous. We may transfer, share or otherwise use non-personal data at our sole discretion and without the need for further approval.

5. Cookies and Tracking Technologies

Our Sites and Service (including some of our Service Providers) utilize “cookies”, anonymous identifiers, pixels, container tags and other technologies in order for us to provide our Service and ensure that it performs properly, to analyze our performance and marketing activities, and to personalize your experience. For more information, such cookies and similar files or tags may also be temporarily placed on your device. Certain cookies and other technologies serve to recall personal data, such as an IP address, previously indicated by a User. To learn more about our practices concerning cookies and tracking please see our Cookie Policy.  

6. Communications

Service Communications: We may contact you with important information regarding our Service. For example, we may send you notifications (through any of the means available to us) of changes or updates to our Service, billing issues, service changes, log-in attempts or password reset notices, etc. Our customers, and other Users on the same account, may also send you notifications, messages and other updates regarding their or your use of the Service. You can control your communications and notifications settings from your User Profile settings. However, please note that you will not be able to opt-out of receiving certain service communications which are integral to your use (like password resets or billing notices).

Promotional Communications: We may also notify you about new features, additional offerings, events and special opportunities or any other information we think our Users will find valuable. We may provide such notices through any of the contact means available to us (e.g. phone, mobile or e-mail), through the Service, or through our marketing campaigns on any other sites or platforms.

If you do not wish to receive such promotional communications, you may notify HiBob at any time by sending an e-mail to support@hibob.com, changing your communications preferences in your User Profile settings, or by following the “unsubscribe”, “stop”, “opt-out” or “change e-mail preferences” instructions contained in the promotional communications you receive.

7.   Data Security

In order to protect your Personal Data held with us, we are using industry-standard physical, procedural and technical security measures, including encryption as appropriate. However, please be aware that regardless of any security measures used, we cannot and do not guarantee the absolute protection and security of any Personal Data stored with us or with any third parties as described in Section 4 above. To learn more, please visit https://www.hibob.com/security/ .

8.   Data Subject Rights

If you wish to exercise your rights under laws applicable to you, including the EU General Data Protection Regulation (GDPR), such as the right to request access to, and rectification or erasure of your personal data held with HiBob, and the right to object at any time to processing of personal data concerning you which is based on our legitimate interests as detailed in Section 2 above (each to the extent available to you under the laws which apply to you) – please contact us by e-mail at support@hibob.com.

Please note that once you contact us by e-mail, we may require additional information and documents, including certain personal data, in order to authenticate and validate your identity and to process your request. Such additional data will be then retained by us for legal purposes (e.g., as proof of the identity of the person submitting the request), in accordance with Section 3 above.

9.   Data Controller/Processor

Certain data protection laws and regulations, such as the GDPR or the CCPA, typically distinguish between two main roles for parties processing personal data: the “data controller”, who determines the purposes and means of processing; and the “data processor”, who processes the data on behalf of the data controller. Below we explain how these roles apply to our Services, to the extent that such laws and regulations apply.

HiBob is the “data controller” of personal data relating to its Visitors, Community Members, Prospects, and Admins. With respect to such data, we assume the responsibilities of data controller (solely to the extent applicable under the law), as set forth in this Privacy Policy. In such instances, our Service Providers processing such data will assume the role of “data processor”.

For the avoidance of doubt, with regard to HiBob’s processing of End Users’ personal data uploaded or submitted to the Platform, HiBob is the “data processor” of such data and the Customer who is the owner of the respective account is the “data controller”.

To learn more about our processing activities within the Platform, please visit our Privacy Policy for End Users.

10. Additional Notices

Updates and Amendments: We may update and amend this Privacy Policy from time to time by posting an amended version on our Service. The amended version will be effective as of the date it is published. When we make material changes to this Privacy Policy which in our discretion may affect your personal data, we’ll provide you with notice as appropriate under the circumstances. Your continued use of the Service after the changes have been implemented will constitute your acceptance of the changes.

External Links: While our Services may contain links to other websites or services, we are not responsible for their privacy practices. We encourage you to pay attention when you leave our Services for the website or application of such third parties, and to read the privacy policies of each and every website and service you visit. This Privacy Policy applies only to our Services.

Our Services are not designed to attract children who are minors: We do not knowingly collect personal data from children and do not wish to do so. If we learn that a person who is to be considered as a minor according to the law applicable to him is using the Services, we will attempt to prohibit and block such use and will make efforts to promptly delete any personal data stored with us with regard to such minor. If you believe that we might have any such data, please contact us by e-mail at support@hibob.com.

Questions, concerns or complaints: If you have any comments or questions regarding this Privacy Policy, or if you have any concerns regarding your personal data held with us, please contact HiBob’s support at support@hibob.com, or our Data Protection Officer at dpo@hibob.com. If you are a GDPR/UK GDPR-protected individual, you also have the right to lodge a complaint with the relevant supervisory authority in the EU or in the UK as applicable to you.

EU and UK Representatives: Hibob has designated representatives in the European Union and in the United Kingdom for data protection matters. Inquiries regarding our EU & UK privacy practices may be sent by e-mail to support@hibob.com or via mail as follows:

EU inquiries may be sent to:

Prighter (Re: Hi bob Limited)

Schellinggasse 3/10

Vienna 1010

Austria

UK inquiries may be sent to:

Hibob (UK) Limited

Boundary House

91-93 Charterhouse St, London EC1M 6HR,

United Kingdom (Tel: +44 20 3455 5024)

You can find our old Privacy Policy terms here.