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Privacy Policy

Workstem’ strives to provide employers and their employees who use Workstem’ service to manage their HR needs (collectively, Users, or you), a user-friendly platform that handles a wide spectrum of HR-related matters – from simple on-boarding and off-boarding of employees to payroll process.

To do this, we recognize you must trust us with your personal information. Maintaining your trust is one of Workstem’s top priorities, and as a result, we abide by the following principles to protect your privacy:

  • We protect your personal information and use it only in connection with your use of our website and Services as set forth in our Terms of Use Agreement and described in this Privacy Policy.
  • Because privacy and security go hand-in-hand, we have implemented industry standard administrative, technical and physical security safeguards designed to protect your and your employees’ information.

This Privacy Policy applies to all the data, including previously-collected data, from visitors of workstem.com as well as to users of the online services, mobile services, software, and other services that we provide or otherwise make available on workstem.com (collectively, “the Service”). We may, in our sole discretion, modify or update this Privacy Policy from time to time, and if we make material changes to it, we will notify you through the Service, or by other means so that you may review the changes before you continue to use the Service. Your continued use of the Service after we publish or communicate a notice about any changes to this Privacy Policy means that you consent to the changes.

1. INFORMATION COLLECTION

The amount of information we collect depends on which features of the Service you use. Workstem needs personal information about you, your employees, and their dependents as applicable to provide the Service, and your providing the information to us constitutes your consent to our processing of this information. Additionally, because we provide a wide range of HR and benefits management features, we may collect information about you from your employer, rather than directly from you. More specifically, we may collect the following categories of personal information about you:

  • Registration Information: Your email address and password (your login credentials), and other information necessary to set up your account on the Service, which will depend on the features you use or your employer chooses to use.
  • Identity information: Your name, physical address, Your identity card, and other identifiers used to manage and track human resources processes and benefits.
  • Bank account information: Workstem needs bank account details if you use the Service to provide payroll services.
  • Information from Third-Party Sites and Services: If you use Workstem to manage third party services that integrate with the Service, we may have access to your information on such third-party services. We may, for example, have information about your use of a third-party payroll service provider.
  • Device and IP Information: When you access the Service, we automatically receive the internet protocol (“IP”) address of your computer or the proxy server that you use to access the internet, in addition to other technical information such as your computer operating system details, your type of web browser, your mobile device (including your mobile device identifier provided by your mobile device operating system), your mobile operating system, and the name of your ISP or mobile carrier. Workstem may log this information and analyze it to determine anomalous behavior, detect threats and generally improve the Service.
  • From your interaction with Customer Support: When you contact our customer support team, we may review your Workstem user profile. Customer support will collect the information necessary to categorize your questions, respond to them, and, if applicable, investigate and resolve any issue you bring to our attention or that we discover independently. We may also use this information to track potential problems and trends, improve the Service, and customize our support responses to better serve you.
  • Cookies, Beacons, Mobile SDKs, and similar technologies: We use cookies and similar technologies, including beacons in email messages, and application developer platforms that use mobile Software Development Kits (“SDKs”) to collect information about your use of any mobile application that we make available to you, and other information related to how browsers and mobile devices interact with the Service. These technologies help us recognize your browser or mobile device when you log in to our website and use our mobile applications and help us improve your experience with the Service, increase Workstem’ security, and measure and improve the use and effectiveness of our Service.

    Workstem also uses these technologies to serve advertising to you on other sites using third party advertising services. You can control the cookies set in your browser and even block them entirely by configuring your browser settings. If you block cookies, however, you may not be able to use the Services. Additional options for controlling how or whether Workstem can target you with advertising is detailed in Section 2 (advertising and marketing) of this policy. By visiting Workstem’ website or using our mobile applications, you consent to the placement of cookies and beacons on your browser, and our use of mobile SDKs in accordance with this Privacy Policy.

2. USES AND DISCLOSURES OF YOUR INFORMATION

Workstem uses the information it collects about you as set forth below:

  • To provide the Service: Workstem uses the information it collects to provide the Service to our Users – including to provide User-specific and customized experiences where necessary and appropriate, with the goal of enabling hassle-free HR through our platform.
  • To improve and customize the Service: Workstem seeks to improve your experience with the Service. As a result, we will analyze data we collect about your use of the Service to inform how we can improve our products, including our software, infrastructure, user interfaces, and integrations with our partners.
  • To integrate with Third Parties: To support our Users and streamline the HR experience, Workstem may integrate our system with third parties. For example, Workstem may integrate the Service to support your preferred payroll service. If you have an independent direct relationship with a third party integrated into the Service, any permissions you may have granted to that third party will govern their use of your data.

    Otherwise, any third party used by Workstem to help provide the Services will not have any independent right to access or use your personal information. 
  • To communicate with you: Workstem wants to help you know how to best take advantage of the Service, especially as we improve and develop new features. We may send messages relating to your use of the Service – for example, we may send you a note that open enrollment has commenced. We may also send you messages about Service-related matters through our dashboard or by email. Also, because we want to improve the Service, we may occasionally send promotional materials out via email so that you are able to take advantage of new or unused features. More details about our advertising and marketing activities are provided below. You can control whether you receive future non-Service-related messages by unsubscribing in the message itself.
  • To advertise and market to you: As noted above, Workstem relies on cookies, beacons, and mobile SDKs to recognize your browser or mobile device in order to serve you ads. These same technologies are used by Workstem to analyze the effectiveness of our advertising and email marketing campaigns. Workstem may use third party services, data, and software tools to target advertising to you, perform campaign effectiveness analysis, help us identify and reach potential Users, and track the performance of our site and advertising generally. Workstem’ third party advertising vendors do not have any independent right to use Workstem’ data or that of its Users. Workstem will not use PHI in connection with any advertisement or marketing for you.

Depending on your mobile device, you also can control tracking technologies through your settings by resetting your advertising ID. Please note that the only way to completely “opt out” of the tracking that cookies and other technologies enable is to actively manage the settings on your browser or mobile device, which may negatively impact your ability to use the Service.

  • To work with our vendors and service providers: Workstem uses third party vendors and service providers to provide the Service to you. For example, we use Amazon Web Services (AWS) to host the Service in the secure AWS cloud, and, as mentioned above, we also use third parties to help us advertise and market to you. 

We may also provide some of your information (your email address, for example) to a service provider in order to reach you with an email campaign about new Workstem features, however, our service providers and vendors have no independent right to use your data. Similarly, Workstem’ instance in AWS is not accessible to any Amazon employee except at our request and to carry out our instructions. In other words, all our vendors are limited to their use of your data in the same way that we are limited in our use of your data by this Privacy Policy.

  • To comply with valid legal process and similar disclosures: Workstem may disclose your information as permitted by law or as reasonably necessary to:
  1. Comply with a legal requirement or process, for example, civil and criminal subpoenas, court orders or other compulsory disclosures;
  2. Enforce this Privacy Policy or our Terms of Use Agreement; or,
  3. To protect the rights, property, or safety of Workstem, our employees, or our Customers and Users.
  • To disclose to a third party as the result of a sale or change in control of Workstem: Workstem may disclose your personal information to a third party as part of a sale of the assets of Workstem, or an affiliate, or as a result of a change in control of Workstem or an affiliate, or in preparation for any of these events. Any third party to which we transfer control or sell our assets will have the right to continue to use the personal and other information that you provide to us in the manner set out in this Privacy Policy.

3. YOUR CHOICES

  • Right to access, correct, and delete your personal information: Users have a right to access, modify, correct, or delete personal information controlled by Workstem as necessary. In some cases, information deletion must be coordinated with the employer to ensure alternative HR systems are able to provide the User a legally compliant HR record-keeping system.
  • Retention: Workstem retains the personal information you provide while your account is in existence or as needed to provide you the Service, including customer support-related reporting and trend analysis. We may retain Customer or User information if retention is reasonably necessary to comply with our legal obligations, meet regulatory requirements, resolve disputes between Customer, Users, or related parties, prevent fraud and abuse, or enforce this Privacy Policy or our Terms of Use Agreement. We may retain personal information, for a limited period of time, if requested by law enforcement.

4. IMPORTANT INFORMATION

  • Security: Workstem has implemented industry standard administrative, technical, and physical security safeguards designed to protect the personal information that you provide. Access to your data on our Service is password-protected, and data is protected by SSL encryption when it is exchanged between your web browser and the Service. We also support secure https access to the workstem.com website. To protect any data you store on our servers, we also regularly monitor our system for possible vulnerabilities and attacks.

As you know, however, the Internet is not a 100% secure environment, and as a result, we cannot ensure or warrant the security of any information that you transmit to us. There is no guarantee that information may not be accessed, disclosed, altered, or destroyed by breach of any of our administrative, technical, or physical safeguards. It is your responsibility to protect the security of your login information. Please help keep your account safe by using a strong password.

  • Storage and Processing: Your information collected through the Service may be stored and processed in Hong Kong in which Workstem or its subsidiaries, affiliates or service providers maintain facilities. If you are located in other regions with laws governing data collection and use that may differ from Hong Kong SARS law, please note that we may transfer information, including personal information, to a country and jurisdiction that does not have the same data protection laws as your jurisdiction, and you consent to the transfer of information to any other country in which Workstem or its affiliates or service providers maintain facilities as well as to the use and disclosure of information about you in connection with the foregoing as described in this Privacy Policy.
  • Changes to this Privacy Policy: Workstem may change this Privacy Policy from time to time. If we make material changes to the Privacy Policy, we will provide notice to you through the Service or by some other means, such as email. Please review this Privacy Policy frequently, and any notice we provide about material changes carefully. If you agree to the changes, simply continue to use our Service. If you object to any of the changes to our terms and you no longer wish to use our Service, please let us know. Users may not be able to close their accounts without first finding an alternative arrangement to handle their HR records with their employer. This Privacy Policy applies to all information that we have about you and your account. Using our Service after a notice of changes has been communicated to you or published on the Service shall constitute consent to the changed terms or practices.
  • Users under the age of 13: The Service is a general audience site not directed at children under the age of 13. Unless listed as a dependent under an adult’s insurance policy or other insurance benefits, Workstem does not knowingly collect or solicit any information from anyone under the age of 13 or knowingly allow such persons to register as Users. In the event that we learn that we have collected personal information from a child under the age of 13, we will delete that information as quickly as possible. If you believe that we might have any information from a child under 13 that is not a dependent of one of our Users, please contact us as set out in Section 5 below.

5. CONTACT US

You may contact us by mail at:

OneJob Group Limited
20/F Tower 535, 535 Jaffe Road
Causeway Bay
Hong Kong

You may also reach us by email at:

cs@workstem.com