1. Policy

1.1 How do we collect and process personal data?

OPS is the Data Controller for the data we collect through the below-listed sources. For the data provided to us by our customers, OPS is the Data processor, and our clients are data controllers. For the data provided to us by our Partners and Resellers, gulfHR is the Data Sub Processor and our Partners and Resellers are Data Processors.
Accessing website or other online services or through Mobile apps Information on https://gulfHR.ae and other gulfHR websites are gathered in two ways: directly and indirectly. gulfHR will at times ask you to directly provide information that personally identifies you (registering for an event, downloading a file, signing up for an email list, etc.). It is our policy to keep personal information only as long as needed to fulfil the purposes for which the information was collected. We also collect information indirectly through our Internet access logs and social media logins. When you visit gulfHR.com, your Internet Protocol (IP) address is automatically collected and is placed in our Internet access logs. Your IP address is used to help diagnose any technical problems, analyze site trends, administer the site, track movement within the site, and gather broad demographic information about site use that can eventually be used to make improvements that enhance your user experience on gulfHR.ae.

1.2 Accessing website or other online services or through Mobile apps

Information on https://gulfHR.ae and other gulfHR websites are gathered in two ways: directly and indirectly. gulfHR will at times ask you to directly provide information that personally identifies you (registering for an event, downloadinga file, signing up for an email list, etc.). It is our policy to keep personal information only as long as needed to fulfil the purposes for which the information was collected. We also collect information indirectly through our Internet access logs and social media logins. When you visit gulfHR.com, your Internet Protocol (IP) address is automatically collected and is placed in our Internet access logs. Your IP address is used to help diagnose any technical problems, analyze site trends, administer the site, track movement within the site, and gather broad demographic information about site use that can eventually be used to make improvements that enhance your user experience on gulfHR.ae.

1.2.1 Mobile App

This section is applicable to the mobile application available for download via:
Google Play Store: https://play.google.com/store/apps/details?id=com.gulfsolution.gulfHR
Apple App Store: https://apps.apple.com/app/gulfHR-fusion/id1499373438

1.2.2 Personal Identifiable Information

Any personal information you enter such as name, email, or others is not shared with us, or any third parties, as you use the app.

1.2.3 Location Permissions

The attendance clocking feature of the mobile application allows a company to define “sign-in locations”, for example an office location, within whose boundaries you may clock your attendance in or out. This is an innovative new feature which replaces the need for manual sign in logs, clocking devices and bio-metric clocking apparatus. With manual mobile clocking, the Mobile app will need your location information while the app is open, to identify if you are within the bounds of a sign-in location, and to enable or disable clocking operations. When you perform a clocking operation the app will also share your location with your company. With automatic mobile clocking, the Mobile app uses your device’s geofencing functionality to automatically clock you in or out as you enter or exit the boundaries of a sign-in location. The app will need your location information even when the app is closed or not in use.

In both cases, the app also displays a map with your company-configured sign-in locations and when viewing this map, the app will display your location relative to those sign-in locations. This location information is used solely to provide the relevant attendance clocking features. The information is shared with your company only and only when performing a clocking operation. Your information, is not used for anything else and not shared with anyone else.

The granting of these permissions is optional but refusing to grant them will disable the relevant attendance clocking features as they cannot function without them.

1.3 Responding to your request for information, order, or support

When you contact us (online or offline) in connection with a request for information, to order a product or service, to provide you with support, or to participate in a forum or other social computing tool, we collect information necessary to fulfil your
request, to grant you access to the product or service, to provide you with support and to be able to contact you. For instance, we collect your name and contact information, details about your request, and your agreement with us and the fulfilment, delivery, and invoicing of your order and we may include client satisfaction survey information. We retain such information for administrative purposes, defending our rights, and in connection with our relationship with you. When you provide your name and contact information to register in connection with such a request, the registration may serve to identify you when you visit our websites.

1.4 Your use of our products and services

We collect information about your use of our products and services to enable product and service functionalities to operate, improve your user experience, tailor our interactions with you, inform our clients on the overall use of the services, provide support and improve and develop our products and services.

1.5 Contacting employees of our clients, prospects, partners, and suppliers

In our relationship with clients or prospects, partners and suppliers, they also provide us with business contact information (such as name, business contact details, position or title of their employees, contractors, advisors and authorized users) for
purposes such as contract management, fulfilment, delivery of products and services, provision of support, invoicing and management of the services or the relationship. OPS and gulfHR does not sell, exchange, trade or give away personal information or voluntarily provide to us to any outside sources.

1.6 Visitor information

We register individuals visiting our offices and locations (name, identification, and business contact information) and use camera supervision for reasons of security and safety of persons and belongings, as well as for regulatory purposes.

When you register for an event, we may collect information (online or offline) in relation to the event organization, and during an event, such as participation in sessions and survey results. We combine the personal information we collect to develop aggregate analysis and business intelligence for conducting our business and for marketing purposes. You can choose to receive information by email, telephone or postal mail about our products and services, or sign-up for subscriptions. When visiting our websites or using our products and services we may provide you with personalized information. You can always opt-out from receiving personalized communication by sending an e-mail to Privacy@gulfHR.ae gulfHR uses a third-party website content administrator and utilizes customer relationship management (CRM) database technology hosted by a third party to manage and track our marketing efforts. If you wish to be excluded from our CRM databases, please contact us at Privacy@gulfHR.ae

1.7 How do we protect personal data?

1.7.1 Voluntary sharing of personal data

Except for information required by legal requirements, your decision to provide us any personal data is voluntary. You will not be subject to adverse consequences if you do not wish to provide us with your personal data. However, please note that if you do not provide certain information, you may not be able to access the features that require the personal data. If you provide us with personal data of another person, you are responsible for ensuring that such person is made aware of the information in this privacy policy and that such person has provided his/her consent for sharing the information with gulfHR.

1.7.2 Information Security and Accuracy

We intend to protect your personal information and to maintain its accuracy. OPS implements reasonable physical, administrative and technical safeguards to help us protect your personal information from unauthorized access, use, and disclosure. We have regular penetration testing on our website and networks to ensure our technical defences are in place. We do not collect any financial or credit card information.

1.7.2.1 Retention Period

We will not retain personal information longer than necessary to fulfil the purposes for which it is processed, including the security of our processing complying with legal and regulatory obligations (e.g. audit, accounting, and statutory retention terms), handling disputes, and for the establishment, exercise or defence of legal claims in the countries where we do business.

1.7.3 Cross Border Data Flow

OPS operates in an environment where the majority of the data is stored on cloud-based systems. There might be scenarios in which data might be stored outside the country where it is originally being collected.

Your Rights under the different privacy laws, including the recent GDPR
You are entitled (in the circumstances and under the conditions, and subject to the exceptions set out in the applicable laws) to:

  • Request access to the personal data we collect and process about you.
  • Request a rectification of your personal data, if you find that it is inaccurate or incomplete.
  • Object to the processing of your personal data, after which gulfHR will not be able to use and process your personal data.
  • Object to processing personal data relating to your specific situation.
  • Request the erasure of your personal data.
  • Request restricting the processing of personal data, under which gulfHR can only process your personal data under limited circumstances.
  • Request portability of your personal data, which entitles you to receive a copy (in a structured, commonly used, and machine-readable format) of personal data that you provided to gulfHR.

1.7.3 Cross Border Data Flow

OPS operates in an environment where the majority of the data is stored on cloud-based systems. There might be scenarios in which data might be stored outside the country where it is originally being collected.

Your Rights under the different privacy laws, including the recent GDPR
You are entitled (in the circumstances and under the conditions, and subject to the exceptions set out in the applicable laws) to:

  • Request access to the personal data we collect and process about you.
  • Request a rectification of your personal data, if you find that it is inaccurate or incomplete.
  • Object to the processing of your personal data, after which gulfHR will not be able to use and process your personal data.
  • Object to processing personal data relating to your specific situation.
  • Request the erasure of your personal data.
  • Request restricting the processing of personal data, under which gulfHR can only process your personal data under limited circumstances.
  • Request portability of your personal data, which entitles you to receive a copy (in a structured, commonly used, and machine-readable format) of personal data that you provided to gulfHR.

Withdraw consent at any time to the collection, use, and processing of your personal data by contacting gulfHR’ marketing team at Privacy@gulfHR.ae. Please note that this withdrawal will not affect gulfHR’s right to process personal data obtained prior to the withdrawal of your consent. For more details on Data Subject Rights, please refer to Privacy@gulfHR.ae

1.7.4 Cross Border Data Flow

Internal Audit team will monitor privacy policy for any incidents/breaches. This will be reported in the monthly dashboard and shall be shared with senior management.

1.7.5 Site Security

We take appropriate steps to provide and maintain a secure website. By visiting gulfHR.com, however, you agree that the open nature of the Internet is such that data may flow over networks without security measures in place and may be accessed and used by people other than those for whom the data is intended.

1.7.6 Right to lodge a complaint

In the event you consider our processing of your personal data not to be compliant with the applicable data protection laws, you can lodge a complaint to the data protection authority of gulfHR by sending an email to Privacy@gulfHR.ae

1.7.7 Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small text file written to your hard drive that contains information about your account and use of this site. Cookies do not contain any personal information about users. Cookies enable us to collect useful information and to improve your experience when accessing and using our site. Please see our cookies policies for more details. By using our website, you agree that we can place cookies and other similar technologies on your device as explained in our cookies policy.