This Privacy Policy explains how PHPHR (“we”, “our”, or “us”) collects, uses, stores, and protects your personal information when you use our website, products, or services, including the PHPHR Cloud HRMS and PHPHR Open-Source Edition.
By accessing or using PHPHR, you agree to the practices described in this policy.
1. Information We Collect
1.1 Information You Provide
Name
Phone number
Email address
Company details
Login credentials (Cloud)
Billing information (Cloud)
Messages submitted through Contact Us page
Employee information added by your organization
1.2 Information Collected Automatically
IP address
Browser type and device details
Pages visited
Session duration
Cookies and analytics data
1.3 Information Stored in PHPHR Cloud
For Cloud HRMS users, we securely store:
Employee record data
Attendance and leave logs
Payroll data
Uploaded documents
Performance evaluations
Recruitment information
Note: PHPHR does not collect or access Open-Source edition data stored on your own server.
2. How We Use Your Information
We use your information to:
Provide and maintain our HRMS services
Create and verify accounts
Process subscriptions and payments
Improve performance and usability
Deliver notifications and updates
Respond to inquiries and support requests
Ensure platform security
We do not sell personal data.
3. How We Share Your Information
3.1 Trusted Service Providers
For Cloud services, we may share information with partners who help with:
Hosting
Payment processing
Security
Email notifications
Analytics
They follow strict confidentiality and data protection standards.
3.2 Legal Compliance
Information may be shared to:
Comply with legal requirements
Respond to lawful requests
Prevent fraud or misuse
Ensure platform and user safety
4. Data Security
Security measures include:
SSL/TLS encryption
Secure server storage
Firewall and intrusion prevention
Access control mechanisms
Regular audits
Open-Source users must secure their own hosting environment.
5. Data Retention
Cloud HRMS
Data is retained while your subscription is active
Upon cancellation, data may be deleted within 15 days
You may request earlier deletion
Open-Source
All data remains on your server; PHPHR does not retain or access it.
6. Cookies & Tracking
We use cookies for:
Login and session management
Analytics and traffic monitoring
Website functionality improvements
Preference storage
Cookies can be managed or blocked via browser settings.
7. Your Rights
You may request:
Access to your personal data
Correction or deletion of your data
Data export (portability)
Account removal
Unsubscribing from notifications
To make a request, use the Contact Us page.
8. Third-Party Links
Our website may contain links to external websites.
We are not responsible for their privacy practices.
9. Children’s Privacy
PHPHR is not intended for users under age 16.
We do not knowingly collect information from children.
10. Policy Updates
We may update this Privacy Policy periodically.
A revised Effective Date will indicate the latest version.
Continued use of PHPHR means you accept the updated terms.
11. Contact Information
For inquiries related to this policy, please reach us via:
We may update or modify this Privacy Policy at any time, with or without prior notice. Any changes will become effective immediately upon being posted on our website. Your continued use of our website or services after any such update constitutes your acceptance of the revised Privacy Policy.
