1. Introduction
Beem Pte Ltd ("BeemHR", "we", "us", or "our") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, process, and safeguard your information when you use our HR management system.
This policy applies to all users of BeemHR, including company administrators, HR managers, and employees.
2. Legal Basis for Processing (GDPR)
Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:
- Contract Performance: Processing necessary to provide our services as agreed in your contract
- Legal Obligations: Compliance with employment law, tax regulations, and other legal requirements
- Legitimate Interests: Improving our services, security, and fraud prevention
- Consent: Where you have explicitly provided consent for specific processing activities
3. Data We Collect
3.1 Personal Information
- Full name, email address, and contact details
- Employment information (job title, department, employee ID)
- Date of birth and identification numbers
- Banking details for payroll processing
- Tax information and CPF details
- Leave and attendance records
- Qualifications and professional certifications
3.2 Technical Data
- IP addresses and login information
- Browser type and device information
- Usage data and system logs
- Cookies and similar tracking technologies
4. How We Use Your Data
We use your personal data for the following purposes:
- Providing and managing HR services (payroll, leave management, employee records)
- Processing payroll and benefits administration
- Compliance with legal and regulatory requirements
- Communicating about your employment and HR matters
- Generating reports and analytics for company administrators
- Maintaining system security and preventing fraud
- Improving our services and user experience
5. Data Sharing and Disclosure
We do not sell your personal data. We may share your information with:
- Your Employer: Company administrators and authorized HR personnel can access employee data necessary for HR operations
- Service Providers: Third-party services that help us provide our platform (hosting, email delivery, payment processing)
- Legal Authorities: When required by law, court order, or government regulation
- Business Transfers: In the event of a merger, acquisition, or sale of assets
All third-party service providers are bound by data protection agreements and are only permitted to process your data for specified purposes.
6. Data Retention
We retain your personal data for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Typically:
- Active employee records: Duration of employment plus 7 years
- Payroll records: Minimum 7 years as required by law
- Leave records: 7 years from the date of the record
- System logs and audit trails: 2 years
7. Your Rights Under GDPR
If you are located in the European Economic Area (EEA) or UK, you have the following rights:
- Right to Access: Request a copy of your personal data we hold
- Right to Rectification: Request correction of inaccurate or incomplete data
- Right to Erasure: Request deletion of your data (subject to legal obligations)
- Right to Restrict Processing: Limit how we use your data
- Right to Data Portability: Receive your data in a structured, machine-readable format
- Right to Object: Object to processing based on legitimate interests
- Right to Withdraw Consent: Withdraw consent at any time (where processing is based on consent)
- Right to Lodge a Complaint: Contact your local data protection authority
To exercise these rights, please contact your company administrator or email us at privacy@beemhr.com
8. Data Security
We implement appropriate technical and organizational measures to protect your personal data:
- Encryption of data in transit and at rest
- Regular security assessments and penetration testing
- Access controls and authentication mechanisms
- Regular backups and disaster recovery procedures
- Employee training on data protection practices
While we strive to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.
9. International Data Transfers
Your data may be transferred to and processed in countries outside your country of residence. When we transfer data internationally, we ensure appropriate safeguards are in place, such as:
- Standard Contractual Clauses (SCCs) approved by the European Commission
- Adequacy decisions recognizing equivalent data protection standards
- Other legally approved transfer mechanisms
10. Cookies and Tracking
We use cookies and similar technologies to:
- Maintain your login session
- Remember your preferences
- Analyze system usage and performance
- Improve security and prevent fraud
You can control cookies through your browser settings, but disabling cookies may affect the functionality of BeemHR.
11. Children's Privacy
BeemHR is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the platform. The "Last Updated" date at the top indicates when the policy was last revised.
13. Contact Information
If you have questions or concerns about this Privacy Policy or our data practices, please contact:
Data Protection Officer
Beem Pte Ltd
Email: privacy@beemhr.com
Address: [Your Company Address]
For EU/UK residents, you also have the right to lodge a complaint with your local supervisory authority.