1.0 Introduction

At XoraHR, we recognize the importance of privacy and data protection. When you connect with XoraHR, we understand you are trusting us to handle your personal information appropriately. This policy outlines our commitment to safeguarding personal data and respecting individual rights and privacy in accordance with Article 31 of the Kenyan Constitution.

1. 1 About XoraHR

XoraHR, a prominent cloud-based Human Resource Management (HRM) service provider, caters to both SMEs and enterprises across various sectors, including manufacturing, logistics, finance, retail, construction, agriculture, healthcare, pharmaceuticals, and tourism. Our comprehensive suite of HRM applications empowers you to:

• Efficiently manage workforce data
• Run payroll services
• Monitor workforce performance
• Facilitate talent recruitment
• Conduct training and promotions
• Handle financial expenses
• Generate insightful analytical reports for informed decision-making.

1.2 XoraHR Business Model

XoraHR operates as Software as a service (SAAS) business model for all our esteemed customers in all industries. This therefore means we do not engage in monetizing our clients data . Our clients have total control of their data on our platforms as they enjoy subscriptions on our services.

2.0 Statement Details

2.1 Collection of Personal Information.

XoraHR collects personal information for various reasons in the following instances.

1. When you create an account with us, subscribe to marketing communications from us or submit enquiries to us.
2. When you seek information from us or express interest in XoraHR services, we may request that you complete a contact form. This form will collect your contact details, including your name, business email, telephone number, company name, job level, functional role, and address. The purpose of this process is twofold:
   1. Fulfilling Your Request and Communication: By gathering these details, we can effectively address your inquiry or request. We aim to promptly respond and engage with you based on the information you provide.
   2. Product Information and Marketing Communication: Additionally, we use this information to keep you informed about our products. This includes sending you relevant information via telemarketing calls and marketing emails, all in accordance with your specified marketing preferences.
3. If you represent a company that currently has or is considering a business relationship with XoraHR, we gather essential business contact details. These include your business email address, telephone number, and the name of your company.
4. If you reach out to XoraHR for support inquiries related to product usage, service, or events, your interactions also contribute to our data collection. This enables us to:
   1. Communicate with you and fulfill your requests for information or support.
   2. Manage your organization’s account, including invoicing and other account-related matters.
   3. Provide you with relevant information about our products, in alignment with your marketing preferences (including telemarketing calls and marketing emails, as per your stated preferences).
5. If you are a representative of a company that provides XoraHR with products and services we collect business contact information.
6. If you are an end user of a XoraHR-owned account or use a XoraHR product through an account owned by the organization you work for, for example, when you register for resource updates and notifications, we may require additional personal information during account registration. Our legitimate interest is to:
   1. Manage your user account in accordance with the applicable terms of service
   2. Ensure that you can log in to use our services and access information you need securely and efficiently
   3. Deliver requested resources or services to you (including personalized interactions)
7. If you register for XoraHR events and webinars, we may request that you voluntarily provide specific contact information. This information could include your name, business email, telephone number, company name, or emergency contact details.
8. If you participate in XoraHR research or marketing surveys, we may request that you voluntarily provide specific information along with feedback on our products and services. This information may include your name, email address, contact details, time zone, location, company, employment status, role, job information, gender, age group, and other relevant details related to the study. Our legitimate interests in collecting this information are as follows:
   1. Fulfilling Study Objectives: We use the data to achieve the goals outlined in the study or survey. Enhancing User Experience: By understanding your interactions with XoraHR, we aim to improve your (or your organization’s) experience.
   2. Tailoring Research Studies: Based on your attributes, we identify the most suitable xorahr research studies and invite you to participate via email.
   3. Product Enhancements: We explore potential improvements or future developments for the workforce.
   4. Contextualizing Feedback: Your feedback and experience with our products and services help us enhance them.
   5. Research Process Improvement: We continuously refine our research practices.
9. If you engage in XoraHR sales calls, online meetings, or product demos, we may retain your contact information for the purpose of subsequent follow-up related to deal closure or to gain deeper insights into the quality of product training.
10. We may receive information about you from your organization for the purpose of obtaining or providing services, or to recommend individuals to participate in our research studies.
11. Xorahr may collect business contact information about you from other sources, including third parties and channel partners (resellers and referral partners) from whom we have purchased business contact information and publicly accessible websites, such as your company’s website, professional network services, or press releases.

2.2 Disclosure of Personal Information

1. Event Sponsors: When participating in webinars, events, or other activities where XoraHR collaborates with third parties, we may disclose relevant information (such as contact details and interests) to approved third parties. This facilitates communication with you.
2. XoraHR Partners: We may share your personal information with select partners offering supplementary services beyond what XoraHR provides. This sharing occurs with your consent (where required by law) or when you direct us to interact intentionally with these third parties.
3. Your Organization: If your organization is a XoraHR customer or potential customer, we may disclose your personal information to relevant individuals within your organization. For instance, this could involve sharing a list of attendees at a XoraHR event, details about completed XoraHR Training courses, or inquiries from end users that require direct organization-level attention.