VM2R People HR is a cloud-based HR and workforce management platform providing services including employee management, timesheets, holiday and leave management, onboarding, document management, clients and projects, employee reminders, organisation management, reporting and related workforce services.
This Privacy Policy applies to information processed by us through our website, applications, support services and related services.
Where an organisation uses VM2R People HR to manage information about its employees, workers, candidates or other individuals, that organisation may determine why and how that information is processed. In those circumstances, the organisation will generally be the data controller and VM2R People HR may process that information on the organisation's behalf as a data processor.
1. Who We Are
VM2R People HR is provided by:
VM2R Services LTD
Company number: 12751771
Registered address:
130 Aztec West,
Park Avenue,
Almondsbury,
Bristol,
England,
BS32 4UB
Privacy and legal contact:
people@vm2r.co.uk
2. Information We May Collect
Depending on how you use VM2R People HR, we may process information including:
Account information
- Name
- Email address
- Username or account identifier
- Organisation/company information
- Account role and permissions
- Authentication information
- Account status
Employee and HR information
Where an organisation uses VM2R People HR, the platform may contain information entered by or on behalf of that organisation, including:
- Employee name and contact details
- Employment information
- Job title and department
- Manager information
- Work location
- Employment dates
- Leave and holiday information
- Timesheet information
- Attendance information
- Rota information
- Onboarding information
- Employee documents
- Employee reminders
- Compliance information
- Recruitment information
- Project and client information
- Other information required for workforce administration
The exact categories of information processed depend on the services and features enabled by the customer organisation.
Technical information
When you access our website or services, we may process technical information such as:
- IP address
- Browser type
- Operating system
- Device information
- Login and authentication events
- Security information
- Service usage information
- Diagnostic information
3. Information Provided by Customer Organisations
Customer organisations may enter personal information about their employees, workers, candidates and other individuals into VM2R People HR.
For this type of processing, the customer organisation will generally determine the purposes for which the information is processed and the means of processing.
VM2R People HR processes that information to provide the services requested by the customer organisation and in accordance with applicable contractual arrangements.
Customer organisations are responsible for ensuring that they have an appropriate lawful basis and appropriate notices and permissions for the information they enter into the service.
4. How We Use Personal Information
We may use personal information to:
- Provide and operate VM2R People HR
- Create and manage accounts
- Authenticate users
- Provide requested services
- Manage subscriptions and billing
- Provide customer support
- Maintain security
- Detect and prevent misuse
- Troubleshoot technical problems
- Maintain and improve the service
- Communicate important service information
- Comply with legal obligations
- Protect our rights and the security of our services
Where we process customer employee data as a processor, processing will generally be carried out on the customer's documented instructions and as necessary to provide the contracted service.
5. Lawful Basis for Processing
Where UK data protection law applies, we will identify an appropriate lawful basis for processing personal information.
Depending on the circumstances, this may include:
- Performance of a contract
- Compliance with a legal obligation
- Legitimate interests
- Consent
- Protection of vital interests where applicable
The appropriate lawful basis depends on the specific processing activity.
Where processing is based on consent, individuals may withdraw their consent where applicable.
6. Special Category Information
Some HR information may constitute special category personal data under applicable data protection law.
Examples can include information relating to:
- Health
- Sickness absence
- Biometric information
- Other legally protected categories
Where such information is processed, the relevant organisation and/or VM2R People HR will apply the appropriate legal requirements and safeguards applicable to that processing.
Customer organisations remain responsible for determining the appropriate lawful basis and special-category condition where they control the processing.
7. Sharing Personal Information
We may share personal information where necessary to:
- Provide VM2R People HR
- Operate hosting and infrastructure services
- Provide technical services
- Provide customer support
- Process payments
- Maintain security
- Comply with legal obligations
- Protect our legal rights
Where third-party service providers process personal information on our behalf, appropriate contractual and security arrangements should be maintained.
We do not sell customer employee information as a product.
8. International Transfers
Some service providers or infrastructure used to provide VM2R People HR may process information outside the United Kingdom.
Where applicable, appropriate legal safeguards will be used for international transfers in accordance with applicable data protection law.
9. Security
We use appropriate technical and organisational measures designed to protect information against unauthorised access, accidental loss, misuse, alteration or disclosure.
Security measures may include access controls, authentication, permissions, database security, infrastructure controls and monitoring.
No internet-based service can guarantee absolute security.
10. Data Retention
We retain information for as long as reasonably necessary for the purposes for which it was collected, including providing the service, meeting contractual requirements, resolving disputes and complying with legal obligations.
Specific retention periods depend on the type of information and the circumstances.
11. Your Data Protection Rights
Depending on the circumstances and applicable law, you may have rights including:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights relating to automated decision-making and profiling where applicable
Some rights are subject to legal conditions and exemptions.
Where your information is held within an employer's VM2R People HR account, you may need to contact that organisation first because it may be the controller responsible for that information.
12. Requests Relating to Employee Information
If your employer or another organisation uses VM2R People HR to manage your information, requests concerning your employment information should normally be directed to that organisation.
Where appropriate, VM2R People HR will assist its customer organisation with handling data protection requests in accordance with applicable contractual arrangements.
13. Data Breaches
We maintain procedures designed to detect, investigate and respond to security incidents.
Where applicable, we will notify relevant customer organisations of personal data breaches in accordance with contractual and legal requirements.
Where legally required, the relevant organisation or regulator may also need to be notified.
14. Children's Information
VM2R People HR is a business HR and workforce management service and is not intended to be directed at children.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or business practices.
The latest version will be published on this page with an updated date.
16. Contact Us
VM2R Services LTD
130 Aztec West,
Park Avenue,
Almondsbury,
Bristol,
England,
BS32 4UB
Email:
people@vm2r.co.uk