Privacy Policy

Grove HR believes privacy is a fundamental human right! And We are committed to protecting your privacy.

Last Updated: May 21, 2021

We would like to recommend that you have to read this Privacy Policy thoroughly and carefully to ensure you are fully informed and aware.

1. Overview

Grove HR (together with its affiliates companies - “grovehr.com”, “Grove”, “GroveHR”, “we”, “our” or “us”) is committed to protecting your privacy and ensuring you have a positive experience when using our services. This Privacy policy (unless a different privacy notice is displayed) represent how we collect, store, process, transfer, disclose and use personal data that identifies or is identifiable individuals (“you”) who:

Visitors: Visit or otherwise interact with our websites, available at www.grovehr.com, or any other website, webpage, e-mail, text message or online ad under our control.

Customers: mean the organization (company or legal entity) that register to or otherwise use Grove HR services, via the Sites, or mobile applications.

Users: are individuals who have access, visit Grove HR services (such as Websites, mobile application).

Here at Grove HR, we’re committed to putting data security and privacy in utmost priority. That's why our product development approaches include advanced privacy policy and technologies to protect your data. Please read this Privacy Policy carefully and make sure that you fully understand, agree and consent to it.

Grove HR operates a cloud-based visual work management platform available via our website https://www.grovehr.com/ (our “Site”), and our mobile application software for digital tablets and mobile phones (our “App”) as well as other products and services that we make available (together, the “Grove HR Services” or “Platform”).

You have no obligation to provide us with any Personal Data (defined below), and may do so (or avoid doing so) at your own free will.

2. Privacy Principles

Grove HR follow these principles in order to protect your privacy

We do not collect any more Personal Information than is necessary to provide the Services or to fulfill our legitimate business purposes.

We do not keep your Personal Information after it is no longer needed.

Other than as we specify in this Privacy Policy, we do not share your Personal Information with third parties.

3. Grove HR as a Service Provider

Grove HR customers are organizations who use our services to help them easily manage and engage with their employees (users) or other personnel, applicants. Grove HR processes personal data in these services only in accordance with our customers’ instructions. If you have questions about personal data you have entered into the Grove HR services used by one of our customers, or want to exercise any of your rights regarding your personal data, our customer contract requires that we redirect your inquiry back to that Grove HR customer.

Grove HR is not responsible for the privacy or data security practices of our Customers, which may differ from those laid out in this Privacy Policy. Please review the relevant Customer's privacy policy to understand more about their data processing activities.

4. Personal Data We Collect and How We Use It

A. Personal Data We Collect Directly from You

Websites and Mobile Application

We collect personal information about you (Visitors, Users, Customers) when you submit information directly to us by filling in forms on our Platform (Website,or App), or by corresponding with us by phone, email or other means. This includes information Visitors, Users or the Customer provide when they register to use our Website or App, subscribe to the Grove HR Services. Here are the sources of personal information we may collect:

Visitors

When a Visitor to Grove HR services such as our website contacts us and/or registers for information, content or an event sponsored by Grove HR, we will collect certain personal information so that we may fulfill the Visitor’s request or keep in touch with them in connection with our sales and marketing activities (always in accordance with a Visitor's marketing preferences). You may choose to provide us with your personal information such as:

Filling in a form on any of our platforms.

Business email

Company name

Customers and Users

When you contact us or sign up to the Service and create your individual/customer profile , you may provide us with Personal Data. The personal data we collect may include:

Filling in a form on any of our platforms.

Business information (such as your name, job title/Role, company size, company industry);

Personal information that you provide to us or that is collected on behalf of our customer as it relates to your employment (such as user profile, Curriculum Vitae, profile photo)

Marketing information (such as your contact preferences);

Account log-in credentials (e-mail address and passwords which are automatically hashed);

Troubleshooting and support data (which is data you provide or we otherwise access in connection with support queries we receive from you. This may include, for example, contact or authentication data, the content of your chats and other communications with Grove HR, and the product or service you are using related to your help inquiry);

Billing information (including your credit card numbers and associated identifiers, billing address and background information, but only where you pay for the Grove HR Services).

Grove HR use these data to

Create your user/customer account

Provide Grove HR services

To contact you

Respond to request for support

Provide announcements related to software updates, upgrades, and system enhancements.

B. Information We Collect Automatically

When you (Visitors, Customers, Users) visit, use or interact with the Grove HR Services, we automatically collect or receive certain information through our Services (for example in log files, IP address) and through other technologies (such as cookies, track technology) about your device and usage of the Grove HR Services. In some (but not all) countries, this information is considered 'personal data' under data protection laws. The information we collect includes:

Usage Data

As a part of the Service, Grove HR and its service providers may collect, process, store, modify, aggregate, and otherwise use statistics and other data regarding your use of the Service, such as the number and types transactions you conduct using the Service (“Usage Data”). Usage Data does not include Customer Data or your Account Information. Grove HR owns and retains all rights in the Usage Data.

Grove HR may use the Usage Data for any business purposes including:

Facilitate the delivery and optimisation of the Services.

Monitor performance of Services

Provide support on an effective manner

Support product marketing,

Grove HR provides that such use does not reveal your identity, any of your Customer Data or the identity of your Users or your employees.

Location, Web Beacons

We and our Service Providers (such as google analytic, intercon) use website tracking, cookies and other technologies for performance, tracking, analytics and personalisation purposes. The information we collect include:

Device data: such as information about your computer, phone, tablet or other device you use to access the Grove HR Services.

Location data: such as information about your device's location, which can be either precise or imprecise. How much of this information we collect depends on the type and settings of the device you use to access the Grove HR Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. Note however, if you choose to opt out, you may not be able to use certain aspects of the Grove HR Services.

IP address: mean to a physical network address which belongs to your device which is used to access Grove HR services. Given that IP address we can identify your geographic location and help us in security incidents.

Activities log: such as a recording or a set of collection what pages you views, links you clicks, and other actions you take when accessing our websites, emails and applications.

Grove HR utilises “cookies”,(Please refer section 6 for Cookies policy) anonymous identifiers, container tags and other technologies for us to

Provide our Service and ensure that it performs properly,

To analyze our performance and marketing activities,

To personalise your experience.

Improve our Services.

Support our Feature related to GPS tracking.

Proactively react on Security and incidents matters.

C. Information We Collect from Third Parties

To enhance our ability to provide relevant marketing, offers and services to you and update our records, we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, social media platforms, as well as from other third parties. This information may include your: mailing address, job title, functional role, business email, phone numbers, intent data (or user behavior data), IP addresses, social media profiles, social media URLs and custom profiles.

We process this data for the purposes of: updating our records; targeted advertising; event promotion; optimizing our sites and the Grove HR Services; for our sales and marketing activities, including to send marketing emails.

5. Use of Google User Data.

Grove HR has developed functionality that allows you to connect your Google account using Oauth with Grove HR services. Then Grove HR services will authenticate your identity and provide you the option to share certain Personal Data with us such as your name and email address. Service like Google gives you the option to post information about your activities on our Platform to your google utilities and to share information, documentation with our Platform.

In order to fulfill some of Grove HR features, to support our customers and users effectively, Grove HR integrates Google API into our Grove HR services such as

Google Calendar: Grove HR may require the consensus (via Google Oauth) of our customers or users to access and create an event on their Google calendar, which can help our users, customers to be reminded about this event especially our “Time-off Feature"

Google Drive: Grove HR may require the consensus from you (via Google Oauth) for authentication and granting “read” permission of their Google Drive to access their Google Drive. After that,our Customers, Users can easily upload their documentations, files from their personal Google Drive to Grove HR.

Grove HR’s use of information received from Google APIs will adhere to Google API Services User Data Policy's App's, including the Limited Use requirement.

You have no obligation to provide us with permissions to access your Google Calendar and Google Drive so you can perform these tasks manually.

6. Cookies and Similar Tracking Technologies

Grove HR uses a technology called "cookies" to store session information. A cookie is a small amount of data, which often includes an anonymous unique identifier, which is sent to your browser from a website's devices and stored on your devices' hard drive.

We and our Service Providers use cookies and other technologies for performance, tracking, analytics and personalization purposes.

Our Sites and Service (including some of our Service Providers) utilize “cookies”, anonymous identifiers, container tags and other technologies in order for us to provide our Service and ensure that it performs properly, to analyze our performance and marketing activities, and to personalize your experience. Such cookies and similar files or tags may also be temporarily placed on your device. Certain cookies and other technologies serve to recall Personal Data, such as an IP address, previously indicated by a User.

Third parties (including, for example, providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

To learn more about our practices concerning Cookies and Tracking, please see our Cookie Policy.

Please note that we do not change our practices in response to a “Do Not Track” signal in the HTTP header from a browser or mobile application, however, most browsers allow you to control cookies, including whether or not to accept them and how to remove them. You may set most browsers to notify you if you receive a cookie, or you may choose to block cookies with your browser.

7. What Information Do We Share or Disclose to Others

Grove HR will not share Personal Information, or otherwise make your Personal Information available to any other parties except as provided in this Privacy Policy. Parties with whom we may share your Personal Information, pursuant to any applicable agreements, include:

Our Customer Administration: If you register or access the Service using an e-mail address at a domain that is owned by your employer or organization (our Customer), and another team within such Customer’s organization wishes to establish an account on the Service, certain information about you including your name, profile picture, contact info and general use of your account may become accessible to the Customer’s Admins and Users.

Event Co-Sponsors: If you sign up for an event or content that is co-hosted by Grove HR and one of its partners or co-sponsors, your Personal Information may be shared with that partner or co-sponsor.

Legal or regulatory bodies and agencies: Grove HR will share your information, including Personal Information, if we have a good faith belief that such action is necessary to conform to legal requirements or comply with legal processes; protect and defend our rights or property; enforce the website Terms and Conditions; and/or act to protect the interests of our users or others. Grove HR will promptly notify you of this requirement, if permitted by the court or applicable law, so that you may seek a protective order or other appropriate relief.

Service providers: We may engage selected third party companies and individuals to perform services complementary to our own. Such service providers include Third Party Service providers, hosting and server co-location services, communications and content delivery networks (CDNs), data and cyber security services, billing and payment processing services, fraud detection and prevention services, web analytics, e-mail distribution and monitoring services, session or activity recording services, remote access services, performance measurement, data optimisation and marketing services, social and advertising networks, content providers, e-mail, voicemails, support and customer relationship management systems, and our legal and financial advisors (collectively, “Service Providers“).

Business transfers: If Grove HR goes through a merger, acquisition, or sale of all or apportion of its assets, Personal Information may be transferred to the acquiring person or entity, in which case you will be notified via email and/or a prominent notice on our website of any such change in ownership or uses of Personal Information, as well as any choices you may have regarding Personal Information.

Advertising partners: We may partner with third party advertising networks, exchanges and social media platforms to display advertising on our websites or to manage and service advertising on other sites and we may share Personal Information with them for this purpose. Please see the section above "Cookies and Other Similar Technology" for further information.

Grove HR does not sell personal data that we collect or process under this Privacy Statement.

8. How We Protect Your Personal Information

We use appropriate technical and organizational measures to protect the Personal Data that we collect and process. The measures we use are designed to provide a level of security appropriate to the risk of processing your Personal Data.

While information security risks are always evolving, so are the controls. The controls, so implemented, are periodically reviewed as part of internal and external audits. If you have questions about the security of your Personal Data, please contact us immediately as described in this Privacy Notice.

NOITE: The security of information transmitted through the internet can never be guaranteed. You are responsible for maintaining the security of your password or other form of authentication involved in accessing password-protected or secured resources.

9. Retention of Personal Information

Grove HR will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including the purposes of our legitimate business interests and satisfying any legal or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of Customers and Users’ personal information, the purposes for which we process Customers and Users’ personal information and the applicable legal requirements.

If Customer wishes to unsubscribe from the Grove HR Services, Customer will receive an email confirming its un-registration from the Grove HR Services. Customers will not receive further email from Grove HR and Users’ personal information will be deleted upon Customer’s last day of subscription.

10. Your Privacy Right

In accordance with applicable data protection law, Customers and Users may have the following rights in accordance with their personal information that we hold:

Right of access and portability: The right to obtain access to their personal information along with certain information, and to receive that personal information in a commonly used format and to have it ported to another data controller.

Right to Correct and Update: The right to obtain rectification of their personal information without undue delay where that personal information is inaccurate or incomplete.

Right to erasure: The right to obtain the erasure of their personal information without undue delay in certain circumstances, such as where the personal information is no longer necessary in relation to the purposes for which it was collected or processed.

Right to restriction: The right to obtain the restriction of the processing undertaken by us on their personal information in certain circumstances, such as where the accuracy of the personal information is contested by the Users

Right to non-discrimination: The right to non-discrimination for exercising their rights as outlined in this policy. This includes, but is not limited to, denying them goods or services, charging different prices for similar services, or providing a different level or quality of service.

If we have collected and processed your Personal Information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Information conducted in reliance on lawful processing grounds other than consent

If Users wish to exercise one of these rights, they should contact your company or any authorised representative of your company where you work for (our respective Customer) to address their requests. The Customer will have authority to ask us to access, correct or request deletion of the Users’ personal information on their behalf by contacting us using the contact details provided under the “How to Contact Us" heading below. We will respond to the Customer’s request within 10 days.

11. Links To Third Party Websites

Our website may, from time to time, include links to and from other websites whose privacy practices may differ from those of Grove HR. If you submit information to any of those sites, your information is governed by the privacy policies that apply to those sites. We encourage you to carefully read the privacy policy of any website you visit.

12. Change To This Privacy Policy

We may update and amend this Privacy Policy from time to time by posting an amended version on our Service. The amended version will be effective as of the date it is published. When we make material changes to these Terms, we’ll provide Customer with notice as appropriate under the circumstances, e.g., by displaying a prominent notice within the Service or by sending Customer an email. Your continued use of the Service after the changes have been implemented will constitute your acceptance of the changes. We encourage you to periodically review this Privacy Statement for the latest information on our privacy practices.

13. Communication

If we need to provide you (our Customers, Users) with information about something, whether for legal or other business related purposes, we will select what we believe is the best way to get in contact with them. We will usually do this through email or by placing a notice on our Platform (App or Website)

Service Communications: We may contact you with important information regarding our Service. For example, we may send you notifications (through any of the means available to us) of changes or updates to our Service, billing issues, service changes, log-in attempts or password reset notices, etc. Our Customers, and other Users on the same Account, may also send you notifications, messages and other updates regarding their or your use of the Service. You can control your communications and notifications settings from your User Profile settings. However, please note that you will not be able to opt-out of receiving certain service communications which are integral to your use (like password resets or billing notices).

Promotional Communications: We may also notify you about new features, additional offerings, events and special opportunities or any other information we think our Users will find valuable. We may provide such notices through any of the contact means available to us (e.g. phone, mobile or email), through the Service, or through our marketing campaigns on any other sites or platforms.

If you do not wish to receive such promotional communications, you may notify us at any time by sending an e-mail to support@grovehr.com, changing your communications preferences in your User Profile settings, or by following the “unsubscribe”, “stop”, “opt-out” or “change email preferences” instructions contained in the promotional communications you receive.

14. How to Contact Us

If you have any questions about this Privacy Statement, or want to exercise your rights, please submit your request through the chat box on our websites. You may also contact us at support@grovehr.com or Communication can also be addressed to

Grove HR

290/26 Nam Ky Khoi Nghia street, ward 8, district 3, Ho Chi Minh City, Viet Nam