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Privacy Policy

Effective: 18 March 2026

You can find our previous privacy policy here.

At Humaans we care about your privacy. That’s why we only collect personal data if we have a good reason to do so. That’s also why we want to communicate transparently what we do with your personal data.

This Privacy Policy explains the types of information we may collect from you or that you may provide when using the Services. This Privacy Policy also describes Humaans’s practices for collecting, using, maintaining and processing information.

Under applicable data protection law, Humaans has two roles depending on the type of data involved:

  • Processor: When you use the Services to manage your employees’ personal data, you are the data controller and Humaans processes that data on your behalf as a data processor. This processing is governed by our Data Processing Addendum.
  • Controller: For data we collect independently — such as account registration data, billing information, usage analytics, website visitor data, and candidate information submitted through job applications — Humaans is the data controller. This Privacy Policy governs that processing.

If you are an employee of a Customer that uses the Services, this privacy policy does not apply to you or your use of the Services. Please refer to your employer’s privacy policy, which applies to the collection, use, processing and retention of your personal information. Individual employees of our Customers who seek access to their data, or who seek to correct, amend, or delete inaccurate data should direct their requests to their employers who are using the Services. Our customers are able to remove and update personal information and data without our involvement.

Who are we?

Humaans is a cloud-based people management service.

The company behind Humaans is Humaans Software UK LTD. Our registered company number is 11496946, and our registered office is at Office 7, 35-37 Ludgate Hill, London, United Kingdom, EC4M 7JN. Our VAT number is 311228354.

For ease of reference we will further refer to ourselves using “we”, “us”, “our” or “Humaans”. “You”, “your” or “yours” means the organisation using the Services.

You can reach us at privacy@humaans.io.

Which personal data do we collect and why?

If you just visit our website we do not collect any personal data . We will only collect personal data in the following instances:

  1. If you ask us a question using a contact form or email;
  2. If you request access to our Services;
  3. If you sign up to use our Services;
  4. If you subscribe to our newsletter;
  5. If you apply for a job with us.

Below you can find what type of personal data we collect, what we use it for and how long we will keep it:

Your first and last name, Your address & Your company details

We cannot be sure to address you correctly if we don’t know who you are; and if you enter into a contract with us we will need to make sure we know who we are dealing with. We will keep this information in our customer database for as long as you do not object to us keeping it. If you no longer want us to keep this information, you can always let us know.

Please do note that for as long as we have an ongoing contract we are not able to remove this information from our databases as we will need it to execute the contract.

And even after our contract has ended, we may be under a legal obligation to hold on to some of this information for a bit longer. For example: under accounting legislation we must keep copies of our invoices which may mention your name or address.

Phone number and email address

This is so we can easily contact you. In principle, we will never contact you unless it is to answer a question, if we are working on an assignment for you or if you have applied for a job with us.

We may also use your email address to send you our newsletter. We do not want to spam you and we understand if you would rather not receive any newsletters. If that is the case, you can always let us know or you can unsubscribe from our mailing list using the link you can find at the bottom of each newsletter.

As is the case for your name and address, we will also keep your email address and your phone number in our customer or candidate database for as long as you do not object to us keeping it. If you no longer want us to keep this information, you can also always let us know.

Please do note that for as long as we have an ongoing contract we are not able to remove this information from our databases as we will need it to execute the contract. And even after our contract has ended, we may be under a legal obligation to hold on to some of this information for a bit longer. For example: under accounting legislation we must keep copies of our invoices which may mention your email address.

IP-address, Preferences & Data provided in the platform

If you enter into an agreement with us, you will get access to the platform.

If you make use of the platform, we may collect other personal data such as your IP-address or your browsing preferences, as well as other personal data that you voluntarily provide us with through the platform. This information is either required to operate the Services when you register, and open an account, or will help us tailor our services to you.

Information provided during job applications

When you apply for a role at Humaans, we collect and store the information you provide to us as part of the recruitment process — this includes your contact details, CV, cover letter, and any other information you choose to share. We may also take notes during interviews and assess any tasks you complete as part of your application.

We use this information to evaluate your application and suitability for the role you’ve applied for, and in some cases, to consider you for future openings. We may contact you about other roles at Humaans that we believe might be a good fit. If at any point you no longer wish for us to keep your details on file, just let us know at privacy@humaans.io, and we’ll delete your information from our records.

Your personal data is handled with care and stored securely. We do not share your application data with third parties for their own purposes. We may work with trusted partners who help us manage parts of the recruitment process (such as applicant tracking systems or scheduling tools), and we ensure they follow appropriate data protection practices. If we transfer your data outside of the UK or European Economic Area (EEA) — for example, when we use international cloud-based tools — we ensure appropriate safeguards are in place to protect your personal information, such as standard contractual clauses approved by the European Commission.

We retain candidate data for up to five (5) years after your last interaction with us, in order to consider you for future openings. If you no longer wish for us to retain your data, or if we no longer have a need for it, we will delete it from our systems.

If you have any questions or concerns about how we use your information, feel free to reach out to us at privacy@humaans.io.

Legal bases for processing

We rely on the following legal bases under applicable data protection law for the processing described above:

  • Performance of a contract: Processing your account details, company information and platform data is necessary to provide you with the Services under our agreement with you.
  • Legitimate interests: We process usage analytics, website visitor data, and marketing contact information where it is in our legitimate interest to improve our Services, ensure security, and communicate with prospective customers, provided these interests are not overridden by your rights.
  • Consent: Where we send you marketing newsletters or use non-essential cookies, we do so based on your consent, which you may withdraw at any time.
  • Legal obligation: We may process and retain certain data where required by applicable law, for example under accounting or tax legislation.

How do we protect your personal data?

We take measures to ensure that your personal data is kept private!

We work hard to protect your personal data against unauthorized access or disclosure. In order to do so, we take organizational measures ensuring that access to your data is restricted to those employees or agents who need to have access to it in order to help us process it. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We are a tech company, so it won’t surprise you we also take a whole range of technical measures to protect your data. Technical measures include, for example, encrypting all personal information (in transit and at rest), user access management and penetration testing.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

If you want more information about the measures we take email us at privacy@humaans.io

Do we share your data with others?

We will never sell your personal data to another party!

We do use the services of the following external data processors:

We have entered into a data processing agreement with each of these external data processors which obliges them to only process your personal data based on our instructions and in compliance with this Privacy Policy. These data processors will also have to take sufficient precautions to prevent the loss of your data. Where these external data processors are based outside of the UK or European Economic Area, we ensure appropriate safeguards are in place, such as the European Commission’s standard contractual clauses or adequacy decisions, to provide an equivalent level of data protection.

You should know that in the following exceptional circumstances your data could also be shared with others:

  • If we are under a legal obligation to share data with the authorities or if we have to share data to comply with an enforceable government request, we don’t have much of a choice and we will share the data the authorities ask for, which may include yours.
  • If another company decides to buy the shares of our company or decides to buy Humaans from us, we will of course have to transfer your data to that company. That company will then take over all obligations under this Privacy Policy.

Where do we store your data?

Our infrastructure is hosted on servers based in the European Union. This allows us to meet specific regulatory and compliance requirements of organisations in Europe. Our data centre provider Google Cloud Platform provides advanced security features and maintains multiple certifications, including SOC 1, SOC 2, SOC 3 and ISO 27001. In addition, all data is encrypted both in transit and at rest using strong encryption.

Some of the Data we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). Where your Data is transferred outside of the EEA, we will take all steps reasonably necessary to ensure that your Data is subject to appropriate safeguards, such as relying on a recognized legal adequacy mechanism, and that it is treated securely and in accordance with this privacy policy.

In some cases, where strictly necessary to interface with third party data processors (for example analytics, payments and email delivery), we may transfer only the necessary personal data outside of the EEA, in order to:

  • Store some information;
  • Enable us to provide you with the Services and fulfil our contract with you;
  • Fulfil any legal obligations which require us to make that transfer;
  • Facilitate the operation of our group businesses, where it is in our legitimate interests and we have concluded these are not overridden by your rights.

Does Humaans use cookies or similar technologies?

Yes. We use cookies to:

  • ensure that our Services function properly,
  • understand how visitors use and engage with our website, and analyze and improve Services.

What are cookies? Cookies are small files which are placed on your computer when you visit a website. Cookies are saved in your browser’s history and you can always delete them. You can also adjust your browser settings to prevent cookies from being saved on your computer.

There are two main types of cookies that can be set:

  • First party cookies: these cookies are placed and read by Humaans directly when you use our Services,
  • Third party cookies: these cookies are not set by Humaans, but by other companies, like Google or Facebook, for site analytics purposes.

Cookies play an important role in helping us provide effective and safe Services. Below is a list of commonly used cookies and the purposes that apply to them. This list is not exhaustive, and describes the main reasons why we typically use cookies.

Necessary cookies

These cookies are essential to the operation of the Services and make it usable by enabling authentication and load balancing.

Support cookies

We use Intercom to provide visitors with support and to send product update and marketing communications.

Analytics cookies

We use Google Analytics to generate anonymous statistics on how visitors use the website. We use these cookies to enhance the user experience on our website and to know which parts of the website or platform are most frequently visited or clicked on. This service may also collect information regarding the use of other sites, apps and online resources. You can learn about Google’s practices on the Google website.

Advertising cookies

We use Google and Facebook for advertisement. We and our service providers will use cookies and similar technologies to direct Humaans ads to you through targeted advertisements for Humaans Services on other sites you visit and to measure your engagement with those ads. These advertising service providers may collect non-identifiable information about your visits to our site. Such non-identifiable information does not include your name, address, email address or other personal information. The information is collected through the use of cookies and pixel tags.

Managing your cookie preferences

When you first visit our website, you will be presented with a cookie consent banner that allows you to accept or decline non-essential cookies. You can change your cookie preferences at any time using the “Cookie settings” link in the footer of our website. Please note that disabling certain cookies may affect the functionality of our website. Necessary cookies cannot be disabled as they are required for the website to function.

Privacy of the data processed using the Services

While this Privacy Policy is meant to address the privacy concerns of our customers, you probably also want to know what we do with the data that you process using Humaans.

When you onboard a new team member using Humaans, your team member’s personal data will be saved in your account on the platform. We will keep this information available for you (the “Controller”) in the platform, but we will never use such information ourselves for any other purpose than to help you process the data.

Third-party data integrations and privacy

We offer optional integrations that allow you to import data from third-party services, enhancing the functionality of our Services. Any data imported in this way is processed according to this Privacy Policy and our Terms of Service. Specifically, when using Google Workspace APIs to access content from Google Drive and other Google Workspace products, we do not use this data for the development, improvement, or training of general artificial intelligence or machine learning models. For more details, please see our AI Terms.

Artificial intelligence features

Humaans offers optional AI-powered features within the platform. When you use these features, we process only the data necessary to generate a response, filtered based on the requesting user’s platform permissions. AI features do not have access to data that the requesting user is not permitted to view.

We do not use Customer Personal Data to train, improve or develop general-purpose AI or machine learning models. AI processing is performed using our cloud infrastructure provider (Google Cloud Platform) within the EU. For full details on our AI data practices, please see our AI Terms.

Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected:

  • Customer account and platform data: Retained for the duration of your subscription. You may request data return within 30 days of termination. Following return (or expiry of the request window), data is deleted from production systems and all remaining copies purged within 90 days.
  • Candidate and recruitment data: Retained for up to five (5) years after your last interaction with us, to consider you for future roles. You may request deletion at any time by contacting privacy@humaans.io.
  • Marketing and prospective customer data: Retained indefinitely or until you object to processing, unsubscribe, or request deletion.
  • Billing and invoicing data: Retained for as long as necessary for accounting, tax and legitimate business purposes.
  • Website analytics and cookie data: Retained in accordance with the retention periods set by each analytics provider. You can clear cookies at any time through your browser settings.

Can we change this Privacy Policy?

We may change this Privacy Policy from time to time. We will post any Privacy Policy changes on this page and, if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of Privacy Policy changes).

Your rights

You may request us to send you a summary of the personal data processed about you. If you feel that your personal data have been processed incorrectly or incompletely, or if you feel that such processing was unnecessary, then you also can also ask us to edit, supplement or erase your personal data from our databases. Under the applicable privacy legislation, you also have the right to restrict processing, the right to data portability and the right to object to processing.

If you feel we have failed to respond correctly to a request for information, you have the right to lodge a complaint about us to the UK Information Commissioner’s Office (https://ico.org.uk/) or with the relevant authority in your country of work or residence.

If you have any further privacy concerns or if you want to exercise your rights, you can contact us via email at privacy@humaans.io.