AI Conversation example
New
Humaans AI

Your team companion helping you with documents, insights and processes.

Privacy Policy

Last updated: 31 Oct 2024

You can find our previous terms 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.

For the purposes of European Economic Area data protection law, (the “Data Protection Law“), the data controller of the data processed through the Services is the Customer who makes available and grants access and use of the Services to anyone on its behalf. For data retained through the website or data processed not through the Services (i.e. contact details of potential customers or resumes sent to us from potential employees for the purpose of engagement with Humaans), we are the controller (the “Controller”).

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.

If you stop using the Services, we will only keep this data for a period of 90 days after the end date of our contract with you. After that period of time, we will delete these data.

Information provided during job applications

If you apply for a position with us, your will probably provide us with personal data in your cover letter and your CV (such as: your grades, which schools you went to, previous jobs, etc.).

We will save the contact details, cover letter and CV of every job applicant in our candidate database and may contact you in the future regarding job opening that may be of interest to you. Of course, we will delete all this information from our candidate database if you don’t like us holding on to it. Just let us know at privacy@humaans.io.

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. Some of these external data processors may be based in the United States and have certified their compliance with the EU-US Privacy Shield Framework, which means they will respect comparable data protection standards as those that apply in Europe.

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 (primarily in Belgium). This allows us to meet specific regulatory and compliance requirements of organisations in Europe. Our data center provider Google Cloud Platform provides advanced security features and maintains multiple certifications, including SOC 1, SOC 2, SOC 3 and ISO27001. 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.

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.

If you terminate your contract with us, we will keep this data for 90 days after our contract has ended. After that, we will delete all information that you saved in the platform.

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.

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.