HR FORTE SYSTEMS PTE. LTD.

Privacy Policy

Last Updated: April 2026

HR Forte Systems Pte. Ltd. (“HRF”, “we”, “us”, “our”) respects your privacy and is committed to protecting personal data responsibly.

This Privacy Policy explains how we collect, use, disclose, store, transfer, and protect personal data when you use our websites, software, mobile applications, APIs, AskGenie AI features, and related services (collectively, the “Services”).

1. Scope

This Privacy Policy applies to personal data processed in connection with the Services.

Where HRF provides Services to business customers, we often process personal data on behalf of that customer. In such cases, the customer may act as the data controller/employer, and HRF may act as a data processor/service provider.

If you are an employee using HRF through your employer, your employer may control certain processing activities.

2. Personal Data We Collect

Depending on how the Services are used, we may collect:

A. Account and Contact Data

• name
• email address
• phone number
• company name
• job title
• billing details

B. HR and Payroll Data

• employee identifiers
• employment details
• salary and compensation data
• attendance records
• leave records
• claims data
• tax and statutory contribution data
• bank/payment related data where required

C. Technical and Usage Data

• IP address
• browser type
• device identifiers
• operating system
• log data
• session data
• usage analytics

D. Support and Communications Data

• support tickets
• emails
• chat messages
• onboarding communications

E. AskGenie Inputs and Outputs

• prompts submitted by users
• system context required to generate responses
• generated responses
• usage metrics

Users should avoid submitting unnecessary sensitive personal data into AskGenie unless required for legitimate use.

3. How We Collect Data

We collect data:

• directly from you
• from your employer or organization
• through use of the Services
• through integrations approved by you or your organization
• through cookies or similar technologies
• through support interactions

4. How We Use Personal Data

We may use personal data to:

• provide and operate the Services
• process payroll and HR workflows
• authenticate users
• maintain security
• provide customer support
• send service communications
• improve product performance
• generate analytics
• comply with legal obligations
• prevent fraud or misuse
• manage billing and contracts
• develop and improve AskGenie and automation features
• enforce our legal rights

We do not sell personal data.

5. Legal Bases for Processing

Where required by law, we rely on one or more of the following legal bases:

• contract performance
• legal obligation
• legitimate interests
• consent where required
• protection of vital interests
• other lawful bases permitted by law

6. AskGenie AI Features

AskGenie is an AI-powered informational assistant available within HRF.

AskGenie may help with:

• product navigation
• workflow assistance
• general HR/payroll/compliance information
• summaries and user assistance

Important:

• AskGenie does not provide legal, tax, accounting, or regulated professional advice
• outputs may be incomplete, inaccurate, or outdated
• users must independently verify outputs before acting
• HRF is not responsible for decisions made solely based on AskGenie responses

We may use AskGenie usage data to maintain, secure, evaluate, and improve AI features, subject to applicable law and contractual commitments.

7. Disclosure of Personal Data

We may disclose personal data:

A. To Service Providers and Subprocessors

Including cloud hosting, support, communications, analytics, security, and infrastructure providers.

B. To Your Organization

Where you use HRF through an employer or customer account.

C. Corporate Transactions

In connection with merger, acquisition, financing, restructuring, or sale of business assets.

D. Legal and Compliance Reasons

Where required by law, court order, regulator request, or to protect rights, safety, systems, or users.

E. With Consent

Where you or your organization instruct us to do so.

8. International Transfers

Personal data may be processed in Singapore and other jurisdictions where HRF or our providers operate.

Where required by applicable law, we implement appropriate safeguards for international transfers, which may include contractual protections such as Standard Contractual Clauses or equivalent measures.

9. Data Retention

We retain personal data only for as long as reasonably necessary for business, contractual, legal, security, dispute-resolution, or compliance purposes.

Retention periods may vary depending on:

• account status
• customer instructions
• legal requirements
• backup cycles
• tax and payroll recordkeeping obligations
• fraud prevention needs

When no longer required, data may be deleted, anonymized, or securely archived.

10. Security

We use reasonable technical and organizational safeguards appropriate to the nature of the Services, which may include:

• access controls
• encryption in transit
• backups
• monitoring and logging
• least privilege access
• vulnerability management
• incident response procedures

No system can be guaranteed completely secure.

11. Your Rights

Depending on applicable law, you may have rights to:

• access your personal data
• correct inaccurate data
• request deletion
• restrict processing
• object to certain processing
• request portability
• withdraw consent where processing relies on consent
• lodge a complaint with a regulator

Where HRF acts as processor for your employer/customer, we may direct your request to the relevant customer.

To exercise rights, contact: dpo@hrforte.com

12. Cookies and Similar Technologies

We may use cookies, pixels, local storage, and similar technologies for:

• authentication
• remembering preferences
• analytics
• security
• performance
• user experience improvements

Browser settings may allow you to manage cookies, though some functionality may be affected.

13. Children’s Privacy

The Services are not intended for children unless used as part of lawful employment or internship administration under applicable law.

We do not knowingly market the Services directly to children.

14. Third-Party Services

The Services may integrate with or link to third-party websites or applications. Their privacy practices are governed by their own policies, not this Privacy Policy.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Material changes may be notified through the website, platform, or email where appropriate. Updated versions become effective when published unless stated otherwise.

16. Contact Us

HR Forte Systems Pte. Ltd.
109 North Bridge Road, #07-22 Funan, Singapore 179097
Email: ask@hrforte.com
DPO: dpo@hrforte.com