Privacy Policy

Last updated: January 2025

1. Introduction

Chainwright Ltd, trading as Just Talk to HR ("we", "us", or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Email address, company name, and workspace details when you register
  • Employee Data: Names, email addresses, Slack IDs, manager relationships, and job titles of team members you add
  • Policy Documents: HR policies and documents you upload to the Service
  • Communication Data: Messages exchanged with our AI assistant via Slack
  • Request Data: Holiday requests, approvals, and related HR transactions

2.2 Information Collected Automatically

  • Usage Data: How you interact with the Service, features used, and timestamps
  • Device Information: Browser type, IP address, and device identifiers
  • Cookies: Session cookies for authentication and preferences

2.3 Information from Third Parties

  • Slack: When you connect your Slack workspace, we receive workspace information, user profiles, and message content directed to our bot

3. How We Use Your Information

We use collected information to:

  • Provide, operate, and maintain the Service
  • Process HR requests and facilitate approval workflows
  • Answer policy questions using your uploaded documents
  • Send notifications about request status and approvals
  • Authenticate users and secure accounts
  • Improve and personalize the Service
  • Respond to customer support requests
  • Comply with legal obligations

4. AI Processing

Our Service uses artificial intelligence to process your requests. This involves:

  • Analyzing message content to understand HR requests
  • Querying your uploaded policies to provide accurate answers
  • Generating natural language responses
  • Determining appropriate approval workflows

We use third-party AI providers (such as OpenAI) to power these features. Data sent to AI providers is processed according to their respective privacy policies and our data processing agreements with them.

5. Data Sharing

We may share your information with:

  • Service Providers: Third parties that help us operate the Service (hosting, AI processing, email delivery)
  • Within Your Organization: Between employees and managers as part of normal HR workflows
  • Legal Requirements: When required by law, court order, or government request
  • Business Transfers: In connection with a merger, acquisition, or sale of assets

We do not sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

  • Encryption of data in transit (TLS) and at rest
  • Secure authentication mechanisms
  • Regular security assessments
  • Access controls and audit logging
  • Employee training on data protection

However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Specifically:

  • Account Data: Retained until you delete your account
  • HR Records: Retained according to applicable employment law requirements
  • Communication Logs: Retained for 2 years for audit and support purposes
  • Usage Data: Retained for 1 year in aggregate form

Upon account deletion, we will delete or anonymize your data within 90 days, except where retention is required by law.

8. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of your personal data
  • Correction: Request correction of inaccurate data
  • Deletion: Request deletion of your personal data
  • Portability: Request your data in a portable format
  • Objection: Object to certain processing activities
  • Withdrawal: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at support@justtalktohr.com.

9. International Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses where required.

10. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

support@justtalktohr.com