Privacy | HRMS Guide

This Privacy Policy describes how HRMS Guide OÜ (Estonian registry code: 14016364) (Administrator/We/HRMS Guide) processes personal data of its Clients, Client representatives, Users, Candidates and other data subjects (You) in connection with their use of the HRMS Guide Platform, Website and services.

This Privacy Policy applies if you use, have used, or have expressed an intention to use the services of HRMS Guide, including any trial or demo services. It also applies to potential Clients of HRMS Guide.

Please read this Privacy Policy carefully as it contains important information about the processing of your personal data. If you have any questions, please contact us (see Clause 2.1).

1 Definitions

1.1 Terms defined in the General Data Protection Regulation (EU) 2016/679 (GDPR) apply. Other terms originate from our Terms of Use.

1.2 Administrator/We/HRMS Guide means HRMS Guide

1.3 Candidate is a natural person whose personal data are processed on behalf of a Client during recruitment or evaluation.

1.4 Client is a person or entity who has entered into an agreement with HRMS Guide.

1.5 Platform refers to HRMS Guide’s digital services, tools, and environments used for consulting, implementation support, and training related to HR technologies. 1.6 Service means any consulting, analysis, implementation, training or related support offered by HRMS Guide.

1.7 User is a natural person who uses the Services or Platform on behalf of the Client.

1.8 Website includes HRMS Guide’s owned and operated websites, and relevant social media pages.

2 Contacts and General Information

2.1 HRMS Guide is a brand of a private limited company (Business Software Partner OÜ), registry code 14016463, privacy@hrmsguide.com.

2.2 This policy applies to all personal data processed by us. Our Clients are typically controllers of Candidate data, and their privacy policies apply accordingly.

2.3 We may update this policy unilaterally. Changes will be announced via our Website or other appropriate means.

2.4 Controller-processor roles: Our Clients act as controllers for personal data; HRMS Guide acts as their processor. For User and Client representative data, we are the controller.

2.5 Estonian Data Protection Inspectorate is our supervisory authority. Processing is governed by Estonian and EU law.

2.6 Note: External links and third-party apps on our Website are governed by their respective privacy terms.

2.7 Our Website and platform may use cookies and similar technologies to enhance the browsing experience, analyze usage patterns, and improve our services. These technologies may collect certain technical data automatically. You can manage your cookie preferences via your browser settings.

3 Data Subjects and Data Collection

3.1 We may process data of:

Client representatives and Users
Potential Client representatives
Candidates
Partners and contractors
Employees
Website visitors

3.2 We collect personal data via:

Direct input from you
Data provided by Clients or Users
Third parties (e.g., payment providers)
Technical and analytical tools (see Cookie Policy)

4 Purposes and Legal Bases

4.1 As a processor: We act on our Client’s instructions.

4.2 As a controller, we may rely on: a) Consent b) Contract performance d) Legal obligations e) Legitimate interest (e.g., service improvement, marketing to existing Clients, platform analytics, legal defense)

5 Data processed as Controller

5.1 We process:

Name, contact details, company, position

Communications with us

Usage data (IP, device, browser, platform activity)

Candidate data (only where necessary for platform improvement or recruitment)

5.2 We do not knowingly process data of persons under 18.

5.3 We do not intentionally process special category data as a controller.

6 Sharing and transfers

6.1 Data may be shared with:

Service providers (e.g., CRM, email, analytics, hosting)

Legal and accounting advisors

Clients (where User is a representative)

Authorities, if legally required

Potential acquirers in case of business transactions

6.2 Data may be transferred outside the EEA if legal safeguards are met (e.g., SCCs, adequacy decisions).

7 Data retention

7.1 Personal data is kept only as long as needed or required by law.

7.2 Demo/trial data is retained up to 12 months, content for 90 days.

7.3 Invoice data is kept 7 years. Other claims data for up to 10 years.

8 Security

8.1 We apply appropriate technical and organizational measures (encryption, access controls, etc.).

8.2 In case of incident, we will notify as required by GDPR.

9 Processing Principles

We follow principles of lawfulness, fairness, transparency, purpose limitation, data minimization, accuracy, storage limitation, integrity, confidentiality, and data protection by design/default.

Your Rights You have the following rights (with conditions):

Access
Rectification
Erasure
Restriction
Objection
Data portability
Withdraw consent
Request legitimate interest assessment
Object to automated decisions
File complaints with the Estonian Data Protection Inspectorate or other supervisory authorities

To exercise your rights, contact privacy@hrms.guide. We may request verification of your identity.

10 Changes

The latest version of this policy was published on 24 March 2025 and entered into force the same day. Significant changes will be disclosed via our Website.