Privacy Policy

Effective Date: September 23, 2025

This Privacy Policy explains how AskHRBot collects, uses, stores, and protects information. AskHRBot is operated by Suniv HR Solutions Inc. (“we,” “our,” or “us”).

1. Information We Collect

We collect only what is necessary to provide the Service, including:

• Account information: name, business email, and organization details
• Customer content: HR policies and documents you upload
• Usage & technical data: interaction logs (if enabled), browser/device information, and performance and error logs

2. How We Use Information

We use information to:

• Deliver and operate the Service
• Generate responses based on your approved content
• Maintain security and performance
• Improve reliability and user experience

3. AI & Data Use

• Customer data is processed solely to provide the Service
• Data is isolated by organization
• We do not use customer data to train public or consumer AI models

4. Data Security

We apply industry-standard safeguards, including:

• Encryption in transit and at rest
• Access controls and tenant isolation
• Secure infrastructure and monitoring

5. Data Sharing

We do not sell personal data. We may share information with trusted service providers who support our infrastructure, or where required by law.

6. Data Retention

We retain data only as long as needed to provide the Service or meet legal obligations.

7. Your Rights

Depending on your location, you may request access to, correction of, or deletion of your data. Requests can be sent to support@askhrbot.com.

8. Cookies & Analytics

We may use cookies or analytics tools to improve functionality and performance.

9. Updates to This Policy

We may update this Privacy Policy periodically. Updates will be posted on our website.

10. Contact

Questions about privacy? Email support@askhrbot.com

Terms of Service

Effective Date: September 23, 2025

These Terms of Service (“Terms”) govern your access to and use of AskHRBot, including our website, applications, and related services (collectively, the “Service”). AskHRBot is operated by Suniv HR Solutions Inc. (“we,” “our,” or “us”). By using the Service, you agree to these Terms.

1. What AskHRBot Does

AskHRBot helps organizations provide employees with quick, consistent access to HR information by answering questions based on company-approved HR policies and documents. The Service is designed to support HR teams while allowing organizations to maintain oversight and control.

2. Use of Information & Responses

AskHRBot provides informational responses based on the content you make available within the platform. Responses should be reviewed and applied in accordance with your organization’s internal processes and professional judgment. AskHRBot does not replace legal counsel, HR professionals, or organizational decision-making.

3. Customer Responsibilities

• Provide accurate and up-to-date documents and policies
• Ensure you have the right to upload and use the content provided
• Determine how AskHRBot responses are communicated and relied upon internally
• Maintain appropriate review, approval, and escalation processes

4. Acceptable Use

You agree not to misuse the Service, including by using it for unlawful purposes, uploading content you don’t have rights to, or attempting to disrupt the Service. We reserve the right to suspend access if the Service is misused.

5. AI & Accuracy

AskHRBot uses AI to generate responses based on your approved content. Outputs may occasionally vary depending on context or phrasing. We recommend using AskHRBot as a support tool alongside existing HR governance practices.

6. Data Ownership

You retain ownership of all documents and content you upload. We use your data only to operate the Service and do not use customer data to train public AI models.

7. Privacy

Our collection and use of data are governed by our Privacy Policy, which forms part of these Terms.

8. Service Availability

We aim to provide reliable access but do not guarantee uninterrupted availability. The Service is provided on an “as available” basis.

9. Limitation of Liability

To the extent permitted by law, our liability is limited to direct damages and will not exceed the fees paid by you in the twelve (12) months preceding the claim. We are not responsible for employment decisions or actions taken based on information provided through the Service.

10. Termination

You may stop using the Service at any time. We may suspend or terminate access if the Terms are violated.

11. Governing Law

These Terms are governed by the laws of British Columbia, Canada.

12. Updates

We may update these Terms periodically. Continued use indicates acceptance of the updated Terms.

13. Contact

Questions? Email support@askhrbot.com