Privacy Policy

This Privacy Policy explains how AskHRBot collects, uses, stores, and protects information across our web service at askhrbot.com and our mobile applications for iOS and Android. AskHRBot is operated by Suniv HR Solutions Inc. ("we," "our," or "us").

1. Scope

This policy applies to:

• The AskHRBot website and web application at askhrbot.com and its tenant subdomains
• The AskHRBot mobile application for iOS (distributed via Apple App Store) and Android (distributed via Google Play Store)

Together these are referred to as the "Service."

2. Information We Collect

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

• Account information: name, business email, and organization details provided during sign-up
• Customer content: HR policies, documents, and questions you submit to the Service
• Support tickets: messages and ticket content you create through the Service
• Voice input (mobile only): audio you record using the microphone, captured only while you actively press and hold the voice input control. See Section 4 below.
• Device and technical data: device type, operating system version, app version, language and locale settings, and crash and error diagnostics
• Push notification identifiers (mobile only): a device-specific push token issued by Apple Push Notification service (APNs) or Firebase Cloud Messaging (FCM), used solely to deliver notifications you have opted into
• Usage logs: records of interactions with the Service (e.g., questions asked, tickets created) used to provide and improve the Service

3. How We Use Information

We use information to:

• Deliver and operate the Service
• Generate responses based on your organization's approved content
• Send push notifications about your tickets (if enabled)
• Maintain security, reliability, and performance
• Diagnose and fix bugs and crashes
• Comply with legal obligations

4. Microphone and Voice Input (Mobile)

The AskHRBot mobile app requests microphone permission so you can ask questions using your voice instead of typing.

• When recording occurs: only while you actively interact with the voice input control inside the app. The microphone is never recorded in the background or outside of voice input.
• What happens to recordings: audio is sent to our servers and processed to convert speech to text. The transcribed text is then used as your question to the Service. Audio is not retained beyond the time needed for transcription.
• Speech-to-text providers: we use industry-standard speech recognition services to transcribe audio. These providers process the audio only to return text; they do not retain audio for their own use.
• Your control: microphone permission can be revoked at any time through your device's system settings. The rest of the app continues to function; only voice input is disabled.

5. Push Notifications (Mobile)

If you opt in to push notifications, the app receives a device-specific push token from APNs (iOS) or FCM (Android) and stores it on our servers. We use this token to send you notifications about ticket status changes and other Service-related updates. Push tokens are not used for advertising, profiling, or any purpose other than delivering notifications you have opted into. You can disable notifications at any time in your device's settings.

6. AI and Data Use

• Customer data is processed solely to provide the Service
• Data is isolated by organization (tenant)
• We do not use customer data to train public or consumer AI models
• Questions and responses may be processed by large language model providers we use; we contractually restrict these providers from using your data for their own training

7. Third-Party Service Providers

We use the following categories of trusted service providers to operate the Service. These providers process data only on our behalf and only as needed to provide their service to us:

• Cloud infrastructure (Amazon Web Services) — hosts our backend services and databases
• Application hosting (Vercel) — hosts our web application
• Push notification delivery (Apple Push Notification service, Firebase Cloud Messaging, Expo Push) — deliver notifications to your device
• Error and crash diagnostics (Sentry) — captures crash reports and error logs to help us fix bugs. Personal content is not intentionally sent to Sentry; only error context such as stack traces, device type, and OS version.
• AI model providers — process your questions to generate responses. These providers are contractually restricted from using your data for their own training.
• Speech-to-text providers — transcribe voice input when you use the microphone feature.

8. Data Security

We apply industry-standard safeguards, including:

• Encryption in transit (HTTPS/TLS) and at rest
• Access controls and tenant isolation
• Secure infrastructure with active monitoring
• Regular review of security practices

9. Data Sharing

We do not sell personal data. We share information only with the service providers listed in Section 7, or where required by law (e.g., to respond to lawful legal process). We never sell, rent, or share personal data for advertising purposes.

10. Data Retention

We retain data only as long as needed to provide the Service or meet legal obligations. Voice recordings are deleted after transcription. Account and customer content is retained for the duration of your subscription and a reasonable period thereafter to allow for account recovery or legal compliance.

11. Children's Privacy

AskHRBot is a business productivity tool designed for use by employees of organizations that subscribe to the Service. It is not directed at children under 13 (or the relevant minimum age in your jurisdiction). We do not knowingly collect personal information from children.

12. Your Rights

Depending on your location, you may have rights to access, correct, port, or delete your personal data, and to object to or restrict certain processing. To exercise these rights, contact us at support@askhrbot.com. You may also revoke device permissions (microphone, notifications) at any time in your device's system settings.

13. International Data Transfers

We are based in Canada. Our infrastructure may be hosted in Canada, the United States, or other regions. By using the Service, you understand that your data may be transferred to and processed in these regions, subject to appropriate safeguards.

14. Cookies and Analytics

Our website may use cookies or similar technologies to improve functionality and performance. The mobile app does not use web cookies; analytics within the app are limited to diagnostic data described in Sections 2 and 7.

15. Updates to This Policy

We may update this Privacy Policy periodically. Updates will be posted on our website with a revised Effective Date. Material changes will be communicated through the Service or via email where appropriate.

16. Contact

Questions about privacy? Email support@askhrbot.com