Novax HRMS Solution Privacy Policy

Novax HRMS solution strives to provide employers and their employees who use the Novax HRMS service to manage their HR needs (collectively, Users, or you) a user-friendly platform that handles a wide spectrum of HR-related matters – from simple on-boarding and off-boarding of employees to payroll processing.   To do this, we recognize that you must trust us with your personal information. Maintaining your trust is one of Novax HRMS’s top priorities, and as a result, we abide by the following principles to protect your privacy:
  1. We protect your personal information and use it only in connection with your use of our website and Services as set forth in our Terms of Use Agreement and described in this Privacy Policy.
  2. Because privacy and security go hand-in-hand, we have implemented industry-standard administrative, technical, and physical security safeguards designed to protect your and your employees’ information.
  This Privacy Policy applies to all data, including previously-collected data, from visitors of the Novax HRMS website as well as users of the online services, mobile services, software, and other services that we provide or otherwise make available (collectively, “the Service”). We may, in our sole discretion, modify or update this Privacy Policy from time to time, and if we make material changes to it, we will notify you through the Service, or by other means so that you may review the changes before you continue to use the Service. Your continued use of the Service after we publish or communicate a notice about any changes to this Privacy Policy means that you consent to the changes.  
  1. Information Collection
  The amount of information we collect depends on which features of the Service you use. Novax HRMS needs personal information about you, your employees, and their dependents as applicable to provide the Service, and your providing the information to us constitutes your consent to our processing of this information. Additionally, because we provide a wide range of HR and benefits management features, we may collect information about you from your employer, rather than directly from you. More specifically, we may collect the following categories of personal information about you:
  • Registration Information: Your email address and password (your login credentials), and other information necessary to set up your account on the Service, which will depend on the features you use or your employer chooses to use.
  • Identity information: Your name, physical address, your identity card, and other identifiers used to manage and track human resources processes and benefits.
  • Bank account information: Novax HRMS needs bank account details if you use the Service to provide payroll services.
  • Information from Third-Party Sites and Services: If you use Novax HRMS to manage third-party services that integrate with the Service, we may have access to your information on such third-party services. We may, for example, have information about your use of a third-party payroll service provider.
  • Device and IP Information: When you access the Service, we automatically receive the internet protocol (“IP”) address of your computer or the proxy server that you use to access the internet, in addition to other technical information such as your computer operating system details, your type of web browser, your mobile device (including your mobile device identifier provided by your mobile device operating system), your mobile operating system, and the name of your ISP or mobile carrier. Novax HRMS may log this information and analyze it to determine anomalous behavior, detect threats, and generally improve the Service.
  • From your interaction with Customer Support: When you contact our customer support team, we may review your Novax HRMS user profile. Customer support will collect the information necessary to categorize your questions, respond to them, and, if applicable, investigate and resolve any issue you bring to our attention or that we discover independently. We may also use this information to track potential problems and trends, improve the Service, and customize our support responses to better serve you.
  • Cookies, Beacons, Mobile SDKs, and similar technologies: We use cookies and similar technologies, including beacons in email messages, and application developer platforms that use mobile Software Development Kits (“SDKs”) to collect information about your use of any mobile application that we make available to you, and other information related to how browsers and mobile devices interact with the Service. These technologies help us recognize your browser or mobile device when you log in to our website and use our mobile applications and help us improve your experience with the Service, increase Novax HRMS’ security, and measure and improve the use and effectiveness of our Service. Novax HRMS also uses these technologies to serve advertising to you on other sites using third-party advertising services. You can control the cookies set in your browser and even block them entirely by configuring your browser settings. If you block cookies, however, you may not be able to use the Services. Additional options for controlling how or whether Novax HRMS can target you with advertising is detailed in Section 2 (advertising and marketing) of this policy. By visiting the Novax HRMS website or using our mobile applications, you consent to the placement of cookies and beacons on your browser, and our use of mobile SDKs in accordance with this Privacy Policy.
 
  1. USES AND DISCLOSURES OF YOUR INFORMATION
  Novax HRMS uses the information it collects about you in the following ways: To Provide the HRMS Service: Novax uses the information it collects to provide the HRMS service to our users, including delivering personalized and customized experiences to enable a seamless HR management experience through our platform. To Improve and Enhance the HRMS Service: Novax analyzes data on how you use the HRMS service in order to identify ways to improve our products, including the software, infrastructure, user interfaces, and integrations with partner systems. To Integrate with Third Parties: To support our users and streamline the HR experience, Novax may integrate our HRMS system with third-party services, such as payroll providers. If you have a direct relationship with an integrated third party, their privacy policies will govern their use of your data. Otherwise, any third-party service providers used by Novax to support the HRMS service will not have independent rights to access or use your personal information. To Communicate with You: Novax may send you messages to help you make the most of the HRMS service, such as notifications about new features or your upcoming enrollment period. We may also occasionally send promotional emails about new or underutilized HRMS capabilities. You can control whether you receive future non-essential messages by unsubscribing. For Advertising and Marketing: Novax uses cookies, beacons, and mobile SDKs to recognize your device and serve you targeted ads. We may also use third-party services, data, and tools to analyze the effectiveness of our advertising and email campaigns. However, Novax will not use protected health information (PHI) for any advertising or marketing purposes. To Work with Vendors and Service Providers: Novax uses third-party vendors and service providers to host the HRMS platform, deliver marketing campaigns, and provide other support functions. These vendors are limited to using your data only as necessary to perform their contracted services, in the same way Novax is limited by this privacy policy. To Comply with Legal Requirements: Novax may disclose your information as required by law, to enforce our policies, or to protect the rights, property, and safety of Novax, our employees, customers, and users. In the Event of a Sale or Change in Control: If Novax is sold or undergoes a change in control, the acquiring party will have the right to continue using your personal and other information in accordance with this privacy policy.  
  1. YOUR CHOICES
Right to access, correct, and delete your personal information: Users have the right to access, modify, correct, or delete their personal information that is controlled by Novax. In some cases, information deletion must be coordinated with the employer to ensure alternative HR systems can provide the user a legally compliant HR record-keeping system. Retention: Novax retains the personal information you provide while your account is active or as needed to provide you the service, including customer support-related reporting and trend analysis. Novax may retain customer or user information if the retention is reasonably necessary to comply with legal obligations, meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce the Privacy Policy or Terms of Use. Novax may retain personal information for a limited period if requested by law enforcement.  
  1. IMPORTANT INFORMATION
Security: Novax has implemented industry-standard administrative, technical, and physical security safeguards to protect the personal information you provide. Access to your data on the service is password-protected, and data is protected by SSL encryption when exchanged between your web browser and the service. Novax also supports secure HTTPS access to the novax.com website. To protect any data stored on Novax’s servers, the company regularly monitors the system for possible vulnerabilities and attacks. However, the internet is not a 100% secure environment, and Novax cannot ensure or warrant the security of any information you transmit. There is no guarantee that information may not be accessed, disclosed, altered, or destroyed by a breach of Novax’s safeguards. It is your responsibility to protect the security of your login information by using a strong password. Storage and Processing: Your information collected through the Novax service may be stored and processed in Hong Kong, where Novax or its subsidiaries, affiliates, or service providers maintain facilities. If you are located in regions with different data collection and use laws than Hong Kong, please note that Novax may transfer information, including personal information, to other countries where it or its affiliates maintain facilities, and you consent to this transfer and use as described in the Privacy Policy. Changes to this Privacy Policy: Novax may change this Privacy Policy from time to time. If Novax makes material changes, it will provide notice through the service or by other means, such as email. Please review the Privacy Policy frequently, and continue using the service if you agree to the changes. If you object to the changes and no longer wish to use the service, please let Novax know. Users may not be able to close their accounts without first finding an alternative arrangement to handle their HR records with their employer. This Privacy Policy applies to all information Novax has about you and your account. Using the service after a notice of changes has been communicated or published shall constitute consent to the changed terms or practices.   By subscribing to and using the Novax HRMS software, the Customer acknowledges and agrees to be bound by this Privacy Policy. You can reach us by email at cs@thenovax.com, and we will respond promptly to your inquiries.