Privacy Policy for Mergosoft HRM Software

Effective Date: 07-10-2018
Last Updated: 05-09-2025

At Mergosoft (“Mergosoft”, “we”, “us”, or “our”), we are committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Mergosoft HRM Software (the “Service”).

By using our Service, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We collect the following categories of data through the use of our software:

a. Personal Information

Collected from your organization, its employees, and users, such as:

• Name

• Email address

• Phone number

• Job title and department

• Employment details (e.g., ID, joining date, salary data, attendance)

b. Account and Login Information

• Username and encrypted password

• IP address

• Login timestamps and activity logs

c. Device and Usage Information

• Browser type, OS, and device details

• Usage logs and preferences

• Pages accessed, actions taken within the system

d. Third-Party Integrations

If your company integrates third-party systems (e.g., payroll, attendance devices, or identity providers), we may collect data transferred via those APIs.

2. How We Use Your Information

We use the data collected to:

• Provide and operate the HRM Software

• Manage user accounts and authenticate access

• Automate HR workflows such as payroll, leave, and attendance

• Generate reports and analytics for HR decision-making

• Comply with legal obligations

• Improve and secure the platform

3. Legal Bases for Processing (for GDPR)

If you are located in the European Economic Area (EEA), we process your data based on one or more of the following legal bases:

• Contractual Necessity: To provide the HRM services agreed with your organization.

• Legitimate Interests: To ensure system security, improve features, and prevent abuse.

• Legal Obligation: To comply with applicable laws and regulations.

• Consent: Where applicable, for optional features or communications.

4. Data Sharing and Disclosure

We do not sell or rent your personal data. We may share your data with:

• Authorized Personnel: Within your organization for HR management purposes.

• Service Providers: For cloud hosting, email delivery, analytics, or customer support, under strict confidentiality agreements.

• Government Authorities: When required by law or legal process.

• In Case of Merger or Acquisition: If our business is involved in a merger or acquisition, your data may be transferred to the new entity.

5. Data Security

We implement industry-standard security measures to protect your data, including:

• Data encryption in transit (HTTPS/SSL) and at rest

• Regular vulnerability assessments

• Role-based access control

• Multi-factor authentication (optional)

• Secure data backups

However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute protection.

6. Data Retention

We retain your data only for as long as necessary for the purposes outlined in this Policy or as required by law.

Upon termination of service:

• Your data will be retained for [30/60/90] days for backup or compliance.

• After that, data will be securely deleted, unless otherwise agreed.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access your personal data

• Correct inaccurate data

• Request deletion of your data

• Object to or restrict processing

• Withdraw consent (where applicable)

• Request data portability

To exercise your rights, contact us at: privacy@mergosoft.com

8. International Data Transfers

If you access the Service from outside the country where our servers are located, your data may be transferred internationally. We ensure such transfers are done with appropriate safeguards in place (e.g., Standard Contractual Clauses for the EU).

9. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• User session management

• System performance and diagnostics

• Feature customization

You can control cookie preferences through your browser settings.

10. Children’s Privacy

Mergosoft HRM is intended for organizational/business use only and is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors.

11. Third-Party Links

Our software may link to third-party platforms or integrations. We are not responsible for the privacy practices of such third parties. We encourage you to review their privacy policies.

12. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be notified via email or through your admin dashboard. Continued use of the Service after such updates constitutes your acceptance of the revised Policy.

13. Contact Us

For any questions or concerns about this Privacy Policy or your data, please contact:

Mergosoft 
Email: privacy@mergosoft.com
Website: www.mergosoft.com