Data Privacy Policy

Last Updated on Apr 11, 2025

Data Privacy Policy Purpose

This Data Privacy Policy describes how we collect and use personal information about HiFives websites, applications, products, services, events, and experiences that reference this Privacy Notice (together, “HiFives””. This “ata privacy policy helps build trust and confidence in our customers and allows us to comply with the relevant data privacy laws and regulations in various jurisdictions, including the following:

• Canada’s Information Protection and Electronic Documents Act (PIPEDA)
• The California Online Privacy Protection Act (CalOPPA)
• The California Consumer Privacy Act (CCPA)
• Europe’s Data Protection Regulation (GDPR)
• AustraliaAustralia’sAct
• The UK’s Data Protection Act
• Digital Personal Data Protection Act (India)

System

This data privacy policy applies to all HiFives websites, applications, and services.

Roles and Responsibilities

The primary role of the data protection officer (DPO) is to ensure that her organization processes the personal data of its staff, customers, providers, or any other individuals (also referred to as data subjects) in compliance with the applicable data protection rules Data Protection Regulation (Regulation (EU) 2018/1725). The DPO has to ensure that the data protection rules are respected in cooperation with the data protection authority (for the EU institutions and bodies, this is the EDPS). In the EU institution and bodies, the DPO must:

• Ensure that controllers and data subjects are informed about their data protection rights, obligations, and responsibilities. Also, raise awareness about them.

• Give advice and recommendations to the institution about the interpretation or Application of the data protection rules;

• Create a register of processing operations within the organization. Notify the EDPS of those that present specific risks (so-called prior checks);

• Ensure data protection compliance within her institution and help the latter to be accountable in this respect.

• Handle queries or complaints on request by the institution, the controller, other person(s), or on her initiative;

• Cooperate with the EDPS (responding to its requests about investigations, complaint handling, inspections conducted by the EDPS, etc.);

• Draw the institution’s failure to comply with the applicable data protection rules.

DATA PRIVACY POLICY DETAILS

1. WHAT USER INFORMATION DO WE COLLECT?

We collect personal information provided to us by the user or the client organization per the service agreement for our products and services. This happens when the users participate in activities on the HiFives platform (such as posting messages in our online forums) or when the user contacts us. The personal information we collect depends on the client’s service agreement and the products and features used. The personal information we collect may include the following:

• Personal Information Collected
  1. Employee Full Name
  2. Profile Picture (optional)
  3. Employee Code/ Number
  4. Official Email Address
  5. Application Password (not required in case of single sign-on)          
  6. Employee Country
  7. Employee mobile number (optional)
  8. Date of birth (optional)
  9. Date of joining the organization (optional)
  10. Wedding date (optional)

• Payment Data

We do not collect data such as the user’s instrument (credit card) number or the associated security code.

• 3^rd Party Login Data

We may allow users to register with us using existing 3^rd party accounts like Google Workspace, Office 365, or Apple. Suppose the user chooses to register this way. In that case, we collect the information described in the section “HOW DO “HANDLE 3^RD PARTY LOGINS?” All personal information the user provides must be true, complete, and accurate. The user must notify us of any changes to such personal iInformation

• Information collected automatically

Information such as the user’s Internet Protocol (IP) address and/or browser and device characteristics are collected automatically when the user visits our Website or Application. We automatically collect certain information when the user visits, uses, or navigates the Website or Application. This information does not reveal the user’s ID (like the user’s contact information). But it may include device and usage information, such as the user’s IP, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, and information about how and when the user uses our Website or Application. Her technical information is primarily needed to maintain the security and operation of our website or Application and for website application reporting purposes. Like many businesses, we also collect information through cookies and similar technologies. The user can find out more about this in our COOKIE POLICY. The information we collect includes:

1. Log and Usage Data.

Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when the user accesses or uses our Website or Application, which we record in log files depending on how the user interacts with us, this log data may include the user’s IPuser’sss, device information, browser type and settings and information about the user on the Website/ Application (such as the date/time stamps associated with the webpages and files viewed, searches and other actions the user takes such as which features the user uses), device event information (such as system activity, error reports (sometimes called ‘crash du’ps’) and ha’dware settings).

1. Location Data.

We collect location data, such as information about the user’s device, which can be precise or imprecise. How much information we collect depends on the type and settings of the user’s access to the Website. For example, we may use GPS and other website technologies to collect geolocation data that tells us the geolocation of the current location (based on the user’s IP). The user can opt out of allowing us to collect this information either by refusing access to the information or by turning off the user’s settings on the browser. Note, however, that if the user chooses to opt out, the user may not be able to use certain aspects of the Services.

2. HOW DO WE USE THE USER’S INFORMATION?

HiFives processes the user’s information based on legitimate business interests, the fulfillment of our contract with the user’s action, compliance with our legal obligations, and/or the user’s consent. We use personal information collected via our Website/ Application for various business purposes, as described below. H Fives processes the user’s data for these purposes in reliance on our legitimate business interests to enter into or perform a contract with the user’s action, with the user’s consent, and/or in compliance with our legal obligations. W indicates the specific processing grounds we rely on next to each purpose listed below.

1. We use the information collected or received:

To facilitate account creation and logon process. Suppose the user chooses to link the user’s account with us to a third-party account (such as the user’s Google Workspace or Office 365 account). In that case, we use the information the user allowed us to collect from those third parties to facilitate the contract’s account creation and login process. For further information, see the section below “HOW DO WE HANDLE THE USER’S  3rR PARTY LOGINS?” below.

• Post testimonials.

We post testimonials on our Website that may contain a person. When we post a testimonial, we obtain the user’s consent to use the user’s name for the content of the testimonial. If the user wishes to update or delete the testimonial, please get in touch with us at contactus@hifives.in and include the user’s testimonial location and contact information.

• Request feedback.

We will use the user’s information to request feedback and contact the user about the website.

• Enable user-to-user communications.

Websites use the user’s session to enable user-to-user communications with each other

• Manage user accounts.

May use the user’s information to manage our account and keep it in working order.

• Send administrative information to the user.

We may use the user’s information to send the user information about our products, services, and new features and/or changes to our terms, conditions, and policies.

• Protect our Services.

We may use the User’s information to keep our Web Application safe and secure (for example, for fraud monitoring and prevention).

• Enforce our terms, conditions, and policies for business purposes.

To comply with legal and regulatory requirements or in connection with our contract.

1. Respond to legal requests and prevent harm.

If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond.

• Fulfill and manage the user’s requests.

Use the user’s information to fulfill and manage the user’s orders or cancellations through the Web Application.

• Deliver services to the user.

It may use the user’s information to provide the user with the Web Application.

• Respond to user inquiries/offer support to users.

We will use the users to respond to the user and solve any potential issues the user might have with our services.

• We do not send any marketing and promotional communications to the users

• We do not deliver any advertising to the users.

3. WILL THE USER’S INFORMATION BE SHARED WITH ANYONE?

We only share information with the user’s consent to comply with laws, provide services, protect the user’s rights, or fulfill business obligations. We may process or share the user’s data based on the following legal basis: Consent: We may process the user’s data if the user has given us specific consent to use the user’s information for a particular purpose.

Legitimate Interests: We may process the user’s data as reasonably necessary to achieve our legitimate business interests.

Performance of a Contract: Where we have entered into a contract with the user or the user’s action, we may process the user’s information to fulfill the terms of our agreement.

Legal Obligations: We may disclose the user’s information where we are legally required to do so to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements).

Vital Interests: We may disclose the user’s information when we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved. More specifically, we may need to process the user’s information in the following situations:

Business Transfers. We may share or transfer the user’s information in connection with or during negotiations of any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

Affiliates. We may share the user’s information with our affiliates, in which case we will require those affiliates to honor this privacy notice. Affiliates include our parent company and any subsidiaries, joint venture partners, or other companies we control or are under common control.

Business Partners. We may share the user’s information with our business partners to offer the user certain products, services, or promotions.

4. WE USE COOKIES AND OTHER TRACKING

We may use cookies and other tracking technologies to collect and store the user’s information. We may also use similar tracking technologies (like web beacons and pixels) to access or store information—our ‘COOKIE POLICY’ details how we use such technologies and how users can refuse certain cookies.

5. OUR COOKIE POLICY

What Are Cookies? As a standard practice with almost all professional websites, this site uses cookies, tiny files downloaded to the user’s browser, to improve the user’s experience. This ge describes what information they gather, how we use it, and why we sometimes need to store these cookies. We will also share how the user can prevent these cookies from being stored; however, this may downgrade or ‘break’ certain elements of the site functionality. For more general cookie information, see the Wikipedia article on HTTP Cookies. How We Use Cookies We use cookies for various reasons, which are detailed below. Unfortunately, in most cases, there are no industry-standard options for turning off cookies without completely turning off the functionality and features they add to the site. It’s recommended that the user leave all cookies if unsure whether the user needs them, mainly if they are used to providing a service that the user uses. Disabling Cookies The user can prevent the setting of cookies by adjusting the settings on the user’s browser (see the user’s browser’s Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites the user visits. These bling cookies usually result in this site’s specific functionalities and features. Bei g turned off. Therefore, it is recommended that the user not disable cookies.

• Account -related Cookies 

If the user has an account with us, we will use cookies to manage the sign-up process and general administration. The cookies will usually be deleted when the user logs out; however, in some cases, they may remain afterward to remember the user’s preferences when logged out.

• Login related cookies 

We use cookies when the user is logged in to remember this fact. This prevents the user from having to log in every time the user visits a new page. The cookies are typically removed or cleared when the user logs out to ensure that the user can only access restricted features and areas when logged in.

• Email newsletter-related cookies: 

This site offers newsletter or email subscription services, and cookies may be used to remember if the user is already registered and whether to show certain notifications that might only be valid to subscribe/subscribed users.

• Orders processing related cookies

This site offers e-commerce or payment facilities, and some cookies are essential to ensure that the user’s information is remembered between pages so we can process it properly.

• Surveys related cookies

From time to time, we offer user surveys and questionnaires to provide the user with interesting insights and helpful tools or to help them better understand our user base. The e-surveys may use cookies to remember who has already taken part in a survey or to provide the user with accurate results after the user changes pages.

• Forms related cookies

When the user submits data through a form such as those found on contact pages or comment forms, cookies may be set to remember the user for future correspondence.

• Site Preferences Cookies

To provide the user with a great experience on this site, we provide the functionality to set the user’s preferences for how this site runs when the user uses it. To remember the user’s preferences, we need to set cookies so that this information can be called whenever the user interacts with a page affected by the user’s preferences. Thi d-Party Cookies: Sometimes, we use cookies from trusted third parties. The following section details which third-party cookies the user might encounter through this site.

• This site uses Google Analytics, one of the most widespread and trusted analytics solutions on the web, to help us understand how the user uses the site and ways to improve the user’s experience. The e cookies may track how long the user spends on the site and the pages that the user visits so we can continue producing engaging content.

See the official Google Analytics page for more information on Google Analytics cookies.

• Third-party analytics are used to track and measure the usage of this site so that we can continue to produce engaging content. The e cookies may track how long the user spends on the site or the pages the user visits, which helps us understand how we can improve the site for the user.
• From time to time, we test new features and make subtle changes to how the site is delivered. While we are still testing new features, these cookies may be used to ensure that the user receives a consistent experience while on the site and that we understand which optimizations our users appreciate the most.
• As we sell products, we need to understand statistics about how many visitors to our site make a purchase. These cookies will track this data. This is important to the user as it means we can accurately make business predictions and monitor our advertising and product costs to ensure the best possible price.
• We also use social media buttons and/or plugins on this site that allow the user to connect with the user’s souser’setwork in various ways. For these to work, the following social media sites including;
• Facebook
• Twitter
• Instagram
• LinkedIn

These will set cookies through our site, which may enhance the user’s privacy or contribute to the data they hold for various purposes outlined in their respective privacy policies. However, if the user is still looking for more information, then the user can contact us through email: contactus@hifives.in

6. HOW DO WE HANDLE THE USER’S  3RD-PARTY LOGINS?

If the user chooses to register or log in to our services using a 3^rd Party account, we may have access to certain information about the user. Our Application allows the user to reApplicationlog in using the user’s social media account details (like the user’s Gouser’sorkspace login, etc.). When the user chooses to do this, we will receive certain profile information about the user from the user’s souser’sedia provider. The profile inforApplicationeceive may vary depending on the social media provider concerned but will often include the user’s nauser’sail address, friends list, profile picture, and other information the ser chooses to make public on such social mmedia platforms We will use the information we receive only for the purposes described in this privacy notice or otherwise made clear to the user on the relevant Website. Please note that we do websites. Websites are not responsible for other user information used by the user’s login provider. We recommend that the user review their privacy notice to understand how they collect, use, and share the user’s information and how they can set the user’s preferences on their sites and apps.

7. HOW LONG DO WE KEEP THE USER’S INFORMATION?

Unless otherwise required by law, we keep the user’s information as long as necessary to fulfill the purposes outlined in the contract with the user. We will only keep the user’s information for as long as needed for the purposes in the client contract unless a more extended retention period is required or permitted by law (such as for tax, accounting, or other legal requirements). No purpose in this data privacy policy will require us to keep the user’s information for longer than three (3) months past the termination of the user’s account. We will delete such information securely when we have no ongoing legitimate business need to process the user’s data.

8. HOW DO WE KEEP THE USER’S INFORMATION SAFE?

We aim to protect the user’s information through organizational and technical security measures. We have implemented appropriate technical and organizational security measures (under the ISO 270001 framework) designed to protect the security of any personal information we process. Our safeguards and efforts to secure the user’s information help minimize the risk that hackers, cybercriminals, or other unauthorized third parties will not be able to improperly collect, access, steal, or modify the user’s information

9. DO YOU COLLECT INFORMATION FROM MINORS?

We do not knowingly collect data from or market to children under 18. We do not knowingly solicit data from or market to children under 18. Using the Website/ Application, the User represents that the User is at least 18 or is the parent or guardian of such a minor and consents to such a minor’s dependence on the Website. Sup ose we learn that personal iWebsiteten from users under 18 has been collected. In that case, we will deactivate the account and take reasonable measures to delete such data from our records promptly. If you become aware of any data we may have collected from children under 18, please contact us at contactus@hifives.in.

10. WHAT ARE THE USER PRIVACY RIGHTS?

In some regions, such as the European Economic Area (EEA) and the United Kingdom (UK), the user has rights that allow greater access to and control over the user’s inuser’sion. The user may review, change, or terminate the user’s account at any time. Use s in some regions (like the EEA and UK) have certain rights under applicable data protection laws. The e may include the right (i) to request access and obtain a copy of the user’s information, (ii) to request rectification or erasure, (iii) to restrict the processing of the user’s information, and (iv), if applicable, to data portability. In certain circumstances, the user may also have the right to object to processing the user’s information. To make such a request, please use the contact details provided below. We will consider and act upon any request by applicable data protection laws. If we rely on the user’s cousin to process the user’s interaction, the user has the right to withdraw the user’s cousin at any time. Please note, however, that this will not affect the lawfulness of the processing before its withdrawal, nor will it affect the processing of the user’s information based on lawful processing grounds other than consent. Suppose the user is a resident in the EEA or UK and believes we are unlawfully processing the user’s information. In that case, the user also has the right to complain to the user’s louser’s protection supervisory authority. The user can find their contact details here.

If the user is a resident of Switzerland, the contact details for the data protection authorities are available here. If sers have questions or comments about their privacy rights, they may email us at contactus@hifives.in.

Account Information

Suppose the user would like to review or change the information in the user’s account or terminate the user’s account. In that case, the user can contact us using the contact information provided. Upon the user’s request to terminate the user’s account, we will deactivate or delete the user’s account and information from our active databases. We may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Use, and/or comply with applicable legal requirements. Coo ies and similar technologies: Most Web browsers are set to accept cookies by default. If the user prefers, the user can usually choose to set the user’s browser to remove or reject cookies. If the user decides to remove or reject cookies, this could affect certain features or services on our Website. For further information,okie PolWebsiteteng out of email marketing.  We send email marketing messages in general. You can unsubscribe from our marketing email list anytime by clicking on the unsubscribe link in our emails or by contacting us using the details below. The ser will then be removed from the marketing email list; however, we may still communicate with the user, for example, to send the user service-related emails necessary for the administration and use of the user’s account to respond to service requests or other non-marketing purposes. To opt out, the user may contact us over email at contactus@hifives.in

11. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers, mobile operating systems, and mobile applications include a Do-Not-Track (“DNT”) feature setting the user can activate to signal the user’s preference to have data about the user’s online browsing activities monitored and collected. No information technology standard for recognizing and implementing DNT signals has been finalized. We do not currently respond to DNT browser signals or any other mechanism that automatically communicates the user’s chuser’s so that it can be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform the user about that practice in a revised version of this data privacy policy.

12. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

Yes, suppose the user is a resident of California. In at case, the user is granted specific rights regarding access to the user’s peuser’s iInformation California Civil Code Section 1798.83, also known as the “Shine Th” Light” law, pe “mits our users who are California residents to request and obtain from us, once a year and free of charge, iInformationabout categories of personal iInformation(if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal iInformationin the immediately preceding calendar year. If the user is a California resident and would like to make such a request, please submit the request in writing using the contact information provided below. If the User is under 18 years of age, resides in California, and has a registered account with the Website, the User has the right to request Website data that the User publicly posts on the Website. To request the removal of websites, don’t hesitate to contact us using the contact information provided below. The email address is associated with the user’s account, and a statement that the user resides in California. We will make sure the data is not publicly displayed on the Website, but please. St l, please note website data may not be completely or comprehensively removed from all our systems (e.g., backups, etc.).

CCPA Privacy Notice

The California Code of Regulations defines a “resident” as: (1 “every individual who is in the State of California for other than a temporary or transitory purpose       and (2) every individual who is domiciled in the State of California who is outside the State of California for a temporary or transitory purpose All other individuals are defined as “non-resi” ents.” If this “definition of “resident” applies “to the user, we must adhere to certain rights and obligations regarding the user’s iIuser’stion

What categories of personal information do we collect?

We have collected the following categories of personal information in the past twelve (12) months:

We may also collect other personal information outside of these categories in instances where the user interacts with us in-person, online, or by phone or mail in the context of:

• Receiving help through our customer support channels;
• Facilitate the delivery of our services and respond to users.

How do we use and share the user’s information?

More information about our data collection and sharing practices can be found in this Privacy Notice and our COOKIE POLICY. The user may contact us by email at contactus@hifives.in or by referring to the contact details at the bottom of this document. The user uses an authorized agent to exercise their right to opt out. In this case, we may deny a request if the authorized agent does not submit proof that they have been validly authorized to act on the user’s behalf. Will the user’s action be shared with anyone else? We may disclose the user’s information with our service providers under a written contract between us and each service provider. The service provider is a for-profit entity that processes the information on our behalf. We may use the user’s information for our business purposes, such as undertaking internal research for technological development and demonstration. This is not considered “selling.” The us “‘s dauser’sFives has not disclosed or sold any personal information to third parties for a business or commercial purpose in the preceding 12 months. H  ives will not sell personal information belonging to website visitors, users, and other consumers in the future.

Request to delete  

The user can ask for the deletion of the user’s information If the user asks us to delete the user’s information we will respect the user’s request and delete the user’s information subject to certain exceptions provided by law, such as (but not limited to) the exercise by another consumer of their right to free speech, our compliance requirements resulting from a legal obligation or any processing that may be required to protect against illegal activities.

Right to be informed – Request to know  

Depending on the circumstances, the user has a right to know:

• whether we collect and use the user’s information
• the categories of personal information that we collect;
• the purposes for which the collected personal information is used;
• whether we sell the user’s information to third parties;
• the categories of personal information that we sold or disclosed for a business purpose;
• the categories of third parties to whom the personal information was sold or disclosed for a business purpose; and
• the business or commercial purpose for collecting or selling personal iInformation

By applicable law, we are not obligated to provide or delete consumer information de-identified in response to a consumer request or to re-identify individual data to verify a consumer request.

Right to Non-Discrimination for the Exercise of a Consumer’s Rights,

We will not discriminate against the User if the User exercises these rights.

Verification process

Upon receiving the user’s request, we will need to verify the user’s ID to determine whether the user is the same person about whom we have the information in our system. These verification efforts require us to ask the user to match the information with the information the user previously provided us. F   instance, depending on the type of request the user submit, we may ask the user to provide certain iInformationso that we can match the iInformationthe user provides with the iInformationwe already have on file, or we may contact the user through a communication method (e.g. phone or email) that the user have previously provided to us. We may also use other verification methods as the circumstances dictate. We will only use the personal information the user provides to verify the user’s request or authority to make the request. To the best of our ability, we will avoid requesting additional information from the user for verification. Suppose we cannot verify the user’s ID using the information we maintain. In that case, we may request that the user provide additional details to verify the user’s ID and for security or fraud-prevention purposes. We will delete such information as soon as we verify the user.

Other Privacy Rights

• The user may object to the processing of the user’s information. The user may request correction of the information if it is incorrect or irrelevant or request to restrict data processing.
• The user can designate an authorized agent to make a request under the CCPA on the user’s behalf. We may deny a request from an authorized agent who does not submit proof that the CCPA has validly authorized them to act on the user’s behalf.
• The user may request to opt out of future selling of the user’s information to third parties. We will act upon a request to opt out as soon as possible but no later than 15 days from the request submission date.

To exercise these rights, the user can contact us by email at contactus@hifives.in or by referring to the contact details at the bottom of this document. We would also like to hear if the user has a complaint about how we handle the user’s information.

DID WE MAKE UPDATES TO THIS NOTICE?

Yes, we will update this notice to stay compliant with relevant laws. We may update this privacy notice from time to time. The updated version will be indicated by an updated “Revised Date”. The updated version will be adequate as soon as it is accessible. S  pose we make material changes to this privacy notice. In that case, we may notify the user by prominently posting a notice of such changes or by directly sending the user a notification. We encourage the user to review this privacy notice frequently to be informed of how we protect the user’s information.

13. CAN THE USER CONTACT US ABOUT THIS DATA PRIVACY POLICY?

If the user has questions or comments about this notice, the user may email us at dpo@hifives.in or our concerned personnel: Anilkumar S Kalyane, Data Protection Officer (DPO)

14. CAN THE USER REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM THE USER?

Based on the applicable laws,’ the user may have the right to request access to the personal information we collect from the user, change that information, or delete it in some circumstances. To request to review, update, or delete the user’s information, please email us at contactus@hifives.in