This Privacy Policy describes how HRMXGO Inc., a Delaware corporation with its principal place of business at 1120 Furlong Street, Belmont, California 94002, United States of America (“HRMXGO”, “we”, “us” or “our”), handles personal information and data (“Personal Information”) we collect from you through our website or software applications (collectively for the purposes of this Privacy Policy, the “HRMXGO AI Platform”), our social media channels, or directly from you by other means.
This Privacy Policy describes HRMXGO’s collection, use, and disclosure of the Personal Information of prospective or existing HRMXGO users, as well as administrative points of contact for prospective or existing HRMXGO customers (“you” for the purposes of this policy).
In summary, we collect and use your Personal Information to set up and manage your HRMXGO account and enable us to provide HRMXGO’s products and services to you. We do not sell or share your Personal Information, as those terms are defined under the California Consumer Privacy Act, and we do not process it for cross-context behavioral advertising or targeted advertising. We disclose it to service providers only as necessary to provide the HRMXGO AI Platform to you.
Importantly: this policy does not apply to documents that our customers and their users upload to the HRMXGO AI Platform (LockDocOS), or to personal information contained in those documents. We process that data on our customers' behalf, as their processor, and it is governed by the HRMXGO Terms of Service and the HRMXGO Data Processing Agreement available at https://lockdocos.com/legal/dpa, not by this Privacy Policy. If your personal information appears in a document uploaded by an HRMXGO customer, that customer decides how it is handled, and any request about that information should be directed to them. The service providers that process uploaded documents on our behalf are listed at https://lockdocos.com/legal/subprocessors.
1. What Personal Information Do We Collect?
Information you provide to us. Personal Information you may provide to us through the HRMXGO AI Platform or otherwise to set up your account and enable our services includes:
Contact data, such as your first and last name, salutation, email address, mailing address, professional title and company name, and phone number. Communications data based on our exchanges with you, including when you contact us through the HRMXGO AI Platform, social media, or otherwise. Research data, such as your responses to surveys that we might ask you to complete for research purposes related to our business. Marketing data, such as your preferences for receiving our marketing communications and details about your engagement with them. Profile data, such as the first name, last name, job title, corporate email, username, and password that you may set to establish an account on the HRMXGO AI Platform. Payment data needed to pay subscription fees, including payment card or bank account details, which are collected directly by our payment processor (identified at https://lockdocos.com/legal/subprocessors) and not by HRMXGO, as described in Section 3 below. Other data not specifically listed here, which we will use as described in this policy or as otherwise disclosed at the time of collection. Sources. We collect Personal Information directly from you, from your company's Administrator when they invite you to HRMXGO, and automatically from your use of the HRMXGO AI Platform as described below. We do not buy Personal Information from data brokers or enrich your profile from public or social-media sources.
Automatic data collection. To help us understand user activity on the HRMXGO AI Platform, we may automatically log certain data about you, your computer or mobile device, and your interaction over time with us, such as:
Device data, such as your computer or mobile device’s operating system type and version, manufacturer and model, browser type, screen resolution, RAM and disk size, CPU usage, device type (e.g., phone, tablet), IP address, unique identifiers, language settings, mobile device carrier, radio/network information (e.g., Wi-Fi, LTE, 5G), and general location information such as city, state or general geographic area. Online activity data, such as pages or screens you viewed, how long you spent on a page or screen, navigation paths between pages or screens, information about your activity on a page or screen, access times and duration of access, and whether you have opened our emails or clicked links within them. Cookies and similar technologies. Some of the automatic collection described above is facilitated by the following technologies:
Cookies, which are small text files that websites store on user devices and that allow web servers to record users’ web browsing activities and remember their submissions, preferences, and login status as they navigate a site. Local storage technologies, like HTML5, that provide cookie-equivalent functionality but can store larger amounts of data on your device outside of your browser in connection with specific applications. Web beacons, also known as pixel tags or clear GIFs, which are used to demonstrate that a webpage or email was accessed or opened, or that certain content was viewed or clicked.
We use the following kinds of cookies and similar technologies. Essential cookies, set by us, that keep you signed in, remember your session and protect against fraudulent use of accounts; the HRMXGO AI Platform does not work without them. Functional cookies, set by us, that remember choices such as your language or display preferences. Analytics cookies, set on our behalf by the website analytics provider named at https://lockdocos.com/legal/subprocessors, that tell us which pages of our website are visited and how visitors move through it; our analytics provider acts as our service provider, does not use this data for advertising, and offers an opt-out described on that page. We do not use advertising or cross-site tracking cookies. You can block or delete cookies through your browser settings, although essential cookies are needed for the HRMXGO AI Platform to function. We do not currently respond to browser "Do Not Track" signals.
2. How Do We Use Your Personal Information?
We may use your Personal Information for the following purposes (or in other ways that we ask you for at the time we collect it):
HRMXGO AI Platform delivery and operations. We may use your Personal Information to:
provide, operate, and improve the HRMXGO AI Platform and our business; communicate with you about the HRMXGO AI Platform, including by sending announcements, updates, security alerts, and support and administrative messages; understand your needs and interests, and personalize your experience with the HRMXGO AI Platform and our communications; and provide support for the HRMXGO AI Platform, and respond to your requests, questions and feedback. Research and development. We may use your Personal Information for research and development purposes, including to analyze and improve the HRMXGO AI Platform and our business. As part of these activities, we may create aggregated, de-identified or other anonymous data from Personal Information we collect. We convert Personal Information into anonymous or de-identified data by removing information that makes the data personally identifiable to you. We may use this anonymous or de-identified data for our lawful business purposes, including to analyze and improve the HRMXGO AI Platform and promote our business, and we will not attempt to re-identify it.
Marketing. We may use your Personal Information to send you direct marketing communications. You may opt-out of our marketing communications as described in the Opt-out of marketing section below.
Compliance and protection. We may use your Personal Information to:
comply with applicable laws, lawful requests, and legal process, such as to respond to subpoenas or requests from government authorities; protect our or your rights, privacy, or safety (including by making and defending legal claims); audit our processes for compliance with legal and contractual requirements or our policies; enforce the terms and conditions that govern the HRMXGO AI Platform generally, or that we have otherwise agreed with you; and/or prevent, identify, investigate and deter fraudulent, harmful, unauthorized, unethical or illegal activity, including cyberattacks and identity theft. With your consent. In some cases, we may specifically ask for your consent to collect, use or share your Personal Information, such as when required by law.
3. How Do We Share Your Personal Information?
We may share your Personal Information to the extent necessary with the following parties (as well as otherwise described in this policy or at the time of collection):
Service providers. Third parties that provide services on our behalf or help us operate the HRMXGO AI Platform or our business (such as hosting, information technology, customer support, email delivery, customer research, marketing, and website analytics). Payment processors. Any payment card or bank account details you provide to pay HRMXGO subscription fees are collected and processed directly by our payment processor, identified at https://lockdocos.com/legal/subprocessors. HRMXGO receives confirmation of payment and limited billing records but does not receive or store full card numbers. Our payment processor processes your payment data in accordance with its own privacy policy, which is linked from that page. Third parties designated by you. We may share your Personal Information with third parties where you have instructed us or provided your consent to do so. We will share Personal Information that is needed for these other companies to provide the services that you have requested. Event and marketing partners. Where we co-sponsor an event or jointly offer a product with another company and you register for it, we share your registration details with that partner, and we tell you who the partner is when you register. Professional advisors. Professional advisors, such as lawyers, auditors, bankers and insurers, where necessary in the course of the professional services that they provide to us. Legal authorities. Law enforcement and governmental authorities as we believe in good faith to be necessary or appropriate for the compliance and protection purposes described above. Business transferees. Buyers and other relevant investors or participants in business transactions (including negotiations of, or due diligence for, such transactions) involving a corporate sale, merger, consolidation, acquisition, reorganization, or other disposition of all or any part of HRMXGO, in each case under confidentiality obligations.
How long we keep Personal Information. We keep contact, profile and communications data for as long as your company's HRMXGO account is active and for up to three years afterwards, which is the period we need to answer questions about the account, resolve any dispute and meet our contractual record-keeping obligations; we keep specific records longer only where tax, accounting or other law requires it (for example, billing records for the period required by United States and Canadian tax law). We keep your marketing preferences and consent records for as long as you are subscribed to our marketing communications, and after you opt out we keep only the record of your opt-out so that we do not contact you again. Engagement data about our marketing emails is deleted when you opt out. Payment records held by our payment processor are kept for the period required by tax and accounting law. Personal Information contained in documents uploaded by a customer is handled under the Terms of Service and Data Processing Agreement: it is available for export for 30 days after the customer's subscription ends (15 days after a free trial that does not become a paid subscription), deleted from our systems within 60 days after that, and from backups within a further 90 days; Inputs and Outputs retained for quality assurance are deleted within 90 days and data retained for abuse monitoring within 30 days, including during a free trial.
4. Your Choices and Rights
Access or update your information. If you have an account on the HRMXGO AI Platform, you can review and update your account information at any time by logging in, or by contacting us at [email protected].
Opt out of marketing communications. You may opt out of marketing emails by following the unsubscribe instructions in the email or by contacting us at [email protected]. You will continue to receive service-related and other non-marketing emails.
Your rights. Depending on where you live, you may have the right to ask us to give you access to, correct, or delete the Personal Information we hold about you, to receive a copy of it in a portable format, and to withdraw any consent you have given us. If you are a California resident, the California Consumer Privacy Act gives you the right to know what Personal Information we collect, use and disclose, to correct or delete it, and not to be discriminated against for exercising your rights; we do not sell or share Personal Information, so there is no opt-out to exercise. We honor these rights for all California residents whether or not the CCPA's thresholds apply to HRMXGO. If you are in Canada, PIPEDA and provincial privacy laws give you the right to access and correct your Personal Information and to withdraw consent, subject to legal and contractual restrictions. If you are in Quebec, the Act respecting the protection of personal information in the private sector also gives you the right to ask us to stop disseminating your Personal Information, to be informed of the categories of persons within HRMXGO who have access to it and of the purposes for which it is processed outside Quebec, and to receive it in a structured, commonly used technological format.
How to make a request. You can submit a request in either of two ways: by email to [email protected], or by post to the address in Section 10. We will verify your identity before acting on a request, which may include confirming the request from the email address associated with your account, and we will respond within the time required by law. You may authorize an agent to make a request for you; we may ask for proof of that authorization. If we cannot honor a request, we will tell you why.
Complaints. If you are not satisfied with our response, you may complain to the privacy regulator in your jurisdiction, including the Office of the Privacy Commissioner of Canada, the Commission d'accès à l'information du Québec, or the California Privacy Protection Agency.
Declining to provide information. We need certain Personal Information to provide our services. If you choose not to provide information we identify as required, we may not be able to provide those services to you.
5. Third Party Services
Generally. The HRMXGO AI Platform may contain links to (and sometimes, integrations with) websites, mobile applications, and other online services operated by third parties. These links and integrations are not an endorsement of, or representation that we are affiliated with, any third party. We do not control websites, applications, or other online services operated by third parties, and – unless we specifically agree with you otherwise – we are not responsible for their actions if you choose to engage with them. We encourage you to read the privacy policies of the other websites, applications, and online services that you access and use. Gmail and Outlook User Data. If you choose to connect your Gmail or Outlook account to HRMXGO, we access your mailbox only to find and import email attachments (and the message metadata needed to identify them, such as sender, subject and date) into the document library in your HRMXGO account. We use this access solely to let you automate the discovery, capture and import of contracts and related documents into HRMXGO, where they are processed like any other document you upload: classified, analyzed, drafted against and reviewed, including by transmission to the AI service providers listed at https://lockdocos.com/legal/subprocessors under the Terms of Service and Data Processing Agreement. We access only the attachments and the message metadata needed to identify them; we do not retain or use the body content of your emails. When an imported attachment is analyzed, it is transmitted to those AI service providers under the retention and no-training commitments in Section 4.1(b) of the Terms of Service: they may not use it to train their models and may not retain it beyond what is needed to return a result (and, where stated at https://lockdocos.com/legal/data-security, automated safety monitoring for up to 30 days). We do not use Gmail or Outlook data for advertising or to train AI models, and we do not share it with third parties except as needed to provide HRMXGO or as required by law. HRMXGO's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Our use of information received from Microsoft APIs is subject to the Microsoft APIs Terms of Use. We keep imported attachments, metadata and access tokens only for as long as the document library into which they were imported exists; deleting that library removes them. You can also disconnect your mailbox at any time from your account settings or by contacting us at [email protected].
6. Security
We employ industry standard technical, organizational, and physical safeguards and security measures to protect the Personal Information we collect from you. These safeguards and security measures relate to HRMXGO’s personnel, facilities, hardware and software, networks, access controls, monitoring and logging, vulnerability and breach detection, incident response, and encrypted data transfers and storage.
However, a certain degree of security risk remains inherent in all internet and information technologies, and we therefore can never fully guarantee the security of your Personal Information. As part of our security program, we have implemented security controls pertaining to our response, investigation, and remediation of data security incidents. If a security breach affects Personal Information that we hold about you as an account holder or contact, we will notify you without undue delay after we become aware of it and, in any event, within any deadline that applicable law sets (for example, within 72 hours where a law requires notice in that time), and we will notify the relevant regulator where the law requires it. If a breach affects documents uploaded by a customer, we notify that customer under our Data Processing Agreement, and the customer decides whether individuals must be informed. You can review more details on our security portal at https://lockdocos.com/legal/data-security.
7. International Processing
We are headquartered in the United States and process Personal Information in the United States, including through the service providers described in this policy. If you are located in Canada or elsewhere outside the United States, your Personal Information will be transferred to, stored and processed in the United States, where it may be accessible to United States authorities under United States law and where privacy laws may differ from those of your country, state or province. We take the steps required by applicable law to protect Personal Information that is transferred to the United States.
If you are in Quebec. Quebec's Act respecting the protection of personal information in the private sector requires us to tell you the following about the communication of your Personal Information outside Quebec. Categories transferred: the contact, communications, research, marketing, profile, device and online activity data described in Section 1. Purposes: setting up and administering your account, delivering and supporting the HRMXGO AI Platform, communicating with you, marketing, website analytics, security and legal compliance, as described in Section 2. Location and recipients: the United States, where HRMXGO and the service providers listed at https://lockdocos.com/legal/subprocessors process it. Safeguards: we have assessed the sensitivity of this information, the purposes for which it is used, the protection it will receive and the legal framework of the United States, and concluded that it receives adequate protection through the contractual, technical and organizational measures described at https://lockdocos.com/legal/data-security, including encryption in transit and at rest, access controls and written data-protection obligations imposed on our service providers. Your rights: you may ask us for more information about these transfers and safeguards, and exercise the rights described in Section 4, by contacting [email protected].
This policy is written for individuals who deal with HRMXGO as representatives of a business customer or prospective customer, and for visitors to our website. Whatever your location, you have the rights described in Section 4 to the extent the law of your jurisdiction provides them.
8. Children
The HRMXGO AI Platform is a business service and is not directed to, or intended for use by, anyone under 18 years of age. If you believe we have collected Personal Information in a manner prohibited by law, please contact us. If we learn that we have collected Personal Information through the HRMXGO AI Platform from a child without the consent of the child’s parent or guardian as required by law, we will comply with applicable legal requirements to delete the information.
9. Changes to this Privacy Policy
We reserve the right to modify this Privacy Policy at any time. Changes take effect on the date stated in the modified policy, except that if a change materially reduces your rights or our obligations under this policy, we will notify account holders and each customer's Administrator by email at least 30 days before it takes effect, and a customer may reject the change under Section 13.14 of the Terms of Service. Where the law requires your express consent to a change (for example, a new purpose for which we would use your Personal Information), we will ask for it rather than rely on your continued use of the HRMXGO AI Platform. The "Updated" date at the top of this policy shows when it was last changed.
10. How to Contact Us
HRMXGO Inc. 1120 Furlong Street, Belmont, California 94002, United States of America Privacy questions and requests: [email protected] General support: [email protected]
The person in charge of the protection of personal information at HRMXGO, including for the purposes of Quebec's Act respecting the protection of personal information in the private sector, is Pedro Juan Mendez Romero, Founder and CEO, who can be reached at [email protected] or at the postal address above.