Privacy Policy
& GDPR
ValHR · Last updated June 2, 2026
Who is responsible for your data
For this website and for customer accounts on the ValHR platform, ValHR acts as the data controller for personal data we determine how to process.
For employee and HR data that customers upload about their staff, your employer or organization is usually the data controller and ValHR acts as a data processor, processing that data only on their instructions and under a data processing agreement.
Privacy & GDPR requests: hello@valhr.com
We respond to verified requests within one month.
Data we collect
We apply a data-minimisation principle. Here is the full list of what we may collect:
| Data | Why | Retention |
|---|---|---|
| Name & email | Account creation and communication | Life of account + limited backup period |
| Job title & company | Role-based access and billing | Life of account |
| Employee & HR data | Core platform functionality | Per customer instructions and applicable law |
| Usage data & IP address | Security, fraud prevention, reliability | Technical logs up to 30 days |
| Contact form messages | Support and follow-up | Deleted after resolution |
| Cookie preferences | Consent management | Until withdrawn or browser cleared |
Legal bases for processing (GDPR)
We process personal data only where we have a valid legal basis:
- Contract — to provide the ValHR service, manage accounts, and support billing
- Legitimate interests — to secure our platform, prevent abuse, and improve reliability, balanced against your rights
- Legal obligation — where we must retain or disclose data under EU or national law
- Consent — for optional cookies or marketing communications; you may withdraw consent at any time
How we use your data
We use personal data to:
- Provide, operate, maintain, and improve the ValHR platform
- Authenticate users and enforce role-based access controls
- Respond to inquiries and provide customer support
- Send service-related communications and security notices
- Comply with legal obligations and enforce our terms
We do not sell personal data to third parties or use it for advertising profiling.
Retention & security
We keep personal data only for as long as necessary for the purposes described in this policy — for example, for the life of your account plus a limited period for backups, billing records, or legal claims. Customer HR data retention is governed by the customer's instructions and applicable employment law.
We apply technical and organizational measures to protect personal data against unauthorized access, loss, or misuse. Access to HR data is limited to authorized users within your organization according to role permissions.
Where personal data is processed outside the European Economic Area, we rely on appropriate safeguards such as EU Standard Contractual Clauses or equivalent mechanisms approved under GDPR.
Third-party processors
We work with a small set of trusted infrastructure and service providers. They process data only to deliver their services to us, under written data processing terms consistent with GDPR:
- Hosting provider — technical infrastructure
- Email delivery provider — transactional notifications
- Payment processor — billing only; we never see card data
- Optional analytics — anonymized; only if you accept cookies
Your GDPR rights
If you are in the EU or EEA, you have the following rights in relation to your personal data, subject to applicable exceptions:
Request a copy of the personal data we hold about you.
Ask us to correct inaccurate or incomplete data.
Request deletion where there is no compelling reason to continue processing.
Ask us to limit how we use your data in certain cases.
Receive your data in a structured, machine-readable format.
Object to processing based on legitimate interests or direct marketing.
You also have the right to lodge a complaint with your national data protection authority. If you are an employee whose data is managed by your employer in ValHR, please contact your organization first as they are usually the data controller.
Cookies
We use essential cookies required for security and basic site functionality. Optional cookies — such as analytics — are used only if you accept them through our cookie banner.
- Essential — necessary for the site to function; cannot be disabled
- Analytics — anonymous usage statistics; only with your consent
No marketing or cross-site tracking cookies. You can manage or block cookies from your browser settings at any time.
Changes to this policy
We may update this Privacy Policy from time to time in response to changes in our practices or applicable law. We will post the revised version on this page and update the “Last updated” date at the top.
Continued use of the platform after a change constitutes acceptance of the updated policy.
Contact
Email: hello@valhr.com
Response time: 1–2 business days
Website: valhr.com