Privacy Policy

1. Introduction

Hitoric Ltd ("we", "us", "our") operates EmployHQ ("the Service"). This Privacy Policy explains how we collect, use, store, and protect your personal data when you use the Service. We are committed to protecting your privacy and handling your data responsibly.

2. Data We Collect

Information you provide

• Account information (name, email address)
• Staff member profiles and configuration (roles, AI settings)
• Email content (drafts, sent emails, inbox messages) when you use the email features
• Prospect and company data you add to the CRM

Data from third-party integrations

When you connect third-party accounts, we access:

• Google Gmail: Email messages and metadata (read, send, and modify access as granted)
• Google Calendar: Calendar events (read-only access)
• Slack: Messages in channels your agents are active in

We only access data within the scopes you explicitly grant. You can revoke access at any time through the Service settings or the third party's account settings.

Automatically collected data

• Server logs (IP address, request timestamps, user agent)
• Usage data (features used, error reports)

3. How We Use Your Data

We use your data to:

• Provide and operate the Service
• Send emails and manage calendar events on your behalf when you configure agents to do so
• Analyse email and calendar data to provide AI-powered insights and automation
• Improve the Service and fix issues
• Communicate with you about the Service

We do not sell your personal data. We do not use your data to train AI models.

4. Data Storage and Security

Your data is stored in encrypted databases. Sensitive credentials (API tokens, passwords, OAuth tokens) are encrypted at rest using AES-256-GCM encryption. Data is backed up with encrypted replication.

The Service is designed for self-hosted or single-tenant deployment. Your data is not shared across tenants or with other users.

5. Third-Party Services

When you connect third-party accounts (Google, Slack), your data may be transmitted to and from those services according to their respective privacy policies. We store OAuth tokens securely to maintain your connections but do not share your data with other third parties.

We may use third-party AI providers (e.g. Anthropic, OpenAI) to process tasks on your behalf. Data sent to these providers is governed by their data processing agreements and is not used to train their models.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. When you delete your account or disconnect a third-party integration, associated data is deleted from our systems. Backups may retain data for up to 30 days after deletion.

7. Your Rights

Under applicable data protection laws, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Withdraw consent for data processing
• Revoke third-party integrations at any time through Service settings

To exercise any of these rights, contact us at hello@employhq.com.

8. Cookies

The Service uses essential cookies for authentication and session management. We do not use tracking cookies or third-party analytics cookies.

9. Children's Privacy

The Service is not intended for use by anyone under 18. We do not knowingly collect personal data from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Last updated" date.

11. Contact

Questions about this policy? Contact us at hello@employhq.com.

Hitoric Ltd
London, United Kingdom