Privacy Policy

1. The important part first

Ace HR is self-hosted software. When your organization runs it, the employee records, attendance history, salaries, and documents inside it live in your database on your infrastructure. The software does not transmit that data to us, and we have no system that stores a copy of it. For the personal data of your workforce, we are not a processor, a controller, or a party at all.

This policy therefore covers only the data we do handle: the information you give us through this website and in the course of buying or being supported on a licence.

2. Who is responsible

Ace HR is the controller of the personal data described in this policy. You can reach us at conceptcodes2020@gmail.com.

3. What we collect

When you use the contact form

• Your name and work email address
• Your organization’s name and, optionally, its size
• The topic you selected and the message you wrote

We ask for these because we cannot reply usefully without them. We use them to answer your enquiry and, if you become a customer, to administer your licence and support. We do not add you to a marketing list, and we do not sell or share this information.

When you become a customer

• Billing and invoicing details for your organization
• The name and contact details of your technical and billing contacts
• Correspondence relating to your licence, support, and any custom work

When you browse this site

This site does not set advertising or tracking cookies and does not build a profile of you. Our hosting provider keeps standard server logs — IP address, request time, page requested, user agent — which exist to keep the site running and secure, and are retained for a short period.

4. Why we are allowed to hold it

• To act on your request. You sent us an enquiry; we process it to reply.
• To perform a contract. Where you have bought a licence, we need your details to invoice you and support you.
• Our legitimate interests. Keeping this website secure and available, and keeping records of our commercial dealings.
• Legal obligation. Retaining invoicing records for the period tax law requires.

5. Who else sees it

We keep the list of third parties deliberately short. Your enquiry passes through:

• Resend, which delivers the contact form email to our inbox.
• Our website host, which serves this site and keeps the server logs described above.
• Our email provider and accounting software, for correspondence and invoicing.

We do not sell personal data, and we do not share it with advertisers or data brokers. We disclose it only where the law requires us to.

6. How long we keep it

• Enquiries that do not become customers: deleted within 24 months.
• Customer records: for the life of the relationship, and afterwards for as long as tax and contractual record-keeping requires.
• Server logs: a short rolling window, typically 30 days.

7. Your rights

You can ask us for a copy of the personal data we hold about you, ask us to correct it, ask us to delete it, or object to our processing it. Email conceptcodes2020@gmail.com and we will respond within thirty days. If you are in a jurisdiction with a data protection authority and you are unhappy with our response, you have the right to complain to it.

If your request concerns data held inside a customer’s Ace HR installation, we cannot help — we have no access to it. That request goes to the organization running the software.

8. Security

The website is served over TLS. Access to our inbox and business systems is restricted to the people who need it and protected by multi-factor authentication. Given that we deliberately hold very little, the most effective protection we offer is not collecting your data in the first place.

9. Changes

If this policy changes, the date at the top of the page changes with it. Material changes affecting existing customers will be emailed rather than published quietly.

10. Contact

Any privacy question, including a rights request: conceptcodes2020@gmail.com. For how the software itself is licensed, see the Licence Agreement.