Privacy Policy

We collect information in three ways:

• Beta applications: name, work email, company name, organisation size and any message you submit through our Join the Beta form.
• Platform data: if your organisation uses VantlyHR, we process the workforce data your administrators enter — employee records, organisational structure, goals, performance reviews, leave and attendance records, and payroll configuration. This data belongs to your organisation, not to VantlyHR.
• Usage data: standard technical information such as IP address, browser type and pages visited on our marketing site, collected for security and reliability purposes.

• To evaluate and respond to Founding Companies Beta applications.
• To operate, secure and improve the VantlyHR platform for organisations using it.
• To send account, security and product communications relevant to your use of VantlyHR.
• To meet legal, tax and compliance obligations.

We do not sell personal information, and we do not use your organisation’s workforce data to train third-party AI models.

For organisations using the VantlyHR platform, security controls include:

• Mandatory two-factor authentication for HR Manager and Super Admin accounts.
• Role-based access control scoped to organisational responsibility, including subsidiary-level boundaries.
• Salary and national identification data encrypted at rest (AES-256-GCM).
• An append-only audit trail for sensitive actions — no data is silently deleted or altered.
• Employee documents and payslips served only via time-limited, presigned access links rather than permanent public URLs.

We share information only with service providers necessary to operate VantlyHR, including:

• Cloud hosting and database infrastructure providers.
• Email and SMS delivery providers, used to send account notifications and reminders.

Each provider is only given the access needed to perform its function. We do not share your data with third parties for their own marketing purposes.

Beta application data is retained for as long as needed to evaluate and follow up on your application. Platform data is retained for as long as your organisation maintains an active VantlyHR account, and for a reasonable period afterward to meet legal and audit obligations, after which it is deleted or anonymised.

Depending on your location, you may have rights to access, correct, export or request deletion of personal information we hold about you. For platform data, these requests should generally go through your organisation’s HR administrator, since they control that data. To reach us directly, email thronovaconsulting@gmail.com.

We may update this policy as VantlyHR evolves, particularly as we move from beta toward general availability. We will update the date at the top of this page when we do.