Privacy Policy
Last Updated: October 5, 2026
HoldenHR respects the privacy of our clients, prospective clients, website visitors, and individuals whose personal information may be provided to us in connection with the HR services we provide.
This Privacy Policy explains how HoldenHR collects, uses, discloses, protects, and retains personal information in connection with our website and services.
Information We Collect
The personal information we collect depends on how you interact with HoldenHR and the services requested. It may include:
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Name, email address, and other contact information
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Business and account information
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Information submitted through our website, forms, client portal, or email
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Information required to process purchases and subscriptions
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HR-related information provided by clients when requesting services, which may include information about employees, candidates, or other individuals
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Records relating to service requests, communications, and documents prepared or provided through HoldenHR
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Technical information generated when you use our website or online services, such as browser, device, cookie, and usage information where applicable
We seek to collect only the information reasonably necessary to provide our services, operate our business, and fulfill the purposes described in this policy.
How We Use Information
HoldenHR may use personal information to:
Provide requested HR guidance, documents, and services
Establish and manage client accounts and subscriptions
Process and verify purchases and subscription payments
Communicate with clients about requests, services, accounts, and transactions
Operate and improve our website, client portal, forms, and internal business processes
Maintain appropriate business and service records
Protect the security and integrity of our systems and services
Meet applicable legal and regulatory requirements
We do not sell personal information.
Information Provided by Clients About Other Individuals
In providing HR services, HoldenHR may receive personal information from a client concerning the client's employees, candidates, contractors, or other individuals.
Clients are responsible for ensuring that they are authorized to provide this information to HoldenHR and that their collection and disclosure of the information complies with their own privacy and legal obligations.
HoldenHR uses information provided by clients for the purpose of delivering the requested services and related business administration, subject to applicable requirements.
Consent and Collection
Where consent is required, HoldenHR seeks to collect, use, and disclose personal information with appropriate consent and for identified purposes.
In some circumstances, applicable law may permit or require personal information to be collected, used, or disclosed without consent.
Service Providers
HoldenHR uses third-party service providers and technology platforms to operate our business and deliver our services. These may include providers supporting website hosting, payment processing, forms, workflow automation, email communications, and client portal functionality.
Personal information may be processed by these providers where necessary to perform services on HoldenHR's behalf.
We select and use service providers with consideration for the nature of the information involved and the services being provided.
Processing Outside Canada
Some of HoldenHR's service providers may process or store information outside Canada.
When personal information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement, or government authorities in accordance with applicable law.
Payments
Payments for HoldenHR services and subscriptions are processed through third-party payment providers. HoldenHR does not need to directly receive or store complete payment card information when payment information is collected and processed by the payment provider.
The payment provider's handling of payment information is also subject to its own privacy and security practices.
Cookies and Website Technologies
Our website and the services used to operate it may use cookies or similar technologies for functions such as website operation, security, preferences, analytics, and performance.
Your browser may allow you to control or disable certain cookies. Disabling cookies may affect some website functionality.
Safeguarding Personal Information
HoldenHR uses administrative and technical measures intended to protect personal information against unauthorized access, use, disclosure, loss, or modification, taking into account the nature and sensitivity of the information.
No electronic system or method of transmission can be guaranteed to be completely secure.
Retention
HoldenHR retains personal information only for as long as reasonably necessary for the purposes for which it was collected, to provide and administer our services, and to meet applicable legal, accounting, business, or record-keeping requirements.
Information that is no longer required will be securely deleted, destroyed, or anonymized where appropriate.
Access and Correction
Individuals may request access to personal information HoldenHR holds about them and may request correction of information they believe is inaccurate or incomplete, subject to applicable legal limitations.
Depending on the circumstances, HoldenHR may need to verify the identity of the person making the request before providing access or making a correction.
Requests can be submitted to hello@holdenhr.ca.
Where personal information was provided to HoldenHR by an employer or other client in connection with HR services, a request may need to be addressed through that organization depending on the circumstances and who has responsibility for the information.
Children's Privacy
HoldenHR's website and services are intended for businesses and professionals and are not directed toward children.
HR information provided to HoldenHR by a client may, however, include information relating to an employee or other individual who is under 18 where relevant to a legitimate HR service request.
Third-Party Websites and Services
Our website or communications may contain links to third-party websites or services. HoldenHR is not responsible for the privacy practices or content of third-party websites, and their own privacy policies apply when you use those services.
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes to our services, practices, technology, or applicable requirements.
The current version will be posted on our website with the date it was last updated.
Privacy Questions and Requests
Questions, concerns, or requests regarding personal information or this Privacy Policy can be directed to:
HoldenHR
Ontario, Canada
hello@holdenhr.ca