Privacy Policy for A-Char

1. Information We Collect

We collect the following categories of information when you use A-Char:

• Personal data: name, email address, authentication identifiers, organization membership, employee and HR records (such as job details, time off, goals, assessments, feedback, and surveys), communications related to the service, and content you submit when using AI-powered features.
• Non-personal data: cookies, language preferences, IP addresses, browser and device information, and usage logs used for security, analytics, and product improvement.

2. Use of Information

We use collected information as follows:

• Personal data: to create and manage your account, authenticate users, provide and improve the platform, process HR workflows on behalf of your organization, send service-related communications, and comply with legal obligations.
• Non-personal data: to analyze usage, maintain security, debug errors, and improve the user experience. This data is used for operational and analytics purposes within the service.

3. Sharing of Data

We do not sell, trade, or rent your personal data. We may share information only with trusted service providers that help SparxUp Ltd. operate A-Char (such as authentication, hosting, database, file storage, email delivery, error monitoring, and AI services when enabled), when required by law, or at the direction of your organization. These providers process data on our instructions and under appropriate safeguards.

For more details about processing on behalf of business customers, see our Data Processing Agreement.

4. Cookies

We use cookies and similar technologies to operate the service, remember your language preference, and keep you signed in. If your organization uses analytics or marketing tools on public pages, you are responsible for obtaining consent from visitors where required by applicable law (such as GDPR). You can disable cookies in your browser settings, but some features may not work correctly without essential cookies.

5. Security

We take reasonable steps to protect personal and non-personal data from unauthorized access, disclosure, alteration, or misuse, including encryption in transit, access controls, and role-based permissions. However, no method of transmission over the internet or electronic storage is 100% secure.

6. User Rights

Depending on your location, you may have the right to access, correct, delete, restrict, or export your personal data, and to object to certain processing. To exercise these rights, contact us at the email below. If you are an employee user, your employer may also handle requests regarding HR data they control. You may stop further collection of non-personal usage data by discontinuing use of the service.

7. Data Retention

We retain personal data while your organization has an active subscription and as needed to provide the service, comply with legal obligations, resolve disputes, and enforce agreements. If you do not continue after a trial or cancel, organization data may be deleted after a reasonable period in accordance with our agreements. Your contact email may be retained for service-related communication unless you request deletion.

8. Updates to Privacy Policy

We may update this policy from time to time. We will post the revised policy on this page with an updated effective date. For material changes, we may notify you via email or through the service.

9. Governing Law

This Privacy Policy is governed by the laws of the European Union and the Republic of Bulgaria, without regard to conflict-of-law principles, except where mandatory local law applies.