Terms and Conditions of Use


HRLocker Terms and Conditions of Use

Last amended May 18th 2018

  1. Definitions: The following terms have the following meanings:-
  • “Terms of use”, the agreement for services entered into between the Customer and HR Interventions Ltd. Trading As (T/A) HRLocker as set out in these Terms and Conditions of Use or any individual contract in place.
  • “Fee”, the agreed fee payment to be paid by the Customer to HR Interventions Ltd. T/A HRLocker for the Service provided
  • “Period”, the period of time for which HR Interventions Ltd. T/A HRLocker provides the Service to the Customer as specified out in these Terms and Conditions of Use, or any individual contract in place.
  • “Service”, the service to be provided to the Customer by HR Interventions Ltd. T/A HRLocker to utilise the HRLocker Application system and relevant information input by the customer and to support the system to do same over the agreed period in the contract.
  • HR Interventions Ltd. T/A HRLocker (Irish Company Number 388043).
  • “Terms of Use”, the terms of use of the HRLocker Application as set out on said application, brand website and/or subdomains and any variations or amendments thereof.
  1. Provision and update of information
  • HR Interventions Ltd. T/A HRLocker shall provide the Customer with helpdesk, email and telephone support for the purpose of delivering the Service as specified in the contract form or on the HRLocker Application terms and conditions.
  • The Customer shall provide information and facts on the Application regarding the Customer’s and employees information, as the customer feels fit. The Customer shall be responsible for all such information placed by their employees and themselves on the HRLocker Application. The customer shall indemnify HR Interventions Ltd. T/A HRLocker at all times for any loss, expense or damage incurred as a result of the Customer’s actions or omissions in connection with its use of the service, information placed by the Customer on the HRLocker Application, the use that it makes of user information provided through the Application or otherwise in connection with this agreement.
  • The Customer shall supervise and control the use of the Application by the Customer’s employees and Authorised Third Parties in accordance with the terms of this agreement from time to time as set out therein, including the Privacy Policy;
  • The Customer shall ensure that access to the Customer’s HRLocker Application username and password is limited to authorised personnel and accepts that it is fully responsible for all and any access by any persons whatsoever.
  • The Customer shall notify HR Interventions Ltd. T/A HRLocker promptly if the Customer becomes aware of any unauthorised access to, use or copying of any part of the data held within the Application.
  • Where a link is provided to the Customer’s website or any other external website or link, HR Interventions Ltd. T/A HRLocker is not responsible for the content of the Customer’s website or any other website or link. The Customer is solely responsible for the information placed on the Application themselves.
  1. Fees and Payment Terms

Unless otherwise stated on any seperate contract, all fees shall be payable by the Customer to HR Interventions Ltd. T/A HRLocker within 14 days of the date of the invoice raised by HR Interventions Ltd. T/A HRLocker and are non-refundable.

Should the Customer wish to cancel the Service provided under the Contract at any time during the Period, no part of the Fee is refundable to the Customer. If you are paying by Direct Debit/Standing Order or Credit Card Direct Debit 30 days notice is required.

All Fees quoted for Service by HR Interventions Ltd. T/A HRLocker are valid for one month only from the date of the quote having been given to the Customer. The Fee is only valid for the subscription term. Any subsequent agreement entered into between the Customer and HR Interventions Ltd. T/A HRLocker must be negotiated separately and therefore a different fee may apply.

If HR Interventions Ltd. T/A HRLocker does not receive payment by the due date, HR Interventions Ltd. T/A HRLocker shall be entitled (without prejudice to any other remedies) to charge interest on all sums outstanding after the due date on a daily basis at the rate of 4% above the agreed rate.

The Customer shall be liable for any legal or other costs incurred by HR Interventions Ltd. T/A HRLocker in pursuing any outstanding Fees or interest on late payment of Fees of the Customer.

If the Fee has not been received within thirty days following the commencement of the Period, HR Interventions Ltd. T/A HRLocker may cease the Service provided to the Customer under the contract and as specified in the latest version of these terms and conditions as published on the hrlocker.com website and/or subdomains or HRLocker Application at any time.

  1. Service Updates and Purpose of Service

HR Interventions Ltd. T/A HRLocker shall be entitled to make changes to the presentation, layout and functionality of Application at any time.

HR Interventions Ltd. T/A HRLocker shall be entitled to change the prices or products listed on the hrlocker.com website and/or subdomains or HRLocker Application at any time.

HR Interventions Ltd. T/A HRLocker shall be entitled to amend these Terms and Conditions of service at any time. Changes to these shall be listed – with the most recent amendment date listed – on the hrlocker.com website and/or subdomains or the HRLocker Application at any time.

HR Interventions Ltd. T/A HRLocker shall be entitled to use the Customer’s logo and any other necessary intellectual property of the Customer in so far as the use thereof is required by HR Interventions to provide the Service for the Customer.

HR Interventions Ltd. T/A HRLocker provides the Service to enable the Customer to manage employee’s data and working arrangements.

If there is a conflict between any separate contract and these Terms and Conditions of Use, then that separate contract prevails.

  1. Jurisdiction

This Agreement is governed by and shall be construed in accordance with the laws of Ireland and the parties submit to the exclusive jurisdiction of the Irish Courts.
For more information about HR Interventions Ltd. T/A HRLocker’s or HR Interventions Ltd. T/A HRLocker’s privacy practices, please contact us at any time.

You can also write to us at:

HRLocker,
Grandview House,
Ennistymon Road,
Lahinch,
Co. Clare,
Republic of Ireland.

DOWNLOAD HRLOCKER DATA AGREEMENT

Notification of Appointment of our Data Protection Officer

HRLocker is delighted to announce the appointment of Phil Byrne as our Data Protection Officer (DPO). Phil is an experienced practicing certification auditor for ISO 27001 (ISMS) and consults widely with organizations on the implementation of formal management systems to meet the detailed objectives of GDPR within the ISO Management Systems framework.

DPO Participation

Phil has had a pivotal role in HRLocker’s preparation for its obligations under GDPR, by working with our management team on the organizations Internal Audit Programme (IAP). All systems and processes have been risk assessed to identify potential vulnerabilities and ensure that appropriate mitigations have been implemented and subsequently tested for suitability and effectiveness.

As part of his role as DPO, Phil is responsible for the planning of the HRLocker IAP to ensure that all systems and processes are audited to a very high standard with regard to data protection. All internal audits include;

  • Evaluation of risk assessments and risk treatments
  • Review of reported incidents and breaches where they have occurred
  • Evaluation of the effectiveness of the training of personnel
  • Opportunities for improvement

In order to fulfil his role, Phil reviews all internal audit reports with the audit team to ensure that good auditing practice is demonstrated. Where appropriate. Phil has the authority to give direction on specific actions and corrective actions, which may be required for HRLocker to continually meet its obligations under GDPR.

The DPO role is further resourced through HRLocker’s quarterly management review, where the management team discuss issues and aspects relevant to GDPR as a fixed agenda item. In addition to participation in this meeting, Phil remains available to management at both Board and Department level to provide advice and guidance on HRLocker’s data protection objectives across the organisation.

Demonstrating Conformance to GDPR

HRLocker has implemented its management system to meet the requirements of ISO 27001:2013 which has been implemented as a framework to manage our GDPR obligations.

Contacting the DPO

HRLocker acts as both Data Controller and Data Processor for various categories of data, including personal data. This involves data subjects which are both internal and external to the organisation.

Applications are accepted from HRLocker’s interested parties on GDPR related aspects, including;

  • Reporting of breaches, including suspected breaches, to information security controls which may involve personal data,
  • To draw the organization’s attention to any failure to comply with the applicable data protection rules
  • To make a Data Subject Request, where HRLocker has the applicants data stored and/or processed within the organization

To ensure that independence is maintained with regard to the protection of organizational data, Phil Byrne can be contacted directly and in confidence, by sending your query to DPO@enable-iso.com.
 

Information Security Policy Statement

HRLocker recognises that through the day-to-day operation of its business, we have an impact on our internal and external environment. Also, we ensure that due consideration is given to the potential impact that Information Security aspects may have on the operation of our core processes. As a result, HR Locker has established this Information Security Policy Statement, to communicate awareness and understanding of Information Security aspects throughout the business.

Information Security Leadership: HR Locker has appointed Phil Byrne of Mentor Consulting to develop and implement company initiatives to help us achieve our Information Security goals. Their role will also involve communicating HRLocker policies to all interested parties through the delivery of internal presentations and promoting awareness externally as appropriate. Information Security aspects are considered at our weekly management meetings.

While HRLocker ensures that all personnel consider process related Information Security impacts, we also have identified the following aspects for particular attention:

  • HRLocker ensures that we meet relevant regulatory requirements and minimise any adverse Information Security effects caused as a result of our activities
  • That we raise awareness, provide knowledge and support to employees on Information Security management
  • Give training on the importance of protecting business and customer information throughout our business
  • Promote an awareness of Information Security objectives
  • Regularly review our Information Security practices and policy in accordance with the principles ISO 27001
  • Establish performance objectives, targets and management programmes to achieve these

All risk assessments are carried out with the main objective being to manage the Confidentiality, Integrity and Availability of company information and systems.

HRLocker has implemented an Internal Audit Programme to ensure the ongoing suitability, conformity and continual improvement of the management system is assured. The management system has the full support of all interested parties.

All operational and support processes are within the scope of the management system. All personnel have been provided with a copy of this document, and it remains available in the HRLocker document system for further reference.

Data Protection Statement

HRLocker has implemented this policy statement to provide guidance to all interested parties on our approach to managing personal information throughout our organisation, with full consideration for our obligation toward relevant data protection legislation, including EU-GDPR.

The company management system has been developed to include appropriate measures determined by the ISO 27001 Standard.

Where appropriate, HRLocker has determined specific mechanisms to control how personal data is managed throughout operational and support processes, based on the following precepts with consideration for Article 5 of the GDPR directive (Principles relating to processing of personal data);

  • That personal information gathered is only done so for the legitimate purposes of our business, including where necessary, legal and regulatory purposes
  • Only the minimum amount of information necessary for effective operations is processed.
  • HRLocker ensures that we only process relevant and adequate personal information throughout operations
  • That personal information is processed in a fair and lawful manner
  • HRLocker maintains an inventory of categories of personal information processed by the organisation
  • That all personal information is kept accurate and up-to-date
  • All personal information is only retained for as long as is necessary for legal or regulatory reasons or for legitimate organisational purposes, ensuring it’s timely and appropriate disposal
  • That in all circumstances, the rights of natural persons to their personal information is respected
  • Adequate resources have been allocated to ensuring that all personal information processed and stored by HRLocker is done so in a secure operational environment
  • That transferring personal information outside our national boundary is only done in circumstances where it can be adequately protected
  • Where we are providing our goods and services to EU citizens across national boundaries, HRLocker ensures that appropriate regulatory aspects are addressed,
  • HRLocker does not currently carry out any operations where the application of the various exemptions allowable by data protection legislation is required,
  • We have developed our management system to provide for the formal management of personal information, which provides for all measured documented herein
  • HRLocker has identified internal and external interested parties and the degree to which they are involved in the governance of the organisation’s management system relevant to personal information,
  • Senior management has appointed management representatives for with specific responsibility and accountability for personal information within the management system
  • Appropriate records of processing of personal information is maintained throughout operations

HRLocker has implemented an Internal Audit Programme to ensure the ongoing suitability, conformity and continual improvement of the management system is assured.

The management system has the full support of all interested parties.

All operational and support processes are within the scope of the management system.

All personnel have been provided with a copy of this document, and it remains available in the HRLocker document system for further reference.

Quality Policy Statement

It is the policy of HRLocker to provide products and services that always meet and where possible, exceed our business objectives and customer requirements, based on the following precepts: 

  • The requirements of our customers are collected effectively to ensure that HRLocker is capable of achieving customer expectations 
  • The requirements of all interested parties are clearly understood so that our products and services can be delivered in a timely and professional manner 
  • All processes employed by HRLocker to deliver our products and services are determined, resourced appropriately, documented, monitored and measured to ensure conformance to: 

            ○ Customer requirements

            ○ Business objectives

            ○ Any applicable industry regulations and legislation 

  • All HRLocker employees are competent for their area of work through academic achievement, training and experience, where appropriate 
  • Effective mechanisms are in place to monitor and measure customer satisfaction so that HRLocker achieves its commitment to continual Improvement 

To provide for this policy, HRLocker has established a management system in line with the requirements of the ISO 9001 Standard. The management system is an integral part of our process management and the organization is dedicated to its continual improvement by: 

  • Providing clear focus on priorities by establishing business and quality objectives, which are reviewed periodically through the management review process 
  • Making available the necessary resources to ensure that the management system remains effective in achieving business and quality objectives, conforming to the requirements of the ISO 9001 Standard 
  • Senior management’s participation in the monitoring and measurement of the performance of the management system is focused on providing an effective framework for acting on opportunities for continual improvement 

HRLocker has implemented an Internal Audit Programme to ensure the ongoing suitability, conformity and continual improvement of the management system is assured.

The management system has the full support of all interested parties. All operational and support processes are within the scope of the management system.

All personnel have been provided with a copy of this document, and it remains available in the HRLocker document system for further reference.

 

 

Terms and Conditions Of Use was last modified: May 18th, 2018 by Adam Coleman

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