1. Scope and Introduction
HRcomms.net (“HRcomms,” “we,” “us,” or “our”) provides employee-communications, human-resources communications, digital content, resource-center, campaign, consulting, and related technology services to businesses and organizations. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when individuals visit HRcomms.net, communicate with us, request information, or use services for which HRcomms determines the purposes and means of processing.
HRcomms has maintained privacy and information-handling practices since January 1, 2022. This Privacy Policy was adopted and last updated on July 11, 2026.
This Privacy Policy also explains HRcomms’ limited role when we process personal information on behalf of an employer, broker, consultant, plan sponsor, or other organizational customer (“Client”). In that context, the Client generally determines why and how personal information is processed, and HRcomms processes the information under the Client’s instructions and applicable contract.
This Privacy Policy does not apply to third-party websites, services, or applications that HRcomms does not control. It also does not replace a Client’s employee privacy notice, benefits notice, consent, authorization, collective-bargaining obligation, or other legal responsibility.
2. Personal Information We Collect
Depending on how you interact with us, we may collect the following categories of personal information:
Identifiers and contact information, such as name, business email address, telephone number, mailing address, online identifier, Internet Protocol address, username, and account credentials.
Professional and organizational information, such as employer, job title, department, business role, and information about an organization’s communications needs.
Commercial and transaction information, such as services requested, proposals, contracts, invoices, payment status, and customer-service records. Payment card information may be processed directly by a payment processor rather than stored by HRcomms.
Internet, device, and usage information, such as browser type, device type, operating system, referring page, pages viewed, approximate location derived from IP address, timestamps, clickstream data, and interaction with emails or digital content.
Communications and content, such as information submitted through forms, email, telephone, demonstrations, support requests, surveys, uploaded documents, chatbot or AI interactions, and other communications with us.
Inferences and analytics, such as information derived from usage patterns to understand interest in our services, improve performance, detect misuse, or support business planning.
We may also receive personal information from Clients, service providers, referral sources, event or webinar providers, social media platforms, publicly available business sources, and other lawful sources.
3. Client Data and Employee Information
HRcomms may host, transmit, display, organize, or otherwise process information supplied by a Client for employee communications or related services (“Client Data”). Client Data may include employee contact information, organizational attributes, communication preferences, authentication information, survey responses, benefits or policy communications, and records of interaction with Client-provided resources.
For Client Data, HRcomms acts only as authorized by the applicable Client agreement and instructions, except where law requires otherwise. The Client is responsible for determining that its collection and instructions are lawful; providing required notices; obtaining required consents or authorizations; establishing the legal basis for communications; defining access rights; and responding to employee or individual requests.
Individuals who seek access to, correction of, deletion of, or other action concerning Client Data should ordinarily contact the Client that provided or controls the information. HRcomms may forward or refer a request to the Client and may assist the Client as required by contract or law.
Clients should not provide Social Security numbers, financial-account credentials, medical records, genetic information, precise geolocation, government identification documents, or other highly sensitive information unless the applicable service expressly requires it and HRcomms has agreed in writing to receive it.
4. Benefits, Health, and Other Regulated Information
Certain Client communications may concern employee benefits, wellness programs, leave, accommodations, or other sensitive workplace matters. HRcomms does not require individuals to submit medical diagnoses, treatment information, claims information, or other protected health information through the public HRcomms.net website.
HRcomms is not representing through this Privacy Policy that it is a health plan, health care provider, HIPAA covered entity, or HIPAA business associate. HIPAA obligations apply to HRcomms only when the parties have entered into a written agreement that expressly imposes those obligations for a particular service. Clients remain responsible for determining whether HIPAA, ERISA, state health-privacy laws, employment laws, or other specialized requirements apply.
5. Cookies and Similar Technologies
We and our service providers may use cookies, pixels, tags, web beacons, local storage, and similar technologies to operate the website, maintain security, remember preferences, understand website use, measure communications, improve services, and, where used, support marketing.
These technologies may collect device and usage information described above. Some cookies are necessary for website operation; others may support analytics, functionality, or advertising. Available controls may include browser settings, cookie preference tools, unsubscribe mechanisms, or legally required opt-out methods. Disabling a necessary technology may affect website functionality.
HRcomms will honor browser-based opt-out preference signals when and to the extent required by applicable law and when the signal is technically detectable by the systems HRcomms uses.
6. How We Use Personal Information
We may use personal information to provide, secure, maintain, support, and improve our website and services; establish and administer accounts; respond to inquiries; prepare proposals and demonstrations; enter into and administer contracts; process billing; provide customer support; deliver communications and content; authenticate users; monitor performance; troubleshoot; prevent fraud, abuse, and security incidents; maintain records; comply with law; enforce agreements; protect rights and safety; perform analytics; and develop or evaluate services.
We may use business contact information to communicate about services, educational content, events, and other matters that may be relevant to a person’s professional role, subject to applicable law and available opt-out rights.
We may create aggregated or de-identified information and use or disclose it for lawful business purposes. We will not attempt to reidentify information that we maintain as de-identified except to test whether de-identification processes are effective or as otherwise permitted by law.
7. Email Communications
HRcomms may send transactional, administrative, security, support, and service-related email. These messages may be necessary to provide a requested service and may not include an opt-out from the underlying service communication.
HRcomms may also send commercial or marketing email. Recipients may opt out by using the unsubscribe mechanism in the message or by contacting us. Opting out of marketing does not prevent service-related communications. HRcomms may retain limited suppression-list information to honor an opt-out.
8. SMS and Mobile Messaging
HRcomms or a Client may use text messaging for communications such as reminders, benefits information, surveys, account security, emergency information, or other workplace communications. The applicable program notice or Client determines the program’s purpose, frequency, eligibility, consent process, and opt-out instructions.
Clients are responsible for obtaining any consent required for messages they direct HRcomms to send and for ensuring that their messaging program complies with applicable telecommunications, employment, and privacy laws. Message and data rates may apply. Where legally available, recipients may revoke consent or opt out using the instructions in the message or another reasonable method. Security or transactional messages may continue when permitted by law and necessary for the requested service.
9. Surveys and Feedback
HRcomms may provide tools or services through which Clients collect surveys, assessments, polls, or feedback. A Client determines whether responses are identified, confidential, aggregated, or intended to be anonymous. HRcomms does not guarantee anonymity because identity may sometimes be inferred from response content, small reporting groups, metadata, access credentials, or Client configuration.
Individuals should review the applicable survey notice before responding and should avoid including sensitive personal information in free-text fields unless it is necessary and authorized.
10. Artificial Intelligence and Automated Features
HRcomms services may include search, chatbot, generative-AI, classification, summarization, recommendation, or other automated features. These features may process prompts, questions, uploaded content, conversation history, feedback, and technical metadata to provide the requested function, maintain security, and improve the applicable service.
Automated outputs may be incomplete, inaccurate, or unsuitable for a particular situation and should not be treated as legal, medical, financial, tax, or benefits advice. Clients and users remain responsible for reviewing outputs and making decisions.
HRcomms will not authorize a provider to use Client confidential information to train a publicly available general-purpose model unless the Client has expressly agreed in writing. This restriction does not prohibit processing necessary to provide the contracted service, security monitoring, abuse prevention, or use of de-identified or aggregated information as permitted by contract and law.
Users should not submit sensitive personal information to an AI feature unless the Client has authorized the submission and the feature is expressly designed and contractually approved for that information.
11. How We Disclose Personal Information
We may disclose personal information to service providers and contractors that support hosting, cloud infrastructure, security, authentication, analytics, communications delivery, customer relationship management, billing, payment processing, software development, professional services, and other business operations. We seek to limit their use of information to the services they provide to us.
We may disclose Client Data to the applicable Client and its authorized users, advisors, vendors, or integration partners as directed by the Client.
We may disclose information when reasonably necessary to comply with law or legal process; respond to governmental requests; investigate or prevent fraud, misuse, or security incidents; enforce agreements; protect HRcomms, Clients, users, or others; or establish, exercise, or defend legal claims.
Information may be disclosed or transferred in connection with a merger, financing, acquisition, reorganization, bankruptcy, sale of assets, or similar transaction, subject to applicable legal and contractual protections.
We may disclose information with consent or at the direction of the individual or Client. We may also disclose aggregated or de-identified information that does not reasonably identify an individual.
12. Sale, Sharing, and Targeted Advertising
HRcomms does not sell personal information for monetary payment. HRcomms does not knowingly sell or share Client Data for cross-context behavioral advertising.
Website analytics or advertising technologies can be treated as a “sale,” “sharing,” or targeted advertising under some state laws even when no money is exchanged. To the extent HRcomms engages in an activity that creates an applicable opt-out right, HRcomms will provide the legally required notice and method to exercise that right. HRcomms does not knowingly sell or share the personal information of individuals under 16.
13. Data Retention
We retain personal information for the period reasonably necessary for the purposes described in this Privacy Policy, including to provide services, comply with Client instructions and contracts, maintain business and financial records, satisfy legal obligations, resolve disputes, enforce agreements, preserve security logs, prevent fraud, and support business continuity.
Retention depends on the type and sensitivity of information, the service involved, contractual requirements, legal limitation periods, backup cycles, and security needs. Client Data is retained and deleted in accordance with the applicable agreement and Client instructions, subject to legal requirements and routine backup or archival processes. When information is no longer required, we may delete, destroy, anonymize, or de-identify it using reasonable methods.
14. Data Security
HRcomms uses administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, acquisition, disclosure, alteration, loss, or destruction. Safeguards may include access controls, authentication, encryption in transit, encryption at rest where appropriate, logging, monitoring, vulnerability management, workforce training, vendor review, incident-response processes, and secure development practices.
No security program or method of transmission or storage is completely secure. HRcomms therefore cannot guarantee that information will never be accessed, used, or disclosed without authorization. Clients and users are responsible for protecting credentials, using secure devices and networks, assigning appropriate permissions, and promptly reporting suspected compromise.
15. Privacy Rights and Requests
Depending on the jurisdiction and the circumstances, an individual may have rights to request access, confirmation, correction, deletion, portability, restriction, or information about certain disclosures; to opt out of certain sale, sharing, targeted advertising, profiling, or marketing uses; to limit certain uses of sensitive personal information; to withdraw consent; or to appeal a decision concerning a request.
Rights are subject to applicable definitions, thresholds, exceptions, verification requirements, and limitations. HRcomms will not unlawfully discriminate against an individual for exercising an applicable privacy right.
To submit a request concerning information HRcomms controls, contact privacy@hrcomms.net. We may request information reasonably necessary to verify identity, authority, and jurisdiction. An authorized agent may submit a request where permitted by law, but HRcomms may require proof of authority and direct verification with the individual.
When HRcomms processes information for a Client, the Client is ordinarily responsible for the request. HRcomms may refer the request to the Client and will provide contractual assistance where required.
16. California Disclosures
To the extent the California Consumer Privacy Act, as amended, applies to HRcomms’ own processing, California residents may request information about categories and specific pieces of personal information collected, sources, purposes, categories of recipients, and certain disclosures; request correction or deletion; opt out of sale or sharing; limit certain use or disclosure of sensitive personal information; and receive nondiscriminatory treatment, subject to statutory exceptions.
The categories described in Section 2 are the categories HRcomms may have collected, used, and disclosed for business purposes during the preceding twelve months. The business and commercial purposes are described in Section 6, and the categories of recipients are described in Section 11. HRcomms does not use or disclose sensitive personal information for purposes that require a right to limit unless stated in a supplemental notice.
California law may exclude or separately regulate certain information, including information processed in a business-to-business or employment context, information governed by other laws, and information HRcomms processes solely as a service provider or contractor. Nothing in this section expands rights beyond those granted by applicable law.
17. Children
HRcomms.net and HRcomms services are directed to businesses and workplace users, not children. HRcomms does not knowingly collect personal information directly through the public website from children under 13. If HRcomms learns that it has collected such information in a manner prohibited by law, it will take reasonable steps to delete it.
A Client should not direct HRcomms to collect information from a minor unless the service is appropriate for that use and the Client has confirmed the legal basis, notice, consent, and other safeguards required by law.
18. International Access and Data Transfers
HRcomms is based in the United States and primarily provides services in the United States. Information may be processed in the United States and in other locations where HRcomms or its service providers operate. Those jurisdictions may have data-protection laws different from the laws where an individual resides.
Where required, international transfers will be addressed through the applicable Client agreement, data-processing terms, contractual safeguards, or other lawful transfer mechanism. Individuals outside the United States should not use the services unless the applicable Client has authorized the use and addressed local legal requirements.
19. Third-Party Services and Links
Our website or services may link to or integrate with third-party services. A third party’s privacy, security, terms, and content are governed by that third party, not this Privacy Policy. HRcomms is not responsible for third-party practices except to the extent imposed by applicable law or a written contract.
20. Changes to This Privacy Policy
HRcomms may revise this Privacy Policy to reflect changes in law, technology, services, or business practices. When required, HRcomms will provide additional notice of a material change. The effective date shown at the beginning identifies the date this version became effective. Continued use of a service after a revision does not waive rights that cannot lawfully be waived.
HRcomms has maintained privacy and information-handling practices since January 1, 2022. This Privacy Policy was adopted and last updated on July 11, 2026.
21. Contact Information
Questions, complaints, and applicable privacy requests may be directed to:
HRcomms.net
Email: office@hrcomms.net
Website: https://www.hrcomms.net
Mailing Address: 2054 Vista Parkway, West Palm Beach, FL 33411 US
HRcomms.net Privacy Policy - Effective July 11, 2026 | Last Updated July 11, 2026
