Privacy Policy

Effective as of August 27, 2026

This Privacy Policy ("Policy") describes how HCM Automation Solutions LLC ("Company," "HCMA," "we," "us," or "our") collects, uses, shares, and protects personal information when you visit www.hcmautomation.com, use our software products and related applications (including our dashboard and account portals), or communicate with us by email, postal mail, phone, or SMS/text message.

By using our websites, products, or services, you consent to the practices described in this Policy. If you do not agree, please do not use our websites or services.

SMS / mobile messaging: If you opt in to SMS notifications, please review Section IV (Text Messaging / SMS), which includes disclosures required for our messaging program.

I. Collection of Your Personal Information

To provide our products and services, we may collect personally identifiable information, such as:

• First and last name
• Email address
• Mobile / phone number
• Employer / tenant organization
• Job title and workplace details (for example, location, department, or shift, where provided by your employer)
• Account credentials and authentication-related information
• Support requests and other content you submit to us
• Payment and billing information when you purchase products or services (processed by our payment providers)
• Tracking cookies and similar technologies on our websites

We generally collect personal information when you or your employer provide it to us, such as when you: (a) register for an account; (b) use our products or services; (c) opt in to SMS or other notifications; (d) contact us; (e) submit payment information; or (f) otherwise interact with our websites or applications. Your employer may also provide workforce data to us so we can deliver contracted HR automation services (for example, leave management, benefit payment, or call-out related notices).

II. Use of Your Personal Information

We collect and use personal information to:

• Operate, maintain, and deliver the services you or your employer have requested
• Create and administer user accounts
• Provide account, product, and service notices (including email and, if you opt in, SMS)
• Carry out our contractual obligations, including billing and collection
• Notify you about changes to our websites, products, or services
• Maintain security, prevent fraud or misuse, and troubleshoot issues
• Comply with applicable laws, regulations, legal processes, or governmental requests
• Improve our websites and services (including analytics and usability)
• Respond to support requests and other communications
• For any other purpose we describe when you provide the information, or with your consent

Where permitted by law, we may also use contact information (other than SMS consent / mobile messaging opt-in data as described in Section IV) to inform you about HCMA products or services that may be relevant to your organization. You may opt out of marketing emails as described in Section XIII.

III. Sharing Information with Third Parties

The Company does not sell, rent, or lease customer lists to third parties.

The Company does not sell biometric data to third parties.

We may share personal information with trusted service providers that help us operate our business and deliver services—for example, cloud hosting, email delivery, payment processing, customer support tools, analytics providers, and SMS/text message delivery providers (such as Twilio). These providers are authorized to use personal information only to perform services on our behalf and are required to protect it.

We may also share information with your employer (our customer) as needed to provide the contracted services, and with professional advisors (legal, accounting) under confidentiality obligations.

We may disclose personal information if required by law or if we believe in good faith that disclosure is necessary to: (a) comply with legal process; (b) protect and defend the rights or property of the Company; and/or (c) protect the personal safety of users or the public in exigent circumstances.

Important for SMS: Mobile phone numbers and SMS messaging consent data are not shared with third parties or affiliates for their own marketing or promotional purposes. See Section IV.

IV. Text Messaging / SMS

HCMA may send SMS/text messages related to our products and services when you provide consent—for example, during account registration, through an in-product consent prompt, or via your profile settings. Messages may include leave management updates, benefit payment reminders, call-out related notices, account alerts, and similar operational notifications sent by HCMA Automation on behalf of your employer (tenant) and HCMA.

• Message frequency varies based on account activity and the services your employer uses.
• Message and data rates may apply.
• Opt out: You can cancel SMS at any time by replying STOP to any message, or by updating your SMS preference in your HCMA profile (where available). After you opt out, you may receive a one-time confirmation message.
• Help: Reply HELP for help, or contact us using the information in Section XVI.
• Consent to receive SMS is not a condition of purchasing goods or services, unless a particular feature requires a phone number for delivery of that feature.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. We do not sell, rent, or provide your mobile phone number or messaging consent / opt-in data to third parties or affiliates for their marketing or promotional use. We may share mobile numbers with our SMS delivery providers solely to transmit messages you have consented to receive and to manage opt-out / help requests.

V. California Privacy Rights / Opt-Out of Sale or Sharing

Under the California Consumer Privacy Act of 2018 (CCPA), as amended by the CPRA, and certain other privacy laws (as applicable), you may have the right to know about, access, correct, delete, or limit the use of certain personal information, and to opt out of the “sale” or “sharing” of personal information (as those terms are defined by applicable law).

HCMA does not sell personal information for money. If you wish to exercise an opt-out or other privacy right, contact us using the information in Section XVI and include “Privacy Request” in the subject line. We will verify and respond as required by applicable law.

As stated in Section IV, we do not share mobile numbers or SMS consent data with third parties or affiliates for marketing or promotional purposes.

VI. Tracking User Behavior

We may track pages visited on our websites and in our products to understand which services are most useful, improve usability, and (on our marketing website) support analytics and advertising measurement.

Our marketing website may use analytics tools (including behavioral or heatmapping tools) and Google reCAPTCHA to distinguish humans from bots, improve site usability, protect against abuse, and understand interest in our products and services.

VII. Automatically Collected Information

We may automatically collect information about your device and usage, such as IP address, browser type, device identifiers, operating system, access times, referring URLs, and approximate location derived from IP address. This information is used to operate and secure our services and to generate aggregate usage statistics.

VIII. Links

Our websites and products may contain links to other sites. We are not responsible for the content or privacy practices of those sites. We encourage you to read the privacy statements of any site that collects personal information.

IX. Security of Your Personal Information

We use administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure. These measures include encryption in transit (such as TLS/SSL) and access controls appropriate to the nature of the data.

No method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, you acknowledge that security limitations inherent to the Internet are beyond our complete control.

X. Right to Deletion

Subject to certain exceptions, on receipt of a verifiable request from you, we will:

• Delete your personal information from our records; and
• Direct service providers to delete your personal information from their records, where required.

We may be unable to delete personal information when it is necessary to:

• Complete a transaction, provide a requested service, or perform a contract with you or your employer;
• Detect security incidents or protect against fraudulent or illegal activity;
• Debug to identify and repair errors that impair intended functionality;
• Exercise free speech or another right provided by law;
• Comply with the California Electronic Communications Privacy Act or other legal obligations;
• Enable internal uses reasonably aligned with your expectations based on your relationship with us; or
• Otherwise use the information internally in a lawful manner compatible with the context in which it was provided.

If your information was provided by your employer, we may need to coordinate deletion or retention with your employer’s instructions and our customer agreement.

XI. Data Security and Breach Notification

In the event of a security incident involving personal information, we will investigate and provide notice to affected individuals and, where required, to applicable authorities, in the manner and within the timeframes required by applicable law.

XII. Children

Our websites and services are intended for business / workforce use and are not directed to children. We do not knowingly collect personal information from children under 13. Our SMS messaging program is intended for users who are 18 years of age or older. If you believe we have collected information from a child in violation of this Policy, contact us and we will take appropriate steps to delete it.

XIII. Email Communications

We may contact you by email for service-related announcements, account notices, confirmations, surveys, and (where permitted) promotional communications about HCMA products and services.

To stop marketing or promotional emails, use the unsubscribe link in those emails or contact us. Operational / transactional emails related to your account or services may continue as needed to provide the service.

XIV. External Data Storage Sites

We may store data on servers and cloud infrastructure provided by third-party hosting and service vendors with whom we have contracted.

XV. Changes to This Statement

We may update this Policy from time to time—for example, when our services, practices, or legal requirements change. When changes are material, we will take reasonable steps to inform you (such as posting an updated effective date, placing a notice on our website, and/or notifying account contacts). Your continued use of the websites or services after an update constitutes acknowledgment of the modified Policy.

XVI. Contact Information

Questions or comments about this Privacy Policy, or privacy requests, may be directed to:

HCM Automation Solutions LLC

425 Graham Lane

Somerset, Kentucky 42501

Phone: 855-502-4262

Email: [email protected]

Related: Terms and Conditions