Privacy Policy for Caregiver Onboarding App

Last Updated: April 3, 2025

This Privacy Policy describes how your personal information is collected, used, and shared when you use our Employee Onboarding Application (the “App”).

INFORMATION WE COLLECT

Information Provided by Administrators

Prior to your access to the App, our authorized administrators collect and input basic information about you, which may include:

  • Full name
  • Contact information (email address and phone number)
  • Position applied for
  • Initial screening notes and status

Information You Provide as a Candidate

Once granted access to the App, you may be asked to provide additional information and documentation, which may include:

  • Personal details (date of birth, address, emergency contacts)
  • Government-issued identification documents
  • Educational credentials and certificates
  • Professional licenses and qualifications
  • Employment history and references
  • Banking information for payroll purposes
  • Tax-related documentation
  • Profile photo
  • Signatures on employment agreements and policies

Document and Image Upload

Our App allows you to upload various documents and images as part of the onboarding process. These may include:

  • Photo identification (driver’s license, passport)
  • Proof of address documents
  • Educational certificates
  • Professional certifications
  • Previous employment verification
  • Profile photos
  • Signed documents

Information We Collect Automatically

When you use our App, we automatically collect certain information about your device and how you interact with our App:

  • Device Information: Operating system, device type, browser type, IP address, and unique device identifiers
  • Usage Information: How you navigate through the App, features you use, time spent on screens, and completion status
  • Log Data: Error reports, activity logs, and timestamps

HOW WE USE YOUR INFORMATION

We use the information we collect to:

  • Facilitate the employee onboarding process
  • Create and maintain your employee record
  • Verify your identity and qualifications
  • Process employment documentation
  • Communicate about your onboarding status
  • Ensure compliance with employment laws
  • Improve our onboarding process and App functionality
  • Secure your information and prevent unauthorized access

LEGAL BASIS FOR PROCESSING

We process your personal information based on:

  • Performance of pre-employment and employment contracts
  • Compliance with legal obligations
  • Legitimate interests in managing efficient onboarding
  • Your consent, where applicable

DATA STORAGE AND SECURITY

All documents and images you upload are:

  • Encrypted during transmission and storage
  • Stored in secure cloud environments with restricted access
  • Accessible only to authorized personnel
  • Protected through regular security audits

We implement measures like:

  • Access controls and authentication
  • Data encryption
  • Regular security assessments
  • Employee training on data handling
  • Secure document management systems

DATA RETENTION

We retain your personal information only as necessary to:

  • Complete onboarding
  • Maintain employment records
  • Comply with legal obligations

If not hired, your information is retained for 5 years unless you request deletion. Hired employees’ information transfers to your employee record and is maintained per our Employee Data Retention Policy.

SHARING YOUR INFORMATION

We may share your information with:

  • Internal Departments: HR, Payroll, IT, and managers
  • Service Providers: Background check and payroll processors
  • Regulatory Bodies: Government agencies as required

All third parties must treat your information securely and in accordance with the law.

YOUR RIGHTS

You have the right to:

  • Access your personal information
  • Correct inaccurate information
  • Request deletion (subject to retention laws)
  • Restrict or object to processing
  • Data portability
  • Withdraw consent where applicable

Contact us using the details in the “Contact Us” section to exercise your rights.

APP TRACKING TRANSPARENCY

In compliance with Apple’s App Tracking Transparency framework, we request your permission before tracking across other apps and websites. Preferences can be managed through your device settings.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically. Material changes will be communicated through the App or via email before they become effective.

CONTACT US

If you have questions about this Privacy Policy or our privacy practices, please contact:

Email: privacy@klezafab.com
Phone: 913-800-2728
Kleza Solutions Pvt Ltd
9331 W 87th St, Overland Park,
KS 66212, United States

 

SPECIFIC DATA PROCESSING ACTIVITIES

Identity Verification

  • Purpose: Verify candidate identity and eligibility
  • Data Involved: Government IDs, photos, personal information
  • Retention: Duration of employment plus 5 years

Document Processing

  • Purpose: Collect and process employment documentation
  • Data Involved: Signed contracts, tax forms, certifications
  • Retention: Duration of employment plus 5 years

Onboarding Status Tracking

  • Purpose: Monitor completion of onboarding steps
  • Data Involved: Progress data, timestamps, administrator notes
  • Retention: 5 years after onboarding completion