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Privacy Policy

Effective Date: November 9, 2025 Last Updated: November 9, 2025

DiffusionHR (“DiffusionHR,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy describes how we collect, use, disclose, and protect your information when you visit our website, interact with our content, or use our services (collectively, the “Services”).

If you have any questions or requests, contact us at blake@diffusionhr.com.

1) Who We Are (Data Controller)

  • Business Name: DiffusionHR

If you are located in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, DiffusionHR is the data controller of your Personal Data.

2) What We Collect

We collect information that identifies, relates to, describes, or could reasonably be linked to you (“Personal Information” or “Personal Data”). The categories we may collect include:

  • Identifiers & Contact Details: name, email address, phone number, mailing address, employer/role/title.
  • Government or Sensitive Identifiers (only if provided by you and necessary): e.g., last four digits of SSN or other identifiers for compliance or contracting (rare; collected only when required).
  • Commercial & Transaction Data: records of products/services considered, obtained, or inquired about; billing and payment details (processed via PCI-compliant providers).
  • Internet/Device Activity: IP address, device type, browser, pages viewed, referring/exit pages, timestamps, cookies, pixels, SDKs, and similar technologies.
  • Geolocation Data: approximate location inferred from IP.
  • Professional/Employment Information: company, department, role, and related details you provide.
  • Communications: email, SMS/text messages, chat transcripts, call notes, survey responses, and form submissions.
  • User-Generated Content: files, messages, or information you choose to upload or share with us.

We may collect Personal Information directly from you, automatically through the Services, and from third parties (e.g., analytics, advertising networks, lead partners, or service providers).

3) Why We Collect It (Purposes of Use)

We use Personal Information to:

  • Provide, operate, and improve the Services.
  • Communicate with you, including email and SMS for confirmations, reminders, service updates, announcements, and marketing (where permitted).
  • Process inquiries, bookings, purchases, payments, and customer support.
  • Personalize content and measure engagement and effectiveness.
  • Conduct research, analytics, troubleshooting, and security monitoring.
  • Comply with legal obligations, enforce our terms, and prevent fraud, abuse, or harm.
  • With your consent, for any other purpose disclosed at the time of collection.

4) Legal Bases for Processing (EEA/UK/Switzerland)

Where applicable, we process Personal Data based on one or more of the following: consent, contract performance, legitimate interests (e.g., to secure and improve our Services), legal obligations, and vital interests where necessary.

5) SMS Communications

SMS Communications By providing your phone number, you consent to receive text messages from DiffusionHR for appointment reminders, booking confirmations, and service updates. Message and data rates may apply. You can opt out at any time by replying STOP, or request help by replying HELP.

Additional notes:

  • Message frequency may vary.
  • Carriers are not liable for delayed or undelivered messages.
  • We do not sell or share your mobile number with third parties for their own marketing without your explicit consent.
  • We may use SMS service providers to deliver messages on our behalf subject to appropriate contracts and safeguards.

6) Email Communications & Marketing

We may send you transactional and (where permitted) marketing emails. You can unsubscribe from marketing emails at any time via the “unsubscribe” link in the message. We will continue to send essential transactional messages (e.g., receipts, service updates).

7) Cookies & Similar Technologies

We use cookies, pixels, SDKs, and similar technologies to operate the site, remember preferences, analyze usage, and personalize content/ads. You can manage cookies in your browser settings and, where available, via our cookie banner/preferences tool. Disabling cookies may affect certain features.

8) How We Share Information

We may share Personal Information with:

  • Service Providers/Processors: e.g., hosting, analytics, SMS/email delivery, customer support, payment processing, security, and marketing tools.
  • Business Partners: with your consent or where needed to provide joint offerings.
  • Legal & Compliance: to comply with laws, lawful requests, or to enforce our terms and protect rights, privacy, safety, or property.
  • Business Transfers: in connection with a merger, acquisition, financing, or sale of assets, your information may be transferred as part of the transaction.
  • With Your Consent: as otherwise disclosed at the time of collection.

We do not sell Personal Information as “sell” is defined by certain privacy laws. We may engage in processing that could be considered “sharing” or “targeted advertising” under applicable state laws; see “Your Privacy Rights” for opt-out choices.

9) Data Retention

We retain Personal Information for as long as needed to fulfill the purposes outlined in this Policy, comply with legal obligations, resolve disputes, and enforce agreements. Retention duration depends on the type of data, our relationship with you, and legal/accounting requirements.

10) Security

We implement reasonable and appropriate technical and organizational measures to protect Personal Information. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

11) Your Privacy Rights

Depending on your location, you may have rights such as:

  • Access / Know: request details about the Personal Information we hold about you.
  • Correction: request that we correct inaccurate data.
  • Deletion: request that we delete your Personal Information (subject to legal exceptions).
  • Portability: request a copy in a portable format.
  • Opt-Out: opt out of certain processing, including targeted advertising or profiling, and opt out of marketing emails/SMS as described above.
  • Consent Withdrawal: where processing is based on consent.

To exercise rights, email blake@diffusionhr.com with “Privacy Request” in the subject and provide sufficient information to verify your identity. Authorized agents may submit requests where allowed by law, subject to verification steps.

12) State-Specific Notices (U.S.)

  • California (CCPA/CPRA): California residents may have rights to know/access, correct, delete, and opt out of “sharing” for cross-context behavioral advertising. We do not use sensitive personal information for purposes that require a “Limit Use” link. We do not knowingly sell Personal Information. You may exercise rights by contacting blake@diffusionhr.com.
  • Other U.S. States (e.g., VA, CO, CT, UT, etc.): Similar rights may apply; contact us to exercise them.

13) International Transfers

If you access the Services from outside the United States, your information may be processed in the U.S. and other countries with different data protection laws. Where required, we use appropriate safeguards (e.g., Standard Contractual Clauses).

14) Children’s Privacy

Our Services are not directed to children under 13 (or the age defined by your jurisdiction). We do not knowingly collect Personal Information from children. If you believe a child has provided us data, contact blake@diffusionhr.com and we will take appropriate action.

15) Third-Party Links & Services

The Services may link to third-party sites or services. Their privacy practices are governed by their own policies; we are not responsible for them. Review their policies before providing information.

16) Changes to This Policy

We may update this Privacy Policy from time to time. The “Last Updated” date reflects the most recent changes. Material changes will be highlighted where appropriate. Your continued use of the Services after changes constitutes acceptance.

17) Contact Us

For questions, concerns, or to exercise your rights, contact: DiffusionHR Email: blake@diffusionhr.com

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