Privacy Policy
Last updated 3 September 2026.
This policy explains how MadyHR.ai handles personal data under UK GDPR and the Data Protection Act 2018. It covers two kinds of data: data about you as a visitor or account holder, and the employee/candidate data your Company enters into the Service (for which your Company is the data controller and we act as processor — see our Data Processing Agreement).
What we collect
- Account details: name, work email, Company name, billing information (processed by Stripe).
- Employee and candidate records your Company enters: contact details, employment details, leave and attendance, documents, and — where applicable — Right to Work and sponsor-compliance evidence.
- Usage data: pages visited, actions taken, and error logs, used to operate and improve the Service.
- Contact-form and chat-widget messages, and their contents.
How we use it
To provide the Service (creating your Company, storing and displaying your records, sending reminders and notifications you configure), to process payment, to respond to support requests, and to keep the Service secure and working. We do not sell personal data, and we do not use your Company's employee data to train AI models.
Who we share it with
Sub-processors who help us run the Service: Stripe (payment), our hosting provider (application and database hosting), and, for the Ask MadyHR and public chat features, the AI model providers those features are built on — see our Data Processing Agreement for the current list. We do not share your Company's employee data with third parties for their own marketing purposes.
Retention
We keep Company and employee records for as long as your Company's account is active, plus a reasonable period afterwards to comply with legal and tax obligations (typical UK employment-record retention is up to six years after an employee leaves). You can request deletion of specific records subject to the erasure rules below.
Your rights
Under UK GDPR you have the right to access, correct, export, and in some cases erase, personal data held about you. For data your employer has entered about you as an employee, start with your employer — they control that data. For data about you as an account holder or website visitor, contact support@madyhr.ai. You also have the right to complain to the Information Commissioner's Office (ICO).
Cookies
We use strictly necessary cookies to keep you signed in and remember basic preferences (such as the audience toggle on our homepage, stored in your browser's local storage rather than a cookie). We do not use third-party advertising or tracking cookies.
Contact
Questions about this policy: support@madyhr.ai.