Clear policies for a secure and professional client experience.

Privacy Policy

WellSpoke HR is committed to handling personal information responsibly, transparently and only for legitimate business purposes. This policy applies to information collected through our website, client portal, scheduling tools, communications and HR service delivery.

Information we may collect

• Business contact information, account credentials and client organization details.
• HR requests, candidate information, documents, messages and workforce information submitted through the portal.
• Billing, subscription and payment-status information. Payment-card details processed through Square are handled by Square and are not stored directly on WellSpoke HR servers.
• Security, technical and usage information needed to operate, protect and improve the service.

How information is used

Information is used to provide HR services, administer client accounts, communicate with users, process or confirm billing, maintain security, respond to technical issues, comply with legal obligations and improve service operations.

Disclosure

WellSpoke HR does not sell client personal information. Information may be shared with trusted service providers when needed to provide the service, including hosting, email, security, payment, storage and malware-scanning providers, subject to appropriate safeguards.

Website Terms of Use

By using a WellSpoke HR website, you agree to use the site lawfully and in a manner that does not interfere with its operation, security or availability.

Informational purpose

Public website content is provided for general informational purposes and does not create a client relationship unless WellSpoke HR and the client have entered into a separate service agreement.

Intellectual property

WellSpoke HR branding, original website content, designs, documents and materials are owned by or licensed to WellSpoke HR and may not be reproduced or redistributed without permission except as allowed by law.

Client Portal Terms

The WellSpoke HR Client Portal is a secure workspace for authorized clients and their approved team members. Accounts are personal to the authorized user and may not be shared.

Client administrator responsibility

Where a client administrator is permitted to add or manage team members, the client is responsible for ensuring access is granted only to individuals with a legitimate business need and removed promptly when no longer required.

Confidentiality

Portal information may contain confidential HR, employee, candidate or business information. Users must protect this information and use it only for authorized business purposes.

Access conditions

Portal functionality may depend on an active service arrangement, payment status, trial status and applicable security controls. WellSpoke HR may restrict or suspend access when necessary to protect security, enforce contractual terms or address unpaid services.

Information Security Policy

WellSpoke HR uses administrative, technical and organizational safeguards designed to reduce the risk of unauthorized access, disclosure, loss or misuse of client information.

• Authentication controls and password requirements.
• Multi-factor authentication where enabled.
• Encrypted transmission through HTTPS.
• Restricted client workspaces and role-based access.
• Secure file storage and malware scanning where configured.
• Logging, access review and administrative controls.

No online system can be guaranteed to be completely secure. Users must also follow good security practices, including protecting credentials and reporting suspicious activity promptly.

Data Retention & Destruction Policy

WellSpoke HR retains information only for as long as reasonably necessary to provide services, meet contractual obligations, maintain appropriate business records, resolve disputes, support security and comply with applicable legal requirements.

When information is no longer reasonably required, WellSpoke HR may securely delete, anonymize or otherwise render the information inaccessible, subject to technical and legal limitations.

Breach Response Policy

When WellSpoke HR becomes aware of a suspected privacy or security incident, it will assess the issue and take reasonable steps to contain, investigate and remediate the incident.

• Identify and contain the incident.
• Assess information, systems and users potentially affected.
• Preserve relevant records and investigate root cause.
• Apply remediation and security improvements.
• Notify affected parties or authorities where required or appropriate.
• Document the incident and response.

Accessibility Policy

WellSpoke HR aims to provide services and digital experiences that are professional, respectful and accessible. We seek to identify and remove barriers where reasonably possible and welcome accessibility feedback.

Users who require an alternative format or accommodation may contact WellSpoke HR so that reasonable options can be discussed.

Cookies & Analytics Notice

WellSpoke HR websites may use essential browser storage, cookies or similar technologies needed for authentication, security, preferences and reliable operation. Analytics tools may also be used to understand website performance and usage where configured.

Electronic Communications Policy

Clients and portal users may receive operational emails related to account activation, security, password resets, portal messages, invoices, service administration and technical support.

Sensitive HR information should be shared through the secure portal when reasonably available rather than ordinary email.

Payment & Billing Terms

WellSpoke HR may offer one-time or recurring service arrangements, including weekly, biweekly or monthly billing. Available payment methods may include e-Transfer and Square.

Recurring payments

Where a client authorizes recurring Square payments, the client agrees that the applicable payment method may be charged according to the agreed billing schedule. Card information is collected and processed through Square; WellSpoke HR does not directly store full payment-card details.

Trials

WellSpoke HR may grant a temporary portal trial. Trial access ends automatically at the conclusion of the granted period unless the owner extends the trial or the client moves to an active paid arrangement.

e-Transfer

e-Transfer payments are treated as received only after WellSpoke HR confirms the payment. Portal access or invoice status may not update until confirmation is completed.

Acceptable Use Policy

Users may not use WellSpoke HR systems to engage in unlawful activity, access information without authorization, interfere with service availability, upload malicious content, attempt to bypass security controls or misuse confidential information.

WellSpoke HR may investigate suspected misuse and may suspend or terminate access where necessary to protect clients, users, systems or legal interests.