Legal

Privacy Policy

Last updated: April 13, 2026  ·  Effective: April 13, 2026

At Mai HRMS, your privacy matters. This policy explains what data we collect, how we use it, and the choices you have. By using Mai HRMS, you agree to the practices described here.

1. Information We Collect

  • Account & Profile Data: When you register, we collect your name, email address, company name, job title, and password.
  • Employee Data: HR data entered into the platform including personal details, employment records, attendance logs, payroll information, and performance reviews.
  • Usage Data: Information about how you interact with Mai HRMS — pages visited, features used, timestamps, and device/browser information.
  • Communications: Messages sent through contact forms or support channels.

2. How We Use Your Information

  • To provide, operate, and improve the Mai HRMS platform and its features.
  • To process payroll, attendance, onboarding, and other HR workflows on your behalf.
  • To send important service notifications, security alerts, and product updates.
  • To respond to support requests and enquiries.
  • To comply with applicable laws and UAE labor regulations.
  • To detect and prevent fraud, abuse, or security incidents.

3. Data Sharing & Third Parties

  • We do not sell, rent, or trade your personal or company data to third parties.
  • We may share data with trusted service providers (hosting, analytics, payment processors) who are contractually bound to protect your data.
  • We may disclose information where required by law, regulation, or a valid legal request from a government authority.
  • In the event of a merger or acquisition, data may be transferred to the successor entity with prior notice.

4. Data Security

  • Mai HRMS uses enterprise-grade encryption (AES-256) for all data at rest and TLS 1.2+ for data in transit.
  • We maintain SOC1 Type 2, SOC2 Type 2, ISO-27701, ISO-9001, and HIPAA compliance certifications.
  • Access to your data is restricted to authorised personnel on a need-to-know basis.
  • We conduct regular security audits and vulnerability assessments.
  • While we implement robust security measures, no system is 100% immune — we encourage you to use strong passwords and enable available security features.

5. Data Retention

  • We retain your data for as long as your account is active or as required to provide services.
  • Upon account termination, your data is retained for 90 days before permanent deletion, unless a longer period is required by law.
  • You may request early deletion of your data by contacting us at support@softbuilder.ae.

6. Your Rights

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request deletion of your personal data, subject to legal obligations.
  • Portability: Request your data in a structured, machine-readable format.
  • Objection: Object to certain processing of your data.
  • To exercise any of these rights, contact us at support@softbuilder.ae.

7. Cookies

  • We use essential cookies to operate the platform and analytics cookies to understand usage patterns.
  • You can control cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality.

8. Changes to This Policy

  • We may update this Privacy Policy periodically. We will notify you of material changes via email or an in-app notice at least 14 days before they take effect.
  • Continued use of Mai HRMS after changes are effective constitutes acceptance of the updated policy.

9. Contact Us

  • For any questions or concerns regarding this Privacy Policy, contact us at:
  • Email: support@softbuilder.ae
  • Phone: +971 4 558 2683
  • Address: KML Building, Villa 5, Al Quoz 1, Dubai, UAE
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