Privacy Policy

Effective Date: 29.05.2025

This Privacy Policy explains how 3F Venture S.A., a company registered in Luxembourg (VAT: LU27795306), located at 9 rue du Laboratoire 1911, Luxembourg (“we”, “us”, or “our”), collects, uses, and protects personal data on the MiniHRO platform.

1. Scope

This policy applies to all users of the MiniHRO platform (“you”), including clients, administrators, and employees whose data is processed via our system.

2. Data We Collect

We collect and process the following types of data:

• Account Information: Name, email address, company name, password, language preference.

• Employee Data: Full name, contact details, job title, employment start/end dates, contracts, time-off requests, absences, and payslip records.

• Company Data: VAT number, business address, legal documents, employee counts.

• Usage Data: Login times, activity logs, IP address, browser, and device information.

3. Purpose of Processing

We use personal data to:

• Provide and improve MiniHRO services

• Manage user accounts and authentication

• Generate HR documents and reports (e.g., contracts, payslips)

• Track leave and working hours

• Respond to user support inquiries

• Ensure legal and regulatory compliance (e.g., DSN, Dimona)

4. Legal Basis for Processing

We process your data under the following legal grounds:

• Performance of a contract (providing our services)

• Legal obligation (e.g., payroll compliance)

• Legitimate interest (e.g., product improvement)

• Consent (e.g., marketing communications)

5. Data Sharing

We may share data with:

• Trusted service providers for hosting, analytics, and communication (e.g., email platforms)

• Banks or accountants when requested by the client

• Legal authorities if required by law

All third parties are bound by confidentiality and GDPR-compliant processing agreements.

6. International Data Transfers

We primarily store and process data within the European Economic Area (EEA). If data is transferred outside the EEA, we ensure adequate safeguards (e.g., Standard Contractual Clauses).

7. Data Retention

We retain user and employee data:

• As long as your account is active

• Up to 5 years after termination (unless required longer for legal reasons)

You may request deletion earlier, subject to legal and contractual obligations.

8. Your Rights

You have the right to:

• Access your personal data

• Rectify incorrect or outdated data

• Request data deletion (“right to be forgotten”)

• Object to or restrict processing

• Request data portability

To exercise your rights, contact us at legal@3f.lu.

9. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encrypted storage and backups

• Secure user authentication

• Regular system audits and access controls

10. Cookies

We use cookies to:

• Maintain session and login state

• Analyze usage trends (e.g., via analytics tools)

You may disable cookies via browser settings, but some features may not function properly.

11. Changes to This Policy

We may update this Privacy Policy to reflect changes in legal or operational requirements. We will notify you of significant updates through the platform or by email.

12. Contact

For questions, requests, or concerns, contact:

3F Venture S.A.
9 rue du Laboratoire 1911, Luxembourg
VAT: LU27795306
📧 legal@3f.lu