Privacy Policy for Sentiva

1. Who We Are

Sentiva (“Sentiva,” “we,” “us,” or “our”) is an AI-native Human Resource Management System (HRMS) provided by Sentiva LLC, located at 254 Chapman Rd, Ste 208 #20742, Newark, Delaware 19702. We help employers hire, onboard, develop, engage, and retain their people.

Sentiva acts as:

• Data Processor (or “Service Provider”) for HR data our customers upload or generate inside the platform; and

• Data Controller for personal data we collect on sentiva.com (the "Site") and for limited telemetry used to maintain and improve the plaform.
  
  

2. Scope of This Policy

This Privacy Policy explains:

3. Personal Data We Collect

Special Categories: Where customers process sensitive HR data (e.g., disability information), Sentiva acts purely as a processor and processes such data only on documented customer instructions.

4. How and Why We Use Personal Data

*For CCPA/CPRA, these purposes align with “business purposes” 1798.140(e)and(f). Cookies and tracking technologies

5. Sharing and Disclosure

We never sell personal information. We only share it with:

1. Authorized service providers (cloud hosting, email, analytics, payment processing) under GDPR-compliant contracts.
   
   

2. Customers (employers)—HR data inside their tenant is visible to their authorized users.
   
   

3. Professional advisers (lawyers, auditors, insurers) under confidentiality.
   
   

4. Authorities where lawfully required (e.g., court orders).
   
   

5. Corporate transactions—in a merger, acquisition, or asset sale, subject to safeguards.
   
   A current subprocessors list is always available at sentiva.ai/subprocessors.

   
   

6. International Transfers

We host data primarily in [region (US North)]. Where data moves outside the EEA or UK, we rely on:

• EU Standard Contractual Clauses (SCCs) or UK IDTA;

• Additional technical measures (encryption in transit and at rest); and

• Data minimization.

7. Security

Sentiva is built cloud-native with security by design:

• ISO 27001-aligned controls, annual penetration testing

• AES-256 encryption at rest, TLS 1.2+ in transit

• Role-based access control, SSO/SAML, MFA

• 24 × 7 monitoring and incident response

8. Data Retention

   
   

   Data Type	Default Retention
   Customer HR data	Until subscription ends + 30 days (or as contractually agreed)
   Analytics logs	12 months (aggregated thereafter)
   Marketing opt-in records	Until opt-out + 5 years
   Support tickets	2 years

   
   

9. Your Rights

   Depending on your jurisdiction, you may have rights to:

   • Access or receive a copy of your data

   • Correct or delete personal data

   • Object to or restrict processing

   • Data portability

   • Withdraw consent

   • Lodge a complaint with a supervisory authority

   To exercise any right, email privacy@sentiva.ai or use the in-app request portal. We respond within 30 days.

   
   

10. Cookies and Similar Tech

    We use:

    Cookie Type	Purpose	Examples
    Essential	Login, site security	session_id
    Analytics	Understand site usage	Google Analytics (_ga)
    Functionality	Remember preferences	language, theme
    Marketing	Measure campaigns	LinkedIn Insight, HubSpot

You can manage preferences anytime via our Cookie Settings banner.

11. Children's Privacy

    Sentiva is a B2B service not directed to children under 16. We do not knowingly collect their data. If you believe a child’s data has been provided, contact us for deletion.

    
    

12. Changes to This Policy

    We may update this Privacy Policy from time to time. Material changes will be notified on the Site or via email with at least 14 days’ notice where required.

    
    

13. Contact and Data Protection Officer

    Sentiva LLC
    254 Chapman Rd, Ste 208

    #20742, Newark, Delaware 19702
    Email: privacy@sentiva.com
    DPO: Rukshan Salgado, dpo@sentiva.com

    If you have any questions about this Policy or how Sentiva protects personal data, please contact our DPO.