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Privacy Policy

Effective Date: February 26, 2026
Last Updated: February 26, 2026

1. Introduction

HRflip, LLC (“HRflip,” “we,” “us,”or “our”) operates the website and platform located at
https://hrflip.com/ (the “Platform”). This Privacy Policy explains how we collect, use,
disclose, and safeguard information about users of our Platform, including employers, HR
administrators, and employees who access the Platform through their employer.
Please read this policy carefully. By accessing or using the Platform, you agree to the terms of
this Privacy Policy. If you do not agree, please discontinue use of the Platform.

2. Scope

This Privacy Policy applies to all visitors and registered users of https://hrflip.com/,
including:

  • Employer Administrators — HR professionals and administrators who configure and manage the Platform on behalf of their organization.
  • Employees — Individual end users who access the Platform through their employer.
  • Visitors — Individuals who browse the Platform without creating an account.

3. Information We Collect

3.1 Information You Provide

We collect information that you or your employer provides directly to the Platform, which may
include:

  • Employer organization name, contact information, and account credentials
  • Employee name, work email address, and job-related information
  • Benefits enrollment elections, including medical, dental, vision, and other health plan selections
  • Health-related information voluntarily submitted by users (e.g., general health conditions entered into wellness or support features of the Platform)

3.2 Automatically Collected Information

When you access the Platform, we automatically collect certain technical information, including:

  • IP address and general geographic location
  • Browser type and version
  • Device type and operating system
  • Pages visited, features used, and time spent on the Platform
  • Referring URLs and clickstream data
  • Cookie identifiers and similar tracking technologies

3.3 Cookies and Tracking Technologies

We use cookies and similar technologies to operate and improve the Platform. These may
include:

  • Essential Cookies — Required for the Platform to function properly (e.g., session management, authentication).
  • Analytics Cookies — Used to understand how users interact with the Platform (e.g., Google Analytics or similar tools).
  • Preference Cookies — Used to remember your settings and preferences.

You can control cookie preferences through your browser settings. Note that disabling certain
cookies may affect Platform functionality.

4. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide, operate, and maintain the Platform and its features
  • To manage employer and employee accounts
  • To display and process benefits enrollment information
  • To support wellness and quality-of-life features where health information may be voluntarily entered
  • To analyze usage patterns and improve Platform performance and user experience
  • To communicate with administrators regarding account activity, updates, and support
  • To comply with applicable legal obligations
  • To detect and prevent fraud, unauthorized access, and security incidents

5. Health Information and HIPAA

5.1 Benefits Enrollment Data

The Platform may display and store employee benefits elections, including medical, dental, and
other health plan information. This information may constitute Protected Health Information
(PHI) as defined under the Health Insurance Portability and Accountability Act of 1996
(HIPAA).

5.2 Business Associate Relationship

HRflip, LLC may act as a Business Associate on behalf of Covered Entities (such as employer-
sponsored health plans) as defined under HIPAA. Where applicable, HRflip enters into Business
Associate Agreements (BAAs) with covered employer clients. If your organization requires a
BAA, please contact us at support@pier2marketing.com.

5.3 Voluntarily Submitted Health Information

Users may choose to enter general health information (such as a health condition or pregnancy
status) into certain features of the Platform. This information is treated with the same safeguards
as other sensitive personal data and is not sold, shared with third parties for marketing purposes,
or used outside of the context in which it was provided.

5.4 Safeguards

We implement administrative, technical, and physical safeguards designed to protect health
information from unauthorized access, disclosure, alteration, or destruction, consistent with
applicable law.

6. Sharing of Information

We do not sell your personal information. We may share information in the following limited
circumstances:

  • With your employer — Employee data is accessible to authorized HR administrators within your organization.
  • With service providers — We engage trusted third-party vendors to assist in operating the Platform (e.g., cloud hosting, analytics, customer support). These vendors are contractually required to protect your information.
  • With benefits partners — Where necessary to facilitate benefits enrollment or administration.
  • For legal compliance — We may disclose information when required by law, subpoena, or other legal process, or to protect the rights, property, or safety of HRflip, our users, or the public.
  • Business transfers — In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of that transaction.

7. California Privacy Rights (CCPA)

If you are a California resident, you have the following rights under the California Consumer
Privacy Act (CCPA):

  • Right to Know — You may request information about the categories and specific pieces of personal information we have collected about you, as well as how it is used and shared.
  • Right to Delete — You may request deletion of personal information we have collected, subject to certain exceptions.
  • Right to Opt-Out — HRflip does not sell personal information. If this practice changes, we will update this policy and provide opt-out mechanisms.
  • Right to Non-Discrimination — We will not discriminate against you for exercising your CCPA rights.

To submit a CCPA request, contact us at support@pier2marketing.com or (202) 807-1341. We
will respond within 45 days as required by law.
Note: CCPA rights may be limited when data is processed on behalf of an employer, as employee
data in B2B contexts may be subject to separate exemptions under California law.

8. Artificial Intelligence Agent

8.1 AI-Powered Interactions

The Platform includes an AI-powered conversational agent designed to assist employees and HR
administrators with benefits-related questions, wellness support, and general Platform
navigation. By using the AI agent, you acknowledge that you are interacting with an automated
system, not a human representative of HRflip.

8.2 Third-Party AI Provider

The AI agent is powered by OpenAI via the OpenAI API. Under OpenAI’s API data usage
policies, data submitted through the API is not used to train OpenAI’s models by default, and
OpenAI does not store API inputs and outputs beyond a limited period for abuse monitoring
purposes. Interactions with the agent may be subject to OpenAI’s privacy policy and API terms
of service in addition to this policy. We encourage you to review OpenAI’s privacy policy at
https://openai.com/privacy and their API data usage policies at https://openai.com/enterprise-
privacy.

8.3 Information Shared with the AI Agent

Any information you voluntarily share during a conversation with the AI agent — including
benefits questions, health-related disclosures, or personal circumstances — is processed to
generate a response. Users should avoid sharing sensitive information such as Social Security
numbers, financial account details, or passwords with the AI agent.

8.4 Conversation Log Storage

Conversation logs are retained for 30 days and are then permanently deleted. HRflip staff do not
have access to individual conversation logs for support, quality review, or any other purpose.

8.5 Anonymized Summaries for HR Administrators

After PHI and PII are removed, conversation data is anonymized and aggregated into statistical
summaries. These summaries are made available to authorized HR administrators within your
organization to provide insight into workforce trends and platform engagement. Anonymized
summaries contain no individually identifiable information and are retained indefinitely.

8.6 No Medical, Legal, or Financial Advice

The AI agent is intended for informational and navigational purposes only. It does not provide
medical, legal, financial, or benefits advice. Any information provided by the AI agent should
not be relied upon as a substitute for professional advice. Always consult a qualified professional
for decisions related to your health, benefits elections, or legal matters.

8.7 AI Limitations

AI-generated responses may occasionally be incomplete, inaccurate, or not applicable to your
specific situation. HRflip does not warrant the accuracy or completeness of any AI-generated
content.

9. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this
policy, maintain your account, comply with legal obligations, resolve disputes, and enforce our
agreements. When information is no longer needed, we securely delete or anonymize it.

10. Data Security

We use industry-standard security measures including encryption in transit (TLS), access
controls, and regular security assessments to protect your information. However, no method of
electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

11. Children’s Privacy

The Platform is not directed to individuals under the age of 18 and we do not knowingly collect
personal information from minors. If you believe a minor has provided us with personal
information, please contact us and we will take steps to delete it.

12. Third-Party Links

The Platform may contain links to third-party websites or services. We are not responsible for the
privacy practices of those third parties and encourage you to review their privacy policies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last
Updated” date at the top of this page. We encourage you to review this policy periodically.
Continued use of the Platform after changes are posted constitutes your acceptance of the
updated policy.

14. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or need to
establish a Business Associate Agreement, please contact us:
HRflip, LLC
Email: support@hrflip.com
SMS: (202) 807-1341
Website: hrflip.com