Employee Complaint Manager
Effective Date: September 15, 2026
Employee Complaint Manager ("ECM," "the Service," "the Company," "Company," "our," or "us") is operated by Step One Business Services, LLC, a California limited liability company ("Company").
This Privacy Policy explains how Company collects, uses, stores, and discloses information in connection with the Employee Complaint Manager website and software service.
By using the Service, you acknowledge the practices described in this Privacy Policy.
This Privacy Policy applies to information collected through:
Employee Complaint Manager is primarily a business-to-business service. Customers use the Service to record, manage, investigate, and track employee complaints and related matters.
The information entered into ECM by a customer may contain personal and sensitive information about employees, managers, witnesses, complainants, respondents, and other individuals.
When a customer creates an account or contacts Company, Company may collect information such as:
Customers may enter information into the Service concerning employee complaints and related matters. This may include:
Company does not determine what information a customer enters into its ECM account.
Subscriptions may be purchased using a third-party payment processor. STRIPE
Company does not intentionally store complete credit card numbers in the Employee Complaint Manager application.
Payment information is handled by the applicable payment processor in accordance with its own privacy policy and terms.
Company may automatically receive certain technical information when the Service is accessed, including:
This information may be used for security, troubleshooting, service operation, and system administration.
Company may use information to:
Company does not sell customer complaint records or other customer-entered case information as a source of advertising or marketing data.
For purposes of this Privacy Policy, "Customer Data" means information that a customer or its authorized users enter, upload, submit, or otherwise store in the Service.
The customer generally determines what Customer Data is collected and entered into its ECM account.
Company processes Customer Data in order to provide the Service to the customer. Company does not use Customer Data for purposes unrelated to providing, securing, maintaining, or improving the Service except as described in this Privacy Policy, the applicable customer agreement, or as required by law.
Customers are responsible for determining what information they collect, whether they have a lawful basis or other authorization to collect and process that information, and whether use of the Service is appropriate for their particular circumstances.
Employee Complaint Manager may offer optional artificial-intelligence features that can process information supplied by a customer.
Depending on the feature used, information may be transmitted to a third-party artificial-intelligence service for purposes such as document indexing, searching, question answering, or generating an answer based on customer-provided information.
Open AI gpt-4.1-mini is used for AI features. No customer supplied information or data is used to train this or any AI model. OpenAI may retain prompt or response data for up to 30 days.
AI-generated information is provided as an assistive feature. It may contain errors or omissions and should be reviewed by the customer.
Customers should not rely solely on an AI-generated result when making employment, disciplinary, legal, or other consequential decisions.
Company may use third-party companies to provide infrastructure and services necessary to operate ECM.
These providers may include companies providing:
Third-party providers receive information only to the extent reasonably necessary to provide their services to Company or its customers, subject to their applicable agreements and policies.
Company does not authorize service providers to use Customer Data for independent advertising purposes.
If a customer enables optional email or SMS functionality, ECM may process email addresses, telephone numbers, message content, and related information necessary to deliver those communications.
Customers are responsible for ensuring that they have the necessary authorization to send messages to individuals through the Service and for complying with applicable communications laws.
ECM may use cookies or similar technologies that are necessary to operate the Service, maintain user sessions, remember user preferences, and provide security.
Company may disclose information:
To vendors and contractors that provide services necessary to operate ECM.
Customer Data may be accessed or disclosed at the direction of the customer or its authorized users.
Company may disclose information when reasonably necessary to:
If Company is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to applicable law.
Company does not sell Customer Data.
Company uses reasonable administrative, technical, and organizational measures intended to protect information against unauthorized access, alteration, disclosure, or destruction.
No Internet-based service can guarantee absolute security. Customers are responsible for maintaining the confidentiality of their account credentials and for controlling access to their ECM accounts.
Company recommends that customers use strong passwords and restrict user access to individuals who need access to particular information.
Company generally retains Customer Data for as long as necessary to provide the Service and maintain the customer's account.
After an account is terminated, Customer Data may be deleted after a reasonable period, subject to:
Data is kept for 60 days after a trial ends or a subscription is canceled. Data may be made portable and transferred to the customer during that period on request.
California law provides certain privacy rights to eligible California residents. Depending on the circumstances and whether applicable legal thresholds are met, these rights may include rights concerning access to, deletion of, correction of, and information about the collection and disclosure of personal information.
California law also provides certain rights concerning the sale or sharing of personal information and the use of sensitive personal information.
Company does not sell Customer Data.
To submit a privacy request, contact Company at:
info@steponebusinessservices.com
Company may need to verify the identity of a person submitting a request before providing information or taking action.
Some information may be exempt from particular privacy rights or requests under applicable law.
When ECM is processing information on behalf of a business customer, the customer may be the appropriate party to contact regarding information contained in that customer's account.
Residents of other states may have privacy rights under applicable state law.
Company will process applicable privacy requests in accordance with the law that applies to the particular request and individual.
Employee Complaint Manager is a business service and is not directed to children under 13.
Company does not knowingly collect personal information from children under 13 through the Service.
If Company learns that it has collected such information without appropriate authorization, Company will take reasonable steps to delete it.
The Service may contain links to third-party websites or services.
Company is not responsible for the privacy practices of third-party websites. Users should review the privacy policies of those websites before providing information to them.
Company may update this Privacy Policy from time to time.
When material changes are made, Company may provide notice through the Service, by email, or by posting an updated version of this Privacy Policy.
The "Effective Date" at the beginning of this Privacy Policy indicates when the current version became effective.
Questions regarding this Privacy Policy may be directed to:
Step One Business Services, LLC