Conexis VMS – Privacy Policy

Last Updated: December 2025

Conexis VMS Inc. (“Conexis”, “we”, “us”, or “our”) is committed to protecting the privacy and security of personal data processed through our contingent workforce management platform and related services (the “Services”).

This Privacy Policy explains how personal data is collected, used, disclosed, stored, and protected when individuals interact with Conexis, including through the Conexis VMS platform and our corporate website.

1. Scope of This Privacy Policy

This Privacy Policy applies to personal data relating to the following categories of individuals (“Data Subjects”):

• Contingent workers whose data is processed through the Conexis platform
• Staffing suppliers and agency users
• Client users, including hiring managers, approvers, HR, procurement, and program stakeholders
• Managed Service Provider (MSP) users, where applicable
• Website visitors, prospects, and individuals who engage with Conexis marketing or support channels

This Policy applies globally and is designed to align with major data protection frameworks, including GDPR, UK GDPR, PIPEDA, and applicable U.S. privacy laws.

2. Roles and Responsibilities

In most client engagements:

• Clients, MSPs, or suppliers act as the Data Controller, determining the purposes and means of processing personal data.
• Conexis acts as a Data Processor, processing personal data solely on documented instructions from the applicable controller and in accordance with contractual obligations.

For personal data collected directly by Conexis (e.g., website inquiries, marketing communications), Conexis acts as the Data Controller.

3. Categories of Personal Data We Process

Depending on role and use of the Services, Conexis may process the following categories of personal data:

4. Identity and Contact Information

• Name, email address, phone number
• Job title, company affiliation
• User credentials and account identifiers

5. Employment and Assignment Information

• Resume or CV data
• Skills, qualifications, certifications
• Assignment details, work location, schedules
• Compliance and onboarding documentation (as configured by clients)

6. Time, Attendance, and Operational Data

• Clock-in / clock-out records
• Timesheets and approvals
• Assignment activity and status

7. System and Usage Data

• Login activity and audit logs
• User actions within the platform
• Permissions and role-based access data

8. Technical and Website Data

• IP address
• Device and browser information
• Cookies and analytics data (see Section 10)

Conexis does not intentionally process sensitive personal data unless configured and instructed by the controller.

9. Purposes of Processing

Conexis processes personal data for the following purposes:

• Delivering and operating the VMS platform
• Managing contingent workforce programs
• Supporting recruitment, onboarding, compliance, and assignment management
• Enabling time and attendance tracking and approvals
• Providing reporting, auditability, and analytics
• Ensuring platform security, integrity, and availability
• Providing customer support and system communications
• Meeting legal, regulatory, and contractual obligations

10. Legal Bases for Processing

Where applicable, personal data is processed based on one or more of the following legal bases:

• Performance of a contract
• Compliance with legal obligations
• Legitimate business interests
• Consent (where required)
• Instructions of the data controller

11. Data Sharing and Disclosure

Conexis does not sell personal data.

Personal data may be shared only with:

• Authorized client, MSP, and supplier users within the platform
• Trusted subprocessors providing infrastructure, security, support, or operational services
• Regulatory or legal authorities where required by law

All subprocessors are subject to appropriate contractual, confidentiality, and security obligations.

12. International Data Transfers

Conexis operates globally. Personal data may be processed or accessed in multiple jurisdictions, including where Conexis, its clients, or its subprocessors operate.

Where cross-border data transfers occur, Conexis implements appropriate safeguards to protect personal data in accordance with applicable data protection laws and contractual commitments.

13. Data Retention

Conexis retains personal data:

• In accordance with client instructions and contractual requirements
• For the duration of the client relationship
• As required to comply with legal and regulatory obligations

Upon termination of services, personal data is securely deleted or returned in accordance with contractual terms, unless retention is required by law.

14. Individual Rights

Subject to applicable law, individuals may have the right to:

• Access their personal data
• Request correction or update
• Request deletion
• Restrict or object to processing
• Withdraw consent (where applicable)

Requests relating to data processed on behalf of a client should be directed to the applicable data controller. Conexis will support controllers in fulfilling such requests as required by law.

15. Cookies and Website Analytics

Conexis uses cookies and similar technologies on its website to:

• Enable basic functionality
• Analyze website usage
• Improve user experience

Visitors may manage cookie preferences through browser settings.

16. Security Measures

Conexis maintains administrative, technical, and organizational safeguards designed to protect personal data against unauthorized access, loss, misuse, or disclosure, including:

• Role-based access controls
• Encryption in transit and at rest (where applicable)
• Monitoring and logging
• Incident response and recovery procedures

17. Changes to This Privacy Policy

Conexis may update this Privacy Policy from time to time. Updates will be posted on our website with a revised “Last Updated” date.

18. Contact Information

For questions about this Privacy Policy or privacy practices, please contact:

Privacy Officer

Wayne Burgess: COO
www.conexisvmssoftware.com

Feedback and Suggestions
Conexis encourages feedback and suggestions for improvement. Any feedback or suggestions submitted become the property of Conexis.

Contacting the web site
If you have any questions about this privacy statement, the practices of this site, or your dealings with this web site, send us an e-mail at: support@conexis.io.

Conexis Accessibility Statement
Conexis has made every effort to make its website accessible for everyone, regardless of web browser type, and any disabilities you may have.

The Conexis website was designed and continues to be upgraded to account for visitors who are visually impaired or blind. It is currently being tested for compatibility with popular screen reading software. Preliminary results demonstrate compatibility.

Contact Us for Help
While every effort is made to keep all of the content on this website accessible to all visitors, please contact support@conexis.io if you find any information on this website that you cannot access.