Privacy Policy

Effective Date: 2025-06-14
Last Updated: 2025-06-14

1. Introduction

Welcome to our Employee Self Service (ESS) platform ("ESS", "we", "our", or "us"). This Privacy Policy describes how we collect, use, store, and protect your personal information when you use the ESS application.

ESS is an Employee Self Service and HR portal designed for use by authorized employees within a specific organization. The platform enables employees to manage personal data such as leaves, timesheets, and reimbursements, and assists HR teams in managing employees, projects, and organizational data.

2. Scope

This Privacy Policy applies only to users (employees and HR personnel) who are granted access to ESS by their employer (the organization). Access to ESS is restricted to authorized users only. If you are not an employee of a registered organization using ESS, you are not permitted to use the platform.

3. Information We Collect

We collect the following types of personal and organizational data:

a. User Information (provided by your employer):

• Full name
• Email address
• Employee ID
• Role/designation
• Department
• Date of joining

b. Self-Managed Information:

• Leave applications and balances
• Timesheet entries
• Reimbursement details
• Personal contact details (if optionally updated)
• Uploaded documents (e.g., receipts, certificates)

c. Usage Data:

• Login timestamps
• Actions performed within the app (e.g., leave applied, timesheet updated)
• Device and browser information (for audit/log purposes)

4. How We Use the Information

We use your data to:

• Provide access to ESS features based on your role
• Maintain internal employee records
• Enable HR functions such as attendance tracking, reimbursement processing, and project allocation
• Respond to support requests and ensure security
• Generate organizational reports and metrics

5. Data Sharing and Disclosure

We do not sell, rent, or share your personal information with third parties for marketing purposes.

Your information may be shared:

• With your employer (organization admins and HR)
• With authorized personnel as per organizational hierarchy
• With legal authorities, if required by law or court order

6. Data Security

We implement appropriate technical and organizational security measures to safeguard your personal data against unauthorized access, loss, or alteration. Access to ESS is restricted by authentication mechanisms and activity is logged for traceability.

7. Data Retention

We retain user data for as long as the organization maintains an active account with ESS. Upon termination of the account or deletion request by the organization admin, data will be permanently deleted in accordance with our data deletion policy.

8. Your Rights

As an employee using ESS:

• You may view and update your profile information
• You may request correction of inaccurate data (via your HR/admin)
• Data deletion or deactivation requests should be routed through your organization's HR/admin team

9. Changes to This Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated to your organization, and continued use of the app after changes implies acceptance.