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Privacy Policy 1. Introduction2. Scope3. Information We Collect4. How We Use Information5. Legal Basis for Processing6. Data Access and Sharing7. Data Security8. Data Retention9. Employee Rights10. Confidentiality of Credentials11. Updates to This Policy

Privacy Policy

1. Introduction

This Privacy Policy describes how [Company Name] collects, uses, stores, and protects personal information through the Internal Human Resources (HR) Application (“HR App”). The HR App is intended solely for use by authorized employees, managers, and HR personnel to manage employment-related information and administrative processes.

By using the HR App, users acknowledge and agree to the practices described in this Privacy Policy.

2. Scope

This policy applies to:

  • Employees
  • Contractors
  • Interns
  • HR personnel
  • Authorized administrators

who access or use the HR App.

This policy covers personal information processed within the HR App during the course of employment and HR administration.

3. Information We Collect

The HR App may collect and process the following categories of information:

3.1 Personal Identification Information

  • Full name
  • Employee ID
  • Date of birth
  • National ID or government identification number
  • Gender
  • Photograph (if applicable)

3.2 Contact Information

  • Home address
  • Phone number
  • Email address
  • Emergency contact details

3.3 Employment Information

  • Job title
  • Department
  • Manager information
  • Employment history
  • Work location
  • Employment start and end dates

3.4 Payroll and Financial Information

  • Salary details
  • Bank account information
  • Tax identification numbers
  • Compensation and benefits information

3.5 Attendance and Performance Information

  • Leave records
  • Attendance data
  • Performance reviews
  • Disciplinary records
  • Training records

3.6 System Usage Information

The HR App may collect certain system and usage-related information to ensure security, accountability, and proper system operation. This may include:

  • Login timestamps
  • IP address
  • Device information
  • System activity logs
  • Location data when employees mark attendance, used solely to verify attendance location where applicable
  • Login photo capture (future feature) for identity verification and security purposes

Location information is collected only during attendance actions and is used to confirm the user's presence at the required work location. Any future photo capture functionality will be used strictly for authentication, security monitoring, and prevention of unauthorized access.

4. How We Use Information

The collected information is used for the following purposes:

  • Managing employee records
  • Payroll processing and compensation administration
  • Leave and attendance management
  • Performance evaluation and career development
  • Internal communication 
  • HR reporting and analytics 
  • System administration and technical support

5. Legal Basis for Processing

Where applicable, personal data is processed based on:

  • Employment contract obligations
  • Legal or regulatory compliance
  • Legitimate business interests
  • Employee consent (where required)

6. Data Access and Sharing

Access to employee data within the HR App is restricted and role-based.

Information may be accessed by:

  • HR department staff
  • Authorized managers
  • System administrators
  • Finance or payroll personnel

Personal information may also be shared with:

  • Government authorities when required by law
  • Payroll or benefits service providers
  • Auditors or legal advisors

All third parties are required to maintain appropriate confidentiality and data protection measures.

7. Data Security

[Company Name] implements appropriate technical and organizational measures to protect personal data, including:

  • Role-based access control
  • Authentication and authorization mechanisms
  • Data encryption where applicable
  • Secure network infrastructure
  • Activity logging and monitoring
  • Regular security assessments

Despite these safeguards, no system can guarantee absolute security.

8. Data Retention

Employee information is retained for as long as necessary to:

  • Fulfill employment and HR management purposes
  • Comply with legal, tax, or regulatory requirements
  • Resolve disputes and enforce company policies

When data is no longer required, it will be securely deleted or anonymized.

9. Employee Rights

Employees may have rights regarding their personal data, including:

  • Access to their personal information
  • Request correction of inaccurate data
  • Request deletion where legally permitted
  • Request restriction of processing in certain circumstances

Requests should be submitted to the HR department.

10. Confidentiality of Credentials

Users are responsible for maintaining the confidentiality of their HR App login credentials. Any unauthorized access or suspected security issue must be reported immediately to the system administrator or HR department.

11. Updates to This Policy

Blazon Group may update this Privacy Policy periodically. When updates occur, the revised version will be made available through the HR App or internal communication channels.