HRMS Privacy Policy | United Facilities & Logistics Pvt. Ltd.

Section 01

Introduction & Overview

United Facilities & Logistics Pvt. Ltd. operates the United HR App — a proprietary Human Resource Management System (HRMS) designed to manage corporate workforce operations, attendance, leave requests, employee engagement, and transport service administration across our enterprise locations.

This Privacy Policy establishes the standards and regulatory practices governing the collection, processing, protection, and retention of personal data collected from full-time employees, contractual personnel, field executives, and administrative staff who use the mobile application and linked web portals.

Applicability Scope:

This policy applies universally to all registered users accessing the HRMS platform across mobile applications (iOS and Android) and secure internal web dashboards.

Section 02

Information We Collect

To maintain accurate personnel records and facilitate daily HR operations, we collect specific categories of personal data submitted directly by employees or generated through app usage:

1. Personally Identifiable Information (PII)

Full Legal Name, Employee Code, Job Designation, Assigned Department, Work Email Address, Contact Numbers, Emergency Contact Details, and Official Profile Avatar.

2. HR, Attendance & Operational Data

Daily clock-in/out timestamps, precise GPS coordinates (captured only during check-in for verified on-site/field duty attendance), leave applications, salary slips, performance evaluations, work anniversary records, and date of birth details utilized for internal workplace engagement and birthday greetings.

3. Technical & Device Diagnostic Data

IP address, mobile device hardware model, operating system version, unique device identifier (UUID), network connectivity status, application error logs, and activity timestamps.

Section 03

Purpose & Legal Basis of Data Processing

We process employee personal data exclusively for lawful employment, organizational, and operational necessity, including:

Attendance & Shift Logistics Verification of duty hours, site check-ins, and shift scheduling.

Leave & Absence Workflows Automated processing and managerial sign-offs for leave requests.

Payroll Support & Verification Providing accurate attendance inputs for wage calculation and tax compliance.

Internal Communication Displaying colleague directories, work anniversaries, and birthday greetings.

Section 04

Data Sharing & Disclosure Policy

Strict Guarantee: We value employee trust. United Facilities & Logistics Pvt. Ltd. does not sell, rent, trade, or commercialize employee personal information with external advertisers under any circumstances.

Disclosures are limited strictly to the following controlled operational scenarios:

Internal Administrative Personnel: Accessible only to authorized HR managers, payroll officers, and departmental leads who require data for employment management.

Cloud Infrastructure & IT Service Providers: Managed enterprise cloud storage (e.g., AWS / Google Cloud) operating under signed Data Processing Agreements (DPAs) and strict security protocols.

Legal & Statutory Mandates: Disclosures mandated by applicable labor regulations, court orders, or government inspection authorities.

Section 05

Technical & Organizational Security Safeguards

Aligned with our ISO 9001:2015 quality standards, we enforce rigorous physical and digital controls to shield employee data against unauthorized access, loss, or alteration.

AES-256 & TLS 1.3

End-to-end data encryption in transit and at rest.

Role-Based Access Controls

Strict permission tiers with multi-factor authentication.

Routine Security Audits

Periodic vulnerability testing and system health scans.

Section 06

Data Retention & Archival Protocols

We store employee personal data only for the timeframe necessary to fulfill employment obligations and fulfill legal requirements:

Active Employment: Personnel records, attendance, and leave histories remain active throughout employment tenure.
Post-Separation Archival: Upon employment termination, records are archived for statutory durations as required by labor laws, tax codes, and auditing standards.
Secure Disposal: Data exceeding required statutory retention limits is permanently purged from active databases and backup logs using certified sanitization protocols.

Section 07

Employee Rights & Data Access Procedure

Employees maintain specific rights regarding their personal information stored within the HRMS application:

Right to Inspect Access profile records, leave histories, and attendance logs directly inside the app.

Right to Rectification Request updates or corrections to outdated or inaccurate personal contact details via HR.

Section 08

Third-Party Integrations & External Links

The HRMS app may interface with third-party software utilities (e.g., enterprise mapping APIs for site navigation, corporate banking gateways, or insurance portals). United Facilities & Logistics Pvt. Ltd. is not responsible for the privacy practices of external websites linked through these integrations. We encourage employees to read third-party privacy notices prior to submitting sensitive information.

Section 09

Mobile Telemetry & Session Tokens

The application utilizes secure, temporary encrypted session tokens rather than standard tracking cookies to preserve user authentication state across app restarts. Anonymous performance crash reports are monitored solely to correct application errors and maintain system stability.

Privacy Policy