Privacy Policy for Brent-HRIS

1. Introduction

This Privacy Policy describes how Brent-HRIS ("we," "our," or "the System") collects, uses, stores, and protects personal information of employees and applicants. We are committed to protecting your privacy and handling your personal data in accordance with applicable data protection laws.

2. Information We Collect

2.1 Personal Information

We collect and process the following categories of personal information:

• Basic Identity Information: Full name, date of birth, gender, nationality, photographs
• Contact Information: Email address, phone number, home address, emergency contact details
• Employment Information: Job title, department, employment dates, work location, employee ID, salary and compensation details, performance reviews, attendance records
• Identification Documents: Government-issued IDs, tax identification numbers, social security numbers
• Financial Information: Bank account details for payroll, tax withholding information
• Educational Background: Degrees, certifications, training records
• Health Information: Medical leave records, disability accommodations (when applicable and with consent)
• System Usage Data: Login times, IP addresses, system activity logs

2.2 Information from Third Parties

We may receive information about you from:

• Background check providers (with your consent)
• Previous employers (for reference checks)
• Government agencies (for compliance purposes)

3. How We Use Your Information

We use your personal information for the following purposes:

• Employment Management: Processing payroll, managing benefits, tracking attendance and leave
• Performance Management: Conducting performance reviews, managing career development
• Compliance: Meeting legal and regulatory requirements, tax reporting, audit purposes
• Communication: Sending work-related notices, updates, and announcements
• Security: Protecting system integrity and preventing unauthorized access
• Analytics: Generating workforce reports and insights (in aggregated, anonymized form)

4. Legal Basis for Processing

We process your personal data based on:

• Contractual Necessity: To fulfill our employment contract with you
• Legal Obligation: To comply with labor laws, tax regulations, and other legal requirements
• Legitimate Interest: To manage our workforce effectively and maintain system security
• Consent: For specific purposes where we have obtained your explicit consent

5. Data Sharing and Disclosure

We may share your personal information with:

5.1 Internal Access

• HR personnel and authorized managers who need access to perform their job functions
• IT administrators for system maintenance and security purposes

5.2 External Parties

• Payroll Providers: To process salary payments
• Government Agencies: As required by law (tax authorities, labor departments)
• Benefits Providers: Insurance companies, retirement fund administrators
• Legal and Professional Advisors: When necessary for legal compliance or advice
• Service Providers: Third-party vendors who assist with HR functions (under strict confidentiality agreements)

We do not sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encryption of data in transit and at rest
• Access controls and authentication mechanisms
• Regular security audits and updates
• Employee confidentiality agreements
• Secure backup and disaster recovery procedures
• Network security measures including firewalls and intrusion detection

7. Data Retention

We retain your personal information for as long as:

• You are employed with the organization
• Required by applicable laws and regulations (typically 7 years after employment termination for most records)
• Necessary for legitimate business purposes (such as defending legal claims)

After the retention period, we securely delete or anonymize your personal information.

8. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of your personal information we hold
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Restriction: Request restriction of processing in certain circumstances
• Portability: Request transfer of your information to another system
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact our HR department or Data Protection Officer.

9. Data Transfers

If we transfer your personal information outside your country of residence, we ensure appropriate safeguards are in place through:

• Standard contractual clauses
• Data protection agreements with service providers
• Compliance with applicable cross-border data transfer regulations

10. Cookies and Tracking

Brent-HRIS uses essential cookies to:

• Maintain your login session
• Remember your preferences
• Ensure system security

We do not use marketing or advertising cookies in this system.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes through the system or via email. The "Last Updated" date at the top indicates when the policy was last revised.

12. Children's Privacy

Brent-HRIS is intended for use by employees and authorized personnel only. We do not knowingly collect information from individuals under 18 years of age.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact:

14. Supervisory Authority

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with your local data protection supervisory authority.

Acknowledgment

By using Brent-HRIS, you acknowledge that you have read, understood, and agree to this Privacy Policy.