At ESS Utumishi, your privacy is a top priority. This Privacy Policy outlines how we collect, use, protect, and share the personal information you provide while using the platform. By accessing and using ESS Utumishi, you consent to the practices described in this policy. Our goal is to ensure that your personal data is handled securely and transparently in compliance with all relevant laws and regulations.
Information We Collect
When you use ESS Utumishi, we collect and store specific personal information necessary to provide you with our services. This may include:
- Personal Details: Such as your full name, ID number, date of birth, and contact information.
- Employment Information: Including job title, department, salary details, leave records, and performance appraisals.
- System Data: Such as login credentials, IP address, and device information for security purposes.
This information is collected either directly from you during registration and use of the portal or indirectly through your HR department.
How We Use Your Information
The information collected on ESS Utumishi is used solely for the purpose of facilitating HR-related services and improving user experience. Specifically, we use your data to:
- Provide access to personal records, including payslips, leave balances, and performance appraisals.
- Process your leave applications, job applications, and other employment-related requests.
- Ensure accurate record-keeping for compliance with government regulations.
- Enhance platform security by monitoring login activity and detecting unauthorized access.
- Communicate important updates or announcements related to your employment.
Data Protection and Security
ESS Utumishi employs robust security measures to protect your personal data from unauthorized access, loss, or misuse. These measures include:
- Encrypted communication channels to safeguard data transmission.
- Secure login processes, including password protection and session timeouts.
- Regular system audits and updates to address potential vulnerabilities.
While we make every effort to protect your data, users are also responsible for maintaining the confidentiality of their login credentials. Avoid sharing your password with others and log out after each session, especially when using shared devices.
Sharing of Information
ESS Utumishi does not sell or share your personal information with unauthorized third parties. However, your data may be shared in the following circumstances:
- With Your Employer: For HR purposes, such as updating records or addressing queries.
- With Government Authorities: When required by law for compliance, auditing, or reporting purposes.
- With Service Providers: Trusted third-party vendors who assist with technical maintenance and system functionality.
All data sharing is conducted under strict agreements to ensure that your information is used responsibly and securely.
Your Rights
As a user of ESS Utumishi, you have the right to:
- Access Your Information: View and verify the personal data stored in the system.
- Request Corrections: Notify HR of any inaccuracies in your personal or employment information.
- Withdraw Consent: Limit the processing of certain data, where applicable.
- Raise Concerns: Report data privacy concerns or breaches to the designated authorities.
Retention of Information
Your personal information will be retained in the ESS Utumishi system for as long as necessary to fulfill the purposes outlined in this policy. Records may also be archived to comply with legal and regulatory obligations.
Changes to This Policy
ESS Utumishi reserves the right to update this Privacy Policy to reflect changes in our practices, legal requirements, or system functionality. Any updates will be posted on the platform, and you will be notified of significant changes.