Privacy Policy
Effective Date: [14/06/2025]
Last Updated: [14/06/2025]
1. Introduction
This Privacy Policy explains how [Company Name] ("we", "our", or "us") collects, uses, stores, and protects personal data through our internal Employee Customer Relationship Management (CRM) system. The CRM is used to manage employee records and support HR and operational functions.2. Scope
This policy applies to all employees, contractors, and authorized users of the Employee CRM system.3. Information We Collect
The CRM may collect and process the following categories of personal information:
Last Updated: [14/06/2025]
1. Introduction
This Privacy Policy explains how [Company Name] ("we", "our", or "us") collects, uses, stores, and protects personal data through our internal Employee Customer Relationship Management (CRM) system. The CRM is used to manage employee records and support HR and operational functions.2. Scope
This policy applies to all employees, contractors, and authorized users of the Employee CRM system.3. Information We Collect
The CRM may collect and process the following categories of personal information:
- Personal Identification: Full name, employee ID, photo, date of birth
- Contact Details: Email address, phone number, address
- Employment Information: Job role, department, reporting manager, status
- Performance & HR Data: Appraisals, goals, attendance, leave records
- System Data: Login records, user activity logs, IP addresses
- Additional Notes: Comments, documents, or attachments submitted or uploaded within the CRM
4. How We Use the Information
We use employee data for purposes such as:
We use employee data for purposes such as:
- Human resources management (e.g., attendance, performance)
- Workflow and task tracking
- Communication and team collaboration
- Legal compliance and reporting
- Internal analytics and improvement of HR operations
5. Legal Basis for Processing
We process employee data based on:
We process employee data based on:
- Contractual necessity (employment obligations)
- Legal requirements (e.g., labor law compliance)
- Legitimate interests (HR administration, IT security)
- Employee consent (when required for non-essential data)
6. Data Sharing
We may share employee data with:
We may share employee data with:
- Internal departments (HR, IT, Managers)
- External service providers (e.g., CRM hosting, cloud storage), under strict confidentiality agreements
- Government or legal authorities if required by law
We do not share your data for commercial or marketing purposes.7. Data Security
We implement industry-standard security controls, including:
We implement industry-standard security controls, including:
- Encrypted data storage
- Role-based access control
- Secure user authentication
- Regular audits and monitoring
8. Data Retention
Employee data is retained:
Employee data is retained:
- For the duration of employment
- As required by applicable laws after termination (e.g., payroll, legal records)
- For internal analysis, only in anonymized or aggregated form
9. Account Deletion
If your employment ends or if you request removal of your account, we will take the following steps:
If your employment ends or if you request removal of your account, we will take the following steps:
- Deactivation: Your account will be deactivated and access removed.
- Retention for Legal Purposes: Some data (e.g., payroll, compliance records) may be retained as required by law.
- Permanent Deletion: Personal and CRM-specific data not subject to legal retention will be deleted within [e.g., 30/60/90] days of your request or termination date.
To request account deletion, contact HR or the Data Protection Officer at [Insert Contact Info].10. Your Rights
You may:
You may:
- Access your data stored in the CRM
- Request corrections or updates
- Request deletion (as noted above)
- Object to certain types of processing
- File a complaint with a data protection authority