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Privacy Policy - EmployeeConnect HRIS
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Data Protection and Privacy Policy

Last updated: 4 January 2024 | Version: 1.1

This Privacy Policy explains our policies and practices regarding the collection, use, storage, and disclosure of your personal information by EmployeeConnect. We want you to feel secure when visiting our website and are committed to maintaining your privacy when doing so. The information below provides an overview of how we protect your privacy.

 

Scope

This policy applies to all personal data processed by EmployeeConnect, encompassing data collected through our website, software, and any other service we offer. It addresses data from clients, employees, and any other individual whose data we handle.

 

Collection of Information

EmployeeConnect is committed to maintaining the confidentiality and security of data collected through our HR and payroll software solutions. This framework details our approach to gathering and utilising information in the provision of our services.

 

Types of Data Collected

Our data collection encompasses two primary categories:

 

User-Provided Data

Direct Submissions: When customers and authorised individuals engage with our services, they routinely input data essential for the functionality of these services, such as personal and professional information.

 

Operational Data

Interaction Records: Use of our services creates a trail of operational data, revealing patterns and preferences in user engagement. This includes logs of accessed features and actions executed within the service environment.

System Logs: Automated data collection occurs through our service infrastructure, capturing information like system access records, user activity times, and browser-related details.

Hardware Information: We gather details about the hardware used to access our services, such as the type of device, operating system specifics, unique identifiers, and any incident reports like crashes.

Geographical Indicators: We derive geographical information indirectly through user-provided data, such as organisational addresses, or directly via technological means like IP address analysis.

Web Technologies: Our services employ cookies and similar tools to facilitate user interaction. These technologies also include third-party elements that might aggregate data for broader analytical purposes.

External Data Sources: We enrich our data sets with information obtained from external parties, including corporate affiliates and market research. This might include generalized data like geographical trends or specific campaign performance metrics.

Voluntary Contributions: Additional data is obtained when users interact with various aspects of our services, such as participating in community events, seeking support, or engaging with our digital media platforms

Cookies: We collect information directly through response forms that you choose to complete. We may also collect information indirectly through the use of cookies. The cookies we use identify you only as a number. “Persistent” cookies are stored on your computer and used in subsequent visits to our sites. “Session” cookies exist only for a specific visit. You can disable your computer from accepting one or both cookie types by changing the settings in preferences or options menu in your browser.

 

Data Utilisation

EmployeeConnect is committed to responsibly using the data collected through our services in alignment with our users’ directives, our service agreements, and the legal framework. This strategy outlines our approach to data utilisation, ensuring compliance and enhancing our service offerings. EmployeeConnect’s practices in information sharing and disclosure are designed to respect client autonomy, legal obligations, and the safety and security of all parties involved.

 

Usage of Customer Data

Customer data is utilised in accordance with:

User Directives: This includes following the specific instructions and settings configured by the user within our services.

Service Level Agreement Terms: Adhering to terms outlined in our Software as a Service Agreement.

Legal Obligations: Compliance with applicable laws and regulations.

EmployeeConnect operates across various global locations, including Australia, New Zealand, United States, Canada, Hong Kong, Singapore, ensuring a broad service reach.

In this structure, EmployeeConnect functions as a data processor, with the customer retaining the role of data controller. This means customers have the authority to manage access, roles, settings, and overall data policy application within the service.

 

Utilisation of Other Information

Our approach to utilising Other information is grounded in legitimate operational interests, which includes:

Service Maintenance and Protection: Utilizing data to support service delivery, address technical issues, and safeguard our services.

Legal Compliance: Adhering to legal and regulatory requirements.

User Communication: Responding to user inquiries and feedback.

Service Enhancement: Improving functionality and user experience, such as refining search capabilities, customizing user experience, and developing new features or products.

Communications: Sending administrative, technical, and service-related communications, which are intrinsic to our services. We also send marketing communications, which users can opt-in or out of according to their preferences.

Administrative Purposes: For tasks like invoicing, account management, and tracking payments.

Security Measures: Investigating and preventing security concerns and potential abuse.

 

Aggregated and De-identified Information

If the data is aggregated or de-identified to the point where it is no longer associated with an identifiable person, it may be used for any business purpose. When data is still associated with an identifiable person and considered personal data under applicable law, it is managed in accordance with our Data Privacy & Protection Policy.

 

Data Sharing and Disclosure Practices

EmployeeConnect maintains a transparent approach to how we share and disclose information. Our clients set their policies regarding information sharing, and we do not govern how they or other third parties manage information disclosure.

 

Guidelines for Information Sharing and Disclosure

Client-Directed Sharing: We share and disclose Customer Data strictly as per the client’s instructions, within the bounds of our Software as a Service Agreement, and in line with legal obligations and processes.

Access by Client Representatives: Clients may have varying levels of access to modify or control the visibility of information, depending on their role or security level within the organization.

Engagement with External Entities: To support our business, we partner with third-party service providers who may process information. Our policy includes detailed information on these subprocessors to ensure transparency.

Information Transfer in Business Changes: In events like mergers, acquisitions, or reorganization, information may be shared or transferred, safeguarded by standard confidentiality agreements.

Aggregated or Anonymized Data: We may use or share aggregated or de-identified information for various purposes, such as research or as part of new product features offering anonymized comparative performance metrics.

Disclosure under Lawful Requests: If legally requested, we may disclose information in compliance with laws and regulations, including data breach notifications as per applicable legislation.

Security and Legal Rights Enforcement: We may share information to protect our rights, prevent fraud, or ensure safety, including the enforcement of contracts and policies, or addressing fraud and security issues.

Sharing with Consent: Information may be shared with third parties upon receiving explicit consent for such sharing.

 

Security

The security of your personal information is important to EmployeeConnect and we take appropriate steps to maintain security of your personal information. The open nature of the internet is such that data may flow over networks without security measures, and may be accessed and used by people other than those for whom the data is intended. While this is out of our control, we aim to apply appropriate levels of security at all times. We use industry standard technologies and maintain current security standards to ensure that your personal information is protected against unauthorized access, disclosure, inappropriate alteration, or misuse. Electronic and paper-based customer files are kept in a secured environment with restricted access.

We manage our server environment appropriately and our firewall infrastructure is strictly adhered to. We routinely employ current technologies to ensure that the confidentiality and privacy of your information is not compromised. Our websites use Secure Socket Layer (SSL) to enhance security. SSL is the industry standard technology for protecting and maintaining the security of message transmissions over the internet. When you access your accounts or send information from secured sites, encryption will scramble your data into an unreadable format to inhibit unauthorized access by others.

 

Updating this Privacy Policy

Any changes to our Privacy Policy and information handling practices will be acknowledged in this Privacy Policy in a timely manner. We may add, modify, or remove portions of this Privacy Policy when we believe it is appropriate to do so. You may determine when we last updated it by referring to the modification date found at the bottom of this Privacy Policy.

 

Additional Information

We value your trust, & we want to maintain your privacy and work with you to ensure that this website, and the information and services we provide to you, are a valuable resource for you. If you would like more information about EmployeeConnects approach to privacy, or would like to find out what information we hold about you, please contact us:

E-mail : info@employeeconnect.com.au

If you would like more information about privacy laws in general please contact:

The Privacy Commissioner
Office of the Federal Privacy Commissioner
1300 363 992
http://privacy.gov.au
privacy@privacy.gov.au