Last updated: July 28, 2026
This Privacy Policy describes how EmPortal ("the Platform") collects, uses, stores, and protects information relating to employees, contractors, and authorized users in connection with internal workforce management. By using the Platform, you acknowledge the practices described in this policy.
We collect information necessary to administer employment and workforce operations across EmPortal's modules, including: (a) identity and contact details — name, employee number, email, phone number, work location, branch, department; (b) attendance & leave data — clock-in/out records (including biometric device taps), shift assignments, leave requests and balances, holiday calendars; (c) timesheets & tasks — logged hours, project/task assignments, task status and history; (d) performance data — appraisal ratings, self/manager reviews, skill records and endorsements, training/course completions; (e) talent & recruitment data — for candidates: résumés, interview feedback, offer details, stage history; for employees involved in hiring: interviewer notes and approvals; (f) workplace operations data — asset assignments (laptops, equipment), workspace/meeting room bookings, support ticket history; (g) exit & resignation data — resignation requests, exit interview responses, clearance status, where applicable; (h) system usage data — login history, IP address, device/browser information, and in-app activity logs for security and audit purposes; and (i) any documents you voluntarily upload (e.g. certifications, ID proofs) as part of HR processes.
Information collected is used strictly for legitimate business and employment-related purposes, including: payroll and compensation processing; attendance, leave, and timesheet administration; performance management and appraisals; recruitment and hiring decisions (for candidate data); skill and training tracking; asset and workspace resource allocation; support ticket resolution; exit/offboarding processing; internal reporting and analytics dashboards; security monitoring and audit trails; and compliance with applicable labor, tax, and regulatory requirements. Access to your data within the organization is restricted based on role (e.g. your reporting manager, HR, recruiters for candidate data, and system administrators) on a need-to-know basis.
Data is stored on secured servers with access controls, encryption in transit, and role-based permissions. Records are retained for as long as your employment/engagement is active, and thereafter for a period required to satisfy legal, tax, audit, or regulatory obligations, after which data is archived or securely deleted in accordance with the organization's data retention schedule.
The Platform integrates with select third-party services to support core functionality, which may include: identity providers (e.g. Microsoft Azure AD, Google Workspace) for authentication; payroll/HRMS platforms (e.g. Keka) for payroll and leave data reconciliation; biometric/attendance devices for physical attendance capture; and cloud infrastructure and storage providers for hosting. These providers process data solely to deliver the relevant service and are bound by confidentiality and data protection obligations consistent with this policy. We do not sell or rent your personal data to third parties for marketing purposes.
We implement industry-standard technical and organizational safeguards, including access-control policies, encrypted connections (HTTPS/TLS), role-based access restrictions, and monitoring of system access, to protect against unauthorized access, alteration, disclosure, or destruction of data. While we take reasonable measures to protect information, no system can be guaranteed 100% secure; you are responsible for keeping your own login credentials confidential.
Subject to applicable law and internal HR policy, you may: request access to the personal data held about you; request correction of inaccurate or incomplete data; request clarification on how your data is used; and raise concerns about data handling with HR or IT administration. Certain records (e.g. statutory payroll and compliance records) may be retained regardless of such requests where required by law.
As part of legitimate workplace administration, the Platform may log attendance timestamps, system access, and usage activity. Such monitoring is conducted transparently, proportionately, and solely for business, security, and compliance purposes — not for surveillance beyond what is necessary for workforce administration.
This Privacy Policy may be updated periodically to reflect changes in our data practices, legal requirements, or the Platform's functionality. The "Last updated" date above reflects the most recent revision. Material changes will be communicated through the Platform or via internal announcements.
For questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact your HR department or IT administration team.