1. Introduction

Welcome to Employko, an advanced Human Resources Information System (HRIS) designed to streamline HR operations, personnel management, leave management, and other essential HR activities. We are committed to protecting your privacy and handling your personal data with the utmost care and transparency.

This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our platform. By using Employko, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

Employko collects various types of information to provide and improve our HR management services:

2.1 Personal Information

• Employee Data: Name, email address, phone number, date of birth, address, job title, department, hire date, employee ID
• Authentication Information: Username, password (encrypted), security questions
• Employment Records: Work history, salary information, performance reviews, training records
• Leave Management: Vacation requests, sick leave, time-off balances
• Documents: Contracts, certificates, identification documents (as required by law)

2.2 Usage Information

• Device information (device type, operating system, browser type)
• IP address and location data
• Log files and usage patterns
• Session information and authentication tokens

2.3 Celebration Data

We collect and display information about employee birthdays and work anniversaries to foster a positive workplace culture. This information is cached and displayed on the dashboard for authorized personnel.

3. How We Use Your Information

We use the collected information for the following purposes:

• HR Management: Managing employee records, payroll, benefits, and performance evaluations
• Leave Management: Processing and tracking vacation requests, sick leave, and time-off balances
• Authentication & Security: Verifying user identity and maintaining secure access to the platform
• Communications: Sending notifications, updates, and important HR-related information
• Analytics: Improving our services, analyzing usage patterns, and optimizing system performance
• Compliance: Meeting legal and regulatory requirements
• Employee Engagement: Displaying celebrations like birthdays and work anniversaries

4. Data Storage and Security

We implement industry-standard security measures to protect your personal information:

• Encryption: All sensitive data is encrypted both in transit (SSL/TLS) and at rest
• Access Controls: Role-based access control ensures that only authorized personnel can access specific data
• Authentication: JWT (JSON Web Token) authentication with automatic token expiration and refresh mechanisms
• Caching: We use Redis for caching certain data (like employee celebrations) to improve performance, with automatic cache invalidation when data changes
• Regular Audits: We conduct regular security audits and updates to maintain the highest security standards
• Backup: Regular data backups to prevent data loss

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Employee data is typically retained for the duration of employment and for a period thereafter as required by local labor laws and regulations.

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

• Within Your Organization: Authorized HR personnel and managers with legitimate business needs
• Service Providers: Third-party service providers who assist in operating our platform (hosting, payment processing, etc.)
• Legal Requirements: When required by law, court order, or governmental authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Protection: To protect the rights, property, or safety of Employko, our users, or others

7. Your Rights

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

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Data Portability: Request a copy of your data in a structured, machine-readable format
• Objection: Object to certain processing activities
• Restriction: Request restriction of processing in certain circumstances

To exercise any of these rights, please contact your organization's HR department or reach out to us directly at support@eurekasoft.eu.

8. Cookies and Tracking Technologies

Employko uses cookies and similar tracking technologies to enhance user experience, maintain sessions, and analyze usage patterns. You can control cookie settings through your browser, but please note that disabling cookies may affect the functionality of the platform.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable data protection laws.

10. Children's Privacy

Employko is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.

11. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal and regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

12. GDPR Compliance (For EU Users)

For users in the European Union, we comply with the General Data Protection Regulation (GDPR). We process your personal data on the following legal bases:

• Contract Performance: To fulfill our employment contract obligations
• Legal Obligation: To comply with legal and regulatory requirements
• Legitimate Interest: For our legitimate business interests, such as improving our services
• Consent: Where you have provided explicit consent

13. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

14. Consent

By using Employko, you consent to the collection, use, and processing of your personal information as described in this Privacy Policy. If you do not agree with this policy, please do not use our platform.