1. Permissions Used
Our application requires certain permissions to function properly.
We only request permissions that are essential for providing our
services:
Camera Permission
Purpose: The camera permission is used
exclusively for:
- Capturing employee profile photos during onboarding
-
Attendance verification through facial recognition or photo
capture
- Document scanning for HR records
Note: Camera access is only activated when you
explicitly choose to take a photo or verify attendance. We never
access your camera without your consent.
Storage Permission
Purpose: Storage permission allows us to:
- Upload and store profile images and employee documents
-
Save important HR documents such as certificates, IDs, and
contracts
-
Access files that you choose to upload to your employee profile
- Cache data for offline access and improved performance
Note: We only access files that you explicitly
select for upload. Your other files remain private and
inaccessible to the application.
2. Data Collection
To provide comprehensive HRMS functionality, we collect and process
the following employee information:
Personal Information
-
Basic Details: Full name, employee ID, date of
birth, gender
-
Contact Information: Email address, phone number,
emergency contacts
-
Address Information: Current and permanent
residential addresses
-
Identity Documents: Government-issued ID numbers
(as required by law)
Employment Information
-
Job Details: Department, designation, job title,
reporting manager
-
Employment History: Date of joining, employment
status, previous work experience
-
Compensation: Salary information, benefits,
deductions (for payroll processing)
Attendance & Leave Data
-
Attendance Records: Clock-in/clock-out times,
work hours, location data (if applicable)
-
Leave Information: Leave applications, leave
balances, leave history
-
Time-Off Requests: Vacation days, sick leave,
personal time off
Performance & Training Data
-
Performance Metrics: KPIs, performance reviews,
goals and objectives
-
Training Records: Completed courses,
certifications, skill assessments
-
Feedback: Manager feedback, peer reviews,
self-assessments
Documents & Files
- Profile photographs
- Educational certificates and degrees
- Previous employment letters and experience certificates
- Government-issued identification documents
- Bank account details (for salary disbursement)
- Tax-related documents
Important:
All data collected is essential for HRMS functionality and is
processed in accordance with applicable data protection laws.
3. Data Usage
We use your information exclusively for internal company HR
management purposes, including:
-
Employee Management: Maintaining accurate
employee records and facilitating HR operations
-
Attendance Tracking: Recording and monitoring
employee attendance, work hours, and time-off
-
Payroll Processing: Calculating salaries,
processing payments, managing deductions and benefits
-
Leave Management: Processing leave requests,
tracking leave balances, and managing approvals
-
Performance Management: Conducting performance
reviews, tracking goals, and managing feedback
-
Compliance: Meeting legal and regulatory
requirements, including tax filings and labor law compliance
-
Communication: Sending work-related
notifications, updates, and important announcements
-
Analytics & Reporting: Generating internal
reports for management decision-making (all data is anonymized
where appropriate)
-
Training & Development: Managing training
programs, tracking skill development, and career progression
Our Commitment:
We do not use your data for marketing purposes, sell it to third
parties, or use it for any purpose unrelated to HR management.
4. Data Sharing
We value your privacy.
Ooho! HRMS does not share, sell,
rent, or trade employee data with any third parties for commercial
purposes.
Limited Sharing Scenarios
We may share your information only in the following limited
circumstances:
-
Legal Compliance: When required by law, court
order, or government regulations (e.g., tax authorities, labor
departments)
-
Company Management: With authorized company
personnel (HR department, managers, executives) who need access to
perform their job functions
-
Service Providers: With trusted third-party
service providers who assist in HR operations (e.g., payroll
processors, cloud hosting services) under strict confidentiality
agreements
-
Business Transfers: In the event of a merger,
acquisition, or sale of assets, employee data may be transferred
as part of business assets
-
Employee Consent: When you explicitly authorize
us to share your information (e.g., reference checks, background
verification)
Security Note:
Any third party with whom we share data is contractually obligated
to maintain the same level of data protection and confidentiality
that we do.
5. Security Measures
We take the security of your personal information seriously and have
implemented appropriate technical and organizational measures to
protect your data:
Technical Security
-
Encryption: All data transmission is encrypted
using industry-standard SSL/TLS protocols
-
Secure Storage: Employee data is stored on
secure, encrypted servers with restricted access
-
Authentication: Multi-factor authentication and
strong password requirements for user accounts
-
Regular Backups: Automated data backups to
prevent data loss
-
Security Updates: Regular software updates and
security patches to protect against vulnerabilities
Organizational Security
-
Access Control: Role-based access control ensures
employees only see data relevant to their role
-
Confidentiality Training: All staff members
handling employee data receive regular security and privacy
training
-
Audit Trails: Comprehensive logging of data
access and modifications for accountability
-
Incident Response: Established procedures for
detecting, reporting, and responding to security incidents
-
Data Minimization: We collect only the data
necessary for HR operations and delete it when no longer needed
Security Reminder:
While we implement robust security measures, please remember to
keep your login credentials confidential and report any suspicious
activity immediately.
6. Your Rights
As an employee using Ooho! HRMS, you
have the following rights:
-
Right to Access: You can request access to your
personal data stored in the system at any time
-
Right to Rectification: You can request
correction of inaccurate or incomplete personal information
-
Right to Explanation: You can ask how your data
is being used and processed
-
Right to Object: You can object to certain types
of data processing (subject to legal and contractual obligations)
-
Right to Data Portability: You can request a copy
of your personal data in a structured, commonly used format
To exercise any of these rights, please contact your HR department
or reach out to us at
oohoservice@gmail.com.
7. Data Retention
We retain your personal information for as long as necessary to
fulfill the purposes outlined in this Privacy Policy, unless a
longer retention period is required or permitted by law. This
includes:
-
Active Employment: All employee data is
maintained during the course of your employment
-
Post-Employment: After termination, we retain
certain data for legal, tax, and compliance purposes (typically
5-7 years as per applicable laws)
-
Data Deletion: Once the retention period expires,
we securely delete or anonymize your personal information
8. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect
changes in our practices, legal requirements, or for other
operational reasons. We will notify you of any significant changes
by:
-
Posting the updated policy on this page with a new "Last Updated"
date
- Sending a notification through the HRMS application
- Notifying you via email for material changes
We encourage you to review this Privacy Policy periodically to stay
informed about how we protect your information.
9. Cookies and Tracking
Technologies
Our application may use cookies and similar tracking technologies to
enhance user experience, analyze usage patterns, and improve
functionality. These technologies help us:
- Remember your login session and preferences
- Analyze how you interact with the application
- Improve application performance and user experience
- Ensure application security and prevent fraud
You can manage cookie preferences through your device settings,
though disabling certain cookies may affect application
functionality.
10. International Data Transfers
If your company operates across multiple countries, your data may be
transferred to and processed in different jurisdictions. We ensure
that any international data transfers comply with applicable data
protection laws and that adequate safeguards are in place to protect
your information.