Privacy Policy

Last Updated: 03 June 2026

1. Introduction

Welcome to the Ocean Express HR Management System and Mobile Application. We are committed to protecting the privacy and security of employee and company information. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our web portal and mobile application.

2. Information We Collect

The system may collect and process the following information:

• Employee personal information (name, employee ID, contact details, date of birth, nationality, etc.).
• Employment information (department, position, manager, contract details, and employment history).
• Attendance records, working hours, and leave requests.
• Documents uploaded by employees or HR such as identification documents, contracts, certificates, and related files.
• Payroll-related information where applicable.
• Device information, application logs, and usage data.
• Location information only when required for attendance verification or business purposes.

3. How We Use Information

We use collected information to:

• Manage employee records and HR processes.
• Process attendance, leave requests, and approvals.
• Maintain employment documents and compliance requirements.
• Generate reports and dashboards.
• Send notifications, reminders, and system communications.
• Improve system performance and user experience.
• Comply with legal and regulatory obligations.

4. Data Sharing

Information may be shared only with:

• Authorized HR personnel.
• Direct managers and authorized company representatives.
• System administrators responsible for support and maintenance.
• Government authorities when legally required.

We do not sell, rent, or trade personal information to third parties.

5. Data Security

We implement appropriate technical and organizational measures to protect information against unauthorized access, disclosure, alteration, or destruction. Access is restricted based on user roles and permissions.

6. Data Retention

Employee information will be retained for as long as required for employment administration, legal compliance, operational purposes, and company policies.

7. Employee Rights

Employees may request access to their personal information and request corrections of inaccurate data through the HR department or authorized system processes.

8. Mobile Application Permissions

The mobile application may request access to:

• Camera (for profile images or document uploads).
• Storage (for uploading required documents).
• Notifications (for approvals, reminders, and announcements).
• Location services (if attendance verification requires location validation).

Permissions are used only for their intended business purpose.

9. Changes to This Policy

The Company reserves the right to update this Privacy Policy. Any changes will be communicated through the system or other official channels.

10. Contact Information

For any privacy-related questions, please contact the Human Resources Department.

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Terms & Conditions

Last Updated: 03 June 2026

1. Acceptance of Terms

By accessing or using the Ocean Express HR Management System and Mobile Application, users agree to comply with these Terms and Conditions.

2. Authorized Use

The system is intended solely for authorized employees, managers, HR personnel, and approved company representatives.

Users shall:

• Use the system only for legitimate business purposes.
• Maintain the confidentiality of their login credentials.
• Ensure submitted information is accurate and complete.

3. User Responsibilities

Users are responsible for:

• Protecting their account credentials.
• Reporting unauthorized access immediately.
• Keeping personal information up to date.
• Complying with company HR policies.

4. Attendance and Leave Requests

Attendance records, leave requests, approvals, and related workflows are subject to company policies and management approval procedures.

5. Employee Documents

Users are responsible for providing valid and accurate documents when requested. The company reserves the right to verify submitted documents.

6. System Availability

The company will make reasonable efforts to maintain system availability but does not guarantee uninterrupted access at all times.

7. Prohibited Activities

Users may not:

• Attempt unauthorized access to data or accounts.
• Modify or interfere with system operations.
• Share credentials with others.
• Upload malicious software or harmful content.

8. Intellectual Property

The system, software, design, content, and related materials remain the property of the Company or its authorized licensors.

9. Limitation of Liability

The Company shall not be liable for losses resulting from misuse of the system, unauthorized access caused by user negligence, or circumstances beyond its reasonable control.

10. Termination of Access

The Company reserves the right to suspend or terminate access for users who violate company policies or these Terms and Conditions.

11. Governing Law

These Terms and Conditions shall be governed by the applicable laws and regulations of the country in which the Company operates.

12. Contact

For questions regarding these Terms and Conditions, please contact the Human Resources Department.