Welcome to the Employee Self Service Portal (“the Portal”), operated by Vasuman Limited (“we,” “our,” or “us”). We are committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy outlines how we collect, use, store, and disclose your information and explains your rights regarding your personal data.

By using the Portal, you confirm that you have read, understood, and agreed to this Privacy Policy. If you do not agree, please refrain from using the Portal.

1. Scope of this Privacy Policy

This Privacy Policy applies to all users of the Employee Self Service Portal, including current and former employees, contractors, and consultants who have access to the Portal. It governs all data collected through the Portal or any associated mobile or web application provided by Vasuman Limited.

2. Information We Collect

We collect various types of information to operate and improve the Portal.

  • a. Personal & Employment Information:Personal information refers to data that identifies or can reasonably be used to identify an individual. Examples include:
    • Identity Information: Full name, and photograph (wherever applicable).
    • Contact Information: Email address, phone number, and mailing address.
    • Employment Information: Employee ID, Job title, department, supervisor, and employment history.
    • Payment Information: Bank account details and salary information for payroll processing.
    • Government Identification: Taxpayer identification numbers, social security numbers, or equivalent identifiers (where required by law).
  • b. Sensitive Personal Information:Sensitive data is collected only when necessary and with your explicit consent or as required by law. This may include:
    • Health records (e.g., medical certificates for leave applications as required for business approvals).
    • Demographic information (e.g., gender, marital status) for benefits administration.
  • c. Usage Data:We collect non-personal data related to your interaction with the Portal, such as:
    • Login records, including IP addresses and device information.
    • Actions taken within the Portal, such as requests submitted or files accessed.
  • d. Cookies and Tracking Technologies:Our Portal uses cookies, web beacons, and similar technologies to enhance functionality and analyze user behavior. For details, see Section 9 of this Policy.

3. How We Use Your Information

We process your data for the following purposes:

  • a. Core Employment Services:
    • Maintaining employee records.
    • Processing of payslips.
    • Managing leave requests and attendance records.
    • Administering employee benefits, including insurance and retirement plans.
  • b. Operational Efficiency:
    • Enhancing the Portal’s functionality through user feedback and analytics.
    • Troubleshooting technical issues and providing customer support.
  • c. Legal Compliance:
    • Meeting obligations under labor, tax, and social security laws.
    • Responding to audits or requests from regulatory authorities.
  • d. Communication:
    • Notifying you of important updates, such as policy changes or scheduled maintenance.
    • Sending reminders and alerts related to your employment (e.g., performance reviews).

We will not use your data for purposes outside the scope of this Policy without obtaining additional consent.

4. Legal Basis for Processing

Depending on your location, our legal basis for collecting and processing your data may include:

  • Contractual Necessity: Processing required to fulfill our obligations under your employment agreement.
  • Legal Obligations: Compliance with applicable laws and regulations.
  • Legitimate Interests: Activities necessary for business operations, provided they do not override your privacy rights.
  • Consent: Explicit consent obtained for specific types of sensitive data.

5. Sharing and Disclosure of Your Information

We do not sell or rent your personal information to third parties. However, we may share your data under specific circumstances:

  • a. With Service Providers: We engage trusted third-party vendors to provide essential services such as
    • Cloud hosting for data storage.
    • Payroll processing platforms.
    • IT support and maintenance services.
  • b. With Legal Authorities: We may disclose your data if required by law, such as in response to court orders or government investigations.
  • c. Within Vasuman Limited: Your data may be shared with internal departments or affiliates for legitimate business purposes.
  • d. In Business Transfers: In the event of a merger, acquisition, or asset sale, your information may be transferred to the new entity under appropriate confidentiality agreements.

6. Security of Your Data

We employ robust security measures to protect your data, including:

  • Encryption: All sensitive data is encrypted during transmission and storage.
  • Access Controls: Only authorized personnel have access to your data, and they are required to follow strict confidentiality protocols.
  • Monitoring: Continuous monitoring of the Portal to detect and mitigate potential security threats.

However, no security system is infallible. You are responsible for safeguarding your account credentials and promptly reporting any suspicious activity.

7. Retention of Data

We retain your personal data for as long as necessary to fulfill the purposes outlined in this Policy. For example:

  • Employment records are retained for the duration of your employment and a specified period thereafter to comply with legal or contractual obligations.
  • Financial records are retained as required for tax and audit purposes.

When your data is no longer needed, we will securely delete or anonymize it.

8. Your Data Protection Rights

You have the following rights regarding your personal data:

  • Access: Request access to the personal data we hold about you.
  • Correction: Correct inaccurate or incomplete information.
  • Deletion: Request the deletion of your personal data, subject to legal restrictions.
  • Restriction: Request a limitation on the processing of your data.
  • Portability: Receive a copy of your data in a machine-readable format.
  • Objection: Object to processing based on legitimate interests.

To exercise your rights, contact us at info@vasuman.co.uk.

9. Cookies and Tracking Policy

We use cookies to improve user experience and analyze traffic. Types of cookies include:

  • Essential Cookies: Necessary for the Portal’s core functionality.
  • Analytics Cookies: Help us understand how the Portal is used.

You can manage your cookie preferences through your browser settings. Disabling cookies may affect Portal functionality.

10. Updates to This Privacy Policy

We may revise this Policy periodically. Changes will be effective upon posting, and the updated version will include a new “Effective Date.” Users are encouraged to review the Policy regularly.

11. Contact Information

For inquiries or concerns regarding this Privacy Policy, please contact:

Vasuman Limited:
Email: info@vasuman.co.uk
Phone: +44 20 3602 9932

12. Governing Law

This Privacy Policy is governed by the laws of United Kingdom, without regard to conflict of law principles.