ESS ("the App") is an Employee Self-Service application that enables employees to access HR-related services and manage employment information. This Privacy Policy explains how the App collects, uses, stores, and protects your personal information.

1. Scope

This Policy applies to all users of ESS and all personal information processed through the App. It does not apply to third-party websites or services not operated by the Organization.

2. Information We Collect

• Information you provide: name, email address, telephone number, date of birth, employee ID, department/unit, and other employment-related details required for ESS services.
• Automatically collected: device information (model/OS), app usage logs, IP address, crash diagnostics.
• Geolocation (with permission): used for attendance verification, security, and compliance features where enabled.

3. How We Use Your Information

• To authenticate users and provide ESS services
• To process leave, attendance, and appraisal workflows
• To send notifications and service updates
• To maintain security, audit logs, and prevent fraud
• To improve system performance and reliability

4. Legal Basis for Processing

• Contractual necessity (delivery of ESS services)
• Legitimate interests (security, system operations, process improvement)
• Legal obligations (employment and record-keeping requirements)
• Consent (e.g., geolocation permissions)

5. Sharing & Disclosure

We do not sell your data. We may share information with authorized internal departments (HR/IT/supervisors), approved service providers (e.g., hosting/notifications) under confidentiality obligations, or authorities where legally required.

6. Security

We implement appropriate technical and administrative controls such as encryption, access controls, and security monitoring. No system is completely risk-free; users should also secure their devices and credentials.

7. Data Retention

We retain personal data only as long as necessary for operational and legal requirements, then securely delete or anonymize it.

8. Your Rights

• Access your personal data
• Request corrections
• Request deletion where applicable
• Withdraw consent (e.g., geolocation)
• Request restriction or object to certain processing (where applicable)

9. Geolocation Use

Location is collected only when required for specific features (e.g., attendance). Disabling location may limit those features. We do not track continuous movement.

10. Contact

Email: itsupport@npa.gov.gh