At ESS Utumishi, we prioritize your privacy. This Privacy Policy explains how we collect, use, protect, and share your personal information while you use the platform. By using ESS Utumishi, you agree to the practices outlined in this policy. Our aim is to handle your personal data securely and transparently, following all relevant laws and regulations.

Information We Collect

When you use ESS Utumishi, we collect and store certain personal information to provide our services. This may include:

• Personal Details: Your full name, ID number, date of birth, and contact information.

• Employment Information: Your job title, department, salary details, leave records, and performance reviews.

• System Data: Login credentials, IP address, and device information for security purposes.

This information is collected directly from you during registration or use of the portal, or indirectly through your HR department.

How We Use Your Information

The information collected on ESS Utumishi is used only to provide HR services and improve your experience. Specifically, we use your data to:

• Give you access to personal records like payslips, leave balances, and performance reviews.

• Process leave requests, job applications, and other work-related tasks.

• Keep accurate records for compliance with government rules.

• Improve security by tracking login activity and detecting unauthorized access.

• Send you important updates or announcements about your job.

Data Protection and Security

ESS Utumishi uses strong security measures to protect your personal data from unauthorized access, loss, or misuse. These measures include:

• Encrypted communication to protect data during transfer.

• Secure login processes with password protection and automatic logouts.

• Regular system checks and updates to fix any security issues.

While we work hard to protect your data, you are also responsible for keeping your login details private. Don’t share your password and remember to log out after each session, especially on shared devices.

Sharing of Information

ESS Utumishi does not sell or share your personal information with unauthorized third parties. However, your data may be shared in these cases:

• With Your Employer: For HR purposes, like updating records or answering questions.

• With Government Authorities: When required by law for compliance, audits, or reporting.

• With Service Providers: Trusted third-party companies that help with technical maintenance and system operations.

All data sharing is done under strict agreements to ensure your information is handled responsibly and securely.

Your Rights