Terms of Service & Privacy Policy

1. Acceptance of Terms

By accessing or using our web application, you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use our services.

2. Service Description

Our platform provides the following services:

• Document Tracking System: A system that allows users to track, manage, and monitor documents throughout their lifecycle.
• Human Resource System: A comprehensive HR management system that includes:
• Leave application and management
• Locator slip application for tracking employee whereabouts
• Travel request and approval workflow

3. User Accounts

To access certain features of our platform, you must create a user account. You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Providing accurate and complete information during registration
• Updating your information to keep it current

We reserve the right to suspend or terminate accounts that violate these terms or engage in fraudulent, abusive, or illegal activities.

4. User Conduct

When using our services, you agree not to:

• Violate any applicable laws or regulations
• Infringe upon the rights of others
• Submit false or misleading information
• Upload or transmit viruses or malicious code
• Attempt to gain unauthorized access to our systems
• Interfere with the proper functioning of the service
• Use the service for any illegal or unauthorized purpose

5. Intellectual Property

All content, features, and functionality of our platform, including but not limited to text, graphics, logos, icons, images, audio clips, digital downloads, and software, are owned by us or our licensors and are protected by copyright, trademark, and other intellectual property laws.

You may not reproduce, distribute, modify, create derivative works of, publicly display, publicly perform, republish, download, store, or transmit any of our materials without our express written consent.

6. Termination

We may terminate or suspend your access to our services immediately, without prior notice or liability, for any reason, including, without limitation, if you breach these Terms of Service.

Upon termination, your right to use the service will immediately cease. All provisions of these Terms which by their nature should survive termination shall survive, including, without limitation, ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

7. Disclaimer of Warranties

Our services are provided "as is" and "as available" without any warranties of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that the service will be uninterrupted, timely, secure, or error-free, or that defects will be corrected. We make no warranties about the accuracy, reliability, completeness, or timeliness of the content, services, software, text, graphics, links, or communications provided on or through our platform.

8. Limitation of Liability

In no event shall the office be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from:

• Your access to or use of or inability to access or use the service
• Any conduct or content of any third party on the service
• Any content obtained from the service
• Unauthorized access, use, or alteration of your transmissions or content

1. Information Collection

We collect several types of information from and about users of our platform, including:

• Personal Information: Name, email address, telephone number, job title, department, employee ID, and other identifiers you provide when using our services.
• HR-Related Information: Leave balances, work schedules, travel plans, location information (when using the locator slip feature), and other employment-related data.
• Document Information: Metadata about documents you upload, track, or interact with, including creation dates, modification history, and sharing permissions.
• Usage Data: Information about how you access and use our platform, including login times, features used, and system interactions.
• Device Information: Information about the devices you use to access our services, including IP address, browser type, operating system, and device identifiers.

We collect this information when you:

• Register for an account
• Submit forms or applications through our platform
• Upload or interact with documents
• Use the HR management features
• Communicate with us or other users through the platform

2. Use of Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process and manage document tracking
• Facilitate HR processes such as leave applications, locator slips, and travel requests
• Communicate with you about your account, requests, or inquiries
• Send administrative notifications, such as updates to our terms or policy
• Monitor and analyze usage patterns and trends
• Protect against, identify, and prevent fraud and other illegal activities
• Comply with legal obligations

We process your information based on:

• Your consent
• The need to perform a contract with you
• Our legitimate interests in providing and improving our services
• Compliance with legal obligations

3. Information Sharing

We may share your information with:

• Authorized Personnel: HR managers, department heads, and other authorized employees within your organization who need access to perform their job functions.
• Service Providers: Third-party vendors who provide services on our behalf, such as hosting, data analysis, payment processing, and customer service.

We require all third parties to respect the security of your personal information and to treat it in accordance with applicable laws. We do not allow our third-party service providers to use your personal data for their own purposes.

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of sensitive data both in transit and at rest
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Regular backups and disaster recovery procedures
• Employee training on data security and privacy practices

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

5. Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• Access: You can request a copy of the personal information we hold about you.
• Correction: You can request that we correct inaccurate or incomplete information.
• Deletion: You can request that we delete your personal information in certain circumstances.
• Restriction: You can request that we restrict the processing of your information in certain circumstances.
• Data Portability: You can request a copy of your information in a structured, commonly used, and machine-readable format.
• Objection: You can object to our processing of your personal information in certain circumstances.

To exercise these rights, please contact us using the information provided in the Contact section. We may need to verify your identity before responding to your request.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period, we consider:

• The amount, nature, and sensitivity of the personal information
• The potential risk of harm from unauthorized use or disclosure
• The purposes for which we process your personal information
• Whether we can achieve those purposes through other means
• Applicable legal, regulatory, tax, accounting, or other requirements

After the retention period, we will securely delete or anonymize your information.

7. Changes to Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top.

We encourage you to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.