Scope of this policy
HR-Core is an internal Human Resource Management System used by employees, contractors and managers to run everyday HR tasks — clocking in, requesting leave, filing expenses, and reaching HR or IT support. This policy covers everyone who signs in to the HR-Core app or web portal using company-issued credentials.
By logging in, you agree that your HR-related information will be processed as described here, solely for legitimate workplace, payroll and administrative purposes — never for advertising, and never sold to outside parties.
What we collect
HR-Core only collects what a given module needs to function. The categories below cover most of what moves through the system:
Identity & profile
Name, employee ID, job title, department, phone, email and photo.
Attendance
Clock-in and clock-out times, shift schedule, device ID, and location tag if enabled by your employer.
Leave records
Leave type, dates requested, reason given, approval chain and running balance.
Payroll & banking
Salary structure, bank account details, tax filings and payslip history.
Expense claims
Receipts, amounts, cost categories and reimbursement status.
Recruitment & onboarding
Resume details, interview notes, offer records and onboarding documents for new hires.
Support tickets
Issue descriptions, attachments and correspondence with HR or IT.
Company directory
Name and work anniversary or birthday date, shown only to colleagues for internal engagement.
How we use it
- Running HR transactions — approving leave, calculating attendance, processing payroll.
- Reimbursements — reviewing and paying approved expense claims.
- Support — resolving tickets raised to HR, IT or Admin.
- Hiring — evaluating candidates and managing onboarding paperwork.
- Workplace engagement — surfacing birthdays, anniversaries and company announcements.
- Compliance — meeting statutory, tax and audit requirements.
Module-wise handling
Each module shares information with a different, limited set of people, and keeps it only as long as it's needed:
| Module | Visible to | Retention |
|---|---|---|
| Attendance | You, your manager, HR | Employment period + statutory window |
| Leave | You, approver, HR | Employment period + statutory window |
| Payroll & expenses | You, Finance, HR | As required by tax and finance law |
| Recruitment | Hiring team, HR | Duration of hiring process + archival period |
| Support tickets | You, assigned agent | Until resolved + archival window |
| Directory & announcements | All employees (name & date only) | Ongoing, editable by you |
Security measures
- Encryption of data in transit (TLS) and at rest.
- Role-based access control, so only authorized staff can view a given category of data.
- Audit trails for changes to payroll and dependent records.
- Secure sign-in via company credentials, with optional biometric or two-factor login on mobile.
Data retention
HR-Core keeps your data for as long as you're employed, and afterward only for the period required by applicable labor, tax and financial regulations. When you leave the organization, app access is disabled and your records are archived securely in line with company policy.
Your rights
- Access your own attendance, leave, payroll and expense history at any time in-app.
- Correct inaccurate personal or dependent information through an HR request.
- Raise a ticket for any privacy concern through the Support module.
- Opt out of birthday or anniversary visibility from the app's privacy settings.
Questions about your data?
Reach the HR/IT helpdesk through the Support module, or email us directly. We typically respond within two working days.
Email HR Support →