Privacy Policy

This Privacy Policy explains how EliteHRM / EliteHR (“we”, “our”, “us”) collects, uses, stores, and protects information when you use our employee mobile app and HR web portal (the “Service”).

1. Data We Collect

We collect the following categories of data for the purposes stated:

Data Type	Purpose	Required
Account & Identity: name, email address, role (employee/HR)	Create and manage your account; authenticate you; deliver the Service	Yes
Employee Profile: employee ID, contact details, address, date of birth, nationality, gender, marital status	Display your profile; enable HR to manage employment records; support leave and document workflows	Partial (work email required)
Emergency Contact: name, phone, relationship	Employer/HR reference in case of emergency	No (optional)
Attendance & Timesheets: check-in/out times, work hours, timesheet entries	Record and display attendance; manage timesheets; support payroll and compliance	Yes (when used)
Leave Data: leave requests, balances, approvals, policy info	Process leave requests; show balances; send reminders	Yes (when used)
Documents: uploaded files, categories, validity/expiry dates	Store and display documents; calculate and send expiry reminders	Yes (when uploaded)
Technical/App Data: device tokens, session identifiers, basic app logs	Secure access; prevent fraud; troubleshoot and improve reliability	Yes (automatic)

2. How We Use Your Data

• Provide and maintain the Service (login, profile, leave, timesheets, documents).
• Calculate leave balances and document expiry reminders.
• Support HR workflows (company-scoped administration).
• Improve reliability, security, and user experience.
• Comply with legal obligations.

We do not use your data for advertising, cross-app tracking, or selling to third parties.

3. Data Storage & Retention

Data is stored on secure servers. We retain data for as long as your account is active or as needed to provide the Service. Some data may be retained longer to comply with legal obligations, employer record‑keeping, or audit requirements.

4. Sharing of Information

We do not sell personal information. We may share data only:

• With your employer/HR administrators — to provide the Service (e.g. leave approval, timesheet review).
• With service providers — e.g. hosting and email delivery, under data-processing agreements.
• When required by law — or to protect rights, safety, or security.

5. Tracking & Advertising

We do not track you across third-party apps or websites. We do not use your data for advertising or profiling. Any analytics we use are for service reliability only and do not identify you for advertising.

6. Security

We apply reasonable technical and organizational measures to protect data, including role-based access, secure authentication, and encryption in transit. No method of transmission or storage is 100% secure, but we work to protect the Service and your information.

7. Your Rights

Depending on your location, you may have rights to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your account and data
• Object to certain processing
• Data portability (where applicable)

To exercise these rights, contact us at support@hrm.elitementors.org.uk or via our Contact page.

8. Account & Data Deletion

You can request deletion of your account and associated data at any time. We process deletion requests in accordance with our Data Deletion Policy.

How to request deletion: Use our Account Deletion Form or email support@hrm.elitementors.org.uk with subject “Data Deletion Request” and include your name, email used in the app, and company name. We aim to process requests within 30 days. Some data may be retained where required by law or employer policy.

9. Children

The Service is not intended for users under 16. We do not knowingly collect data from children.

10. Changes to This Policy

We may update this policy from time to time. We will post the updated policy on this page with a new effective date. Continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact

For privacy questions or requests: support@hrm.elitementors.org.uk or Contact us.