Privacy Policy

Data Protection & Usage Guidelines
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Last Updated: January 15, 2026

DSI is committed to protecting the privacy and security of employee data. This policy outlines the types of information collected by the DSI Leave System, how it is used, and the measures taken to safeguard it.

1. Information We Collect

We collect only the data necessary to facilitate leave management and security operations:

  • Identity Data: Name, Employee Number (Emp No), Department, and assigned system Role.
  • Transactional Data: Leave dates, reasons for leave, approval history, and timestamps.
  • Security Logs: Exact OUT and IN times recorded by Security personnel at entry/exit points.
  • Technical Data: IP addresses, login timestamps, and browser user-agent strings for audit trails.
2. How We Use Your Data

Data is processed strictly for internal administrative purposes:

  • Operational: To process leave requests, route approvals to HODs/Admins, and generate gate passes.
  • Compliance: To maintain accurate attendance records for payroll and HR audits.
  • Security: To monitor facility access and ensure only authorized personnel are on/off premises.
  • Non-Disclosure: Employee data is never sold to third parties. It is shared internally only on a need-to-know basis.
3. Data Security Measures
  • Encryption: Data in transit is protected via HTTPS/TLS. Sensitive credentials are hashed using industry-standard algorithms.
  • Access Control: Strict Role-Based Access Control (RBAC) ensures users (e.g., Security, Employees) only view data relevant to their function.
  • Audit Trails: Critical actions (Approvals, Rejections, Exports) are logged to ensure accountability.
  • Session Security: Short-lived access tokens are used to minimize risk. Sessions automatically expire after periods of inactivity.
4. Cookies & Local Storage

This system uses "Essential Cookies" and browser Local Storage solely for authentication and functionality (e.g., keeping you logged in). We do not use tracking cookies for advertising or analytics. Clearing your browser cache will sign you out of the system.

5. Data Retention

Leave records and security logs are retained in accordance with company policy and local labor laws. Data may be archived or anonymized after a set period for historical reporting.

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Contact: If you have concerns about your data accuracy or suspect a security breach, please contact the IT Administration or HR Department immediately.
© 2026 DSI Leave System