Privacy Policy

1. Introduction

Welcome to Octacer Portal. This Privacy Policy explains how Octacer ("we", "us", or "our") collects, uses, discloses, and protects information about our clients, vendors, employees, and contractors (collectively, "Users") who access and use the Octacer Portal application.

The Octacer Portal is designed to enable clients, vendors, employees, and contractors to securely log in and manage their activities, including but not limited to attendance tracking, leave management, overtime requests, payroll information, project collaboration, and administrative tasks.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information:

• Identity Information: Full name, employee ID, email address, phone number, date of birth
• Employment Information: Job title, department, hire date, manager, salary details, bank account information
• Authentication Information: Login credentials, Google OAuth tokens, WhatsApp verification codes
• Contact Information: Physical address, emergency contact details
• Financial Information: Salary, payment method, bank details, transaction records

2.2 Attendance and Work Data

• Biometric attendance records (punch in/out times)
• Work hours, overtime requests and approvals
• Leave requests and balances
• Shift assignments and schedules
• Time logs from integrated project management tools (e.g., Jira)

2.3 Usage and Technical Information

• IP address, browser type, device information
• Log files, access times, pages viewed
• Cookies and similar tracking technologies
• System activity logs and audit trails

2.4 Files and Documents

• Uploaded documents (payment proofs, handover forms, issue attachments)
• Profile photos and asset photos
• Files stored via Google Drive integration

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To provide and maintain the Octacer Portal, manage user accounts, and enable core functionalities
• Authentication: To verify your identity and secure access to your account
• HR Management: To process attendance, leave requests, overtime approvals, and payroll
• Communication: To send notifications via email and WhatsApp regarding requests, approvals, and system updates
• Compliance: To comply with legal obligations, tax regulations, and employment laws
• Analytics: To analyze usage patterns and improve the Portal's functionality
• Security: To detect and prevent fraud, unauthorized access, and security incidents
• Integration: To sync data with third-party services (Google Drive, Jira, WhatsApp API)

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

4.1 Within Octacer

• With HR administrators and managers for approval workflows
• With finance team for payroll processing
• With your direct manager for performance and attendance review

4.2 Third-Party Service Providers

• Google Drive: For secure file storage and document management
• Google OAuth: For authentication services
• WhatsApp API (WAHA): For sending notifications
• Email Service Provider (n8n): For email notifications
• Jira/Atlassian: For project management and time tracking integration
• DeepSeek AI: For AI-powered features (proposal generation, analytics)

4.3 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or to protect our rights, property, or safety.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data transmitted over HTTPS/TLS encryption
• Authentication: Multi-factor authentication via email/WhatsApp codes and Google OAuth
• Access Control: Role-based access control (RBAC) limiting data access to authorized personnel
• Database Security: Encrypted database connections with restricted access
• Audit Logs: Comprehensive logging of all system activities
• Regular Backups: Automated backups to prevent data loss

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

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Employment Records: Retained for the duration of employment plus 7 years after termination
• Payroll and Financial Data: Retained for 7 years for tax and audit purposes
• Attendance Records: Retained for 5 years
• Audit Logs: Retained for 2 years
• Inactive Accounts: Deactivated after 180 days of inactivity, data purged after 2 years

7. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Objection: Object to certain processing activities
• Data Portability: Request transfer of your data to another service provider
• Withdraw Consent: Withdraw consent for optional data processing

To exercise these rights, please contact us at privacy@octacer.com.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to maintain sessions, remember preferences, and analyze usage patterns. You can control cookie settings through your browser, but disabling cookies may affect the functionality of the Portal.

9. Third-Party Links and Services

The Portal may contain links to third-party websites or integrate with third-party services (e.g., Google, Jira). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

10. Children's Privacy

The Octacer Portal is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on this page and updating the "Last Updated" date. Your continued use of the Portal after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: