Terms & Conditions

Welcome to the Human Resource Management Information System (HRMIS). This platform is a centralized, enterprise-grade solution designed to manage employee records, payroll processing, performance appraisals, leave administration, and related human resource operations within our organization.

These Terms & Conditions ("Terms") constitute a legally binding agreement between you ("User") and the organization operating this system ("Organization"). Your continued use of HRMIS constitutes full acceptance of these Terms.

For the purposes of these Terms, the following definitions apply:

• "HRMIS" refers to the Human Resource Management Information System, including all its modules, interfaces, APIs, and related services.
• "User" means any individual granted authorized access to HRMIS, including employees, managers, HR officers, system administrators, and auditors.
• "Personal Data" refers to any information relating to an identified or identifiable natural person processed through the system.
• "Administrator" means a designated individual responsible for managing user accounts, permissions, and system configurations.
• "Organization" refers to the entity that owns, operates, and maintains the HRMIS platform.
• "Sensitive HR Data" includes payroll information, performance records, medical disclosures, disciplinary records, and any data classified as restricted.

By logging into, accessing, or using HRMIS in any manner, you confirm that you have read, understood, and agree to be bound by these Terms, our Privacy Policy, and all applicable laws and regulations.

Acceptance may also be indicated by a formal electronic acknowledgment during system onboarding. Such acknowledgment is recorded and may be used as evidence of agreement.

Access to HRMIS is strictly limited to authorized personnel. The following conditions apply:

• Users must be currently employed, contracted, or officially affiliated with the Organization.
• Access credentials are issued exclusively by the HRMIS System Administrator upon receipt of an approved access request.
• Each user is assigned a role-based access profile that limits visibility and functionality to what is necessary for their position.
• Users are prohibited from sharing login credentials with any other individual, including colleagues or supervisors.
• Access is automatically revoked upon separation from the Organization, expiry of contract, or as directed by an authorized HR officer.
• Multi-factor authentication (MFA) is required for all accounts with access to sensitive HR data.

HRMIS is provided solely for official organizational HR operations. Users are required to adhere to the following usage standards:

• The system must only be accessed during authorized periods and for legitimate organizational purposes.
• Users must keep their login credentials confidential and must immediately report any suspected unauthorized access or security breach.
• All transactions performed under a user's credentials are deemed to be actions of that user.
• Users must log out of the system when leaving their workstation unattended, even temporarily.
• Access from personal devices is permitted only through Organization-approved secure channels (e.g., VPN).

Systematic or bulk data extraction from HRMIS, whether for personal use or redistribution, is strictly prohibited unless expressly authorized by the Head of Human Resources.

The Organization is committed to protecting personal data in accordance with applicable data protection legislation. As a User, you have both rights and responsibilities under this framework:

• Personal data accessed through HRMIS must only be or will only be processed for the specific, legitimate HR purpose for which access was granted.
• Users must not download, copy, or transfer personal data to unsecured or unauthorized systems.
• Any data breach or suspected compromise of HRMIS data must be reported to the Data Protection Officer within 24 hours of discovery.
• Users accessing their own personal records have the right to request correction of inaccurate information through the designated HR channel.
• The Organization employs encryption, audit logging, and intrusion detection to protect data at rest and in transit.

All information accessed through HRMIS — including but not limited to employee records, compensation data, disciplinary matters, health information, and organizational charts — is strictly confidential.

Users agree to:

• Maintain the confidentiality of all HR data accessed during and after their period of employment or affiliation.
• Refrain from discussing, disclosing, or sharing sensitive HR data with any unauthorized individual, whether inside or outside the Organization.
• Sign and comply with any applicable Non-Disclosure Agreements (NDAs) or confidentiality clauses in their employment contract.
• Exercise particular discretion when handling data related to grievances, performance issues, medical conditions, or disciplinary proceedings.

This obligation of confidentiality survives the termination of the user's access rights and remains in effect indefinitely.

All intellectual property rights in HRMIS — including its software, design, documentation, workflows, and underlying technology — are the exclusive property of the Organization or its licensed vendors.

• Users may not reverse-engineer, decompile, reproduce, or create derivative works from any component of HRMIS.
• System documentation and user manuals are proprietary and must not be distributed externally without written authorization.
• Any feedback, suggestions, or improvement ideas submitted by users may be incorporated into the system at the Organization's discretion without obligation or compensation.

The following activities are strictly prohibited on HRMIS:

• Accessing data beyond the scope of your assigned role or approved permissions.
• Attempting to access, alter, delete, or corrupt another user's data or account.
• Uploading malicious software, scripts, or any content designed to compromise system integrity.
• Using HRMIS to engage in harassment, discrimination, or any conduct that violates organizational policy or applicable law.
• Falsifying, manipulating, or fraudulently altering any HR records, including attendance, payroll, or performance data.
• Conducting automated queries or scraping activities against the system's database without explicit authorization.
• Sharing system reports, exports, or screenshots with unauthorized parties.

While the Organization makes every effort to ensure HRMIS is accurate, secure, and available, the following limitations apply:

• The Organization does not guarantee uninterrupted access to HRMIS and shall not be liable for any downtime resulting from maintenance, upgrades, or technical failures beyond its reasonable control.
• Users are responsible for verifying the accuracy of data they enter. The Organization is not liable for errors resulting from incorrect user input.
• The Organization disclaims any liability for loss or damage arising from unauthorized access caused by a user's failure to maintain the security of their credentials.
• In no event shall the Organization's liability exceed the direct damages attributable to its gross negligence or willful misconduct.

The Organization reserves the right to suspend or permanently revoke any user's access to HRMIS, with or without notice, in the following circumstances:

• Breach of any provision of these Terms.
• Violation of organizational HR policy or code of conduct.
• Suspected or confirmed data breach, unauthorized access, or system misuse.
• End of employment, contract, or official affiliation.
• A lawful directive from a regulatory body, court, or senior organizational authority.

Upon termination of access, users must cease all use of HRMIS and immediately return or destroy any downloaded or printed data in their possession, as directed by the Organization.

The Organization reserves the right to amend, update, or revise these Terms at any time. Users will be notified of material changes through:

• An in-system notification displayed upon login.
• Official communication via organizational email channels.
• A notice period of no less than 14 calendar days before the revised Terms take effect, except in cases of urgent security updates.

Continued use of HRMIS following the effective date of any amendment constitutes acceptance of the revised Terms. Users who do not accept the changes must notify the HR Department in writing before the effective date.

These Terms shall be governed by and construed in accordance with the laws of the Republic, without regard to its conflict of law provisions.

Any dispute arising out of or in connection with these Terms shall first be subject to good-faith internal resolution through the Organization's established grievance procedures. If unresolved within 30 days, disputes shall be submitted to binding arbitration or the competent courts of the jurisdiction in which the Organization is domiciled.