Privacy Policy for KIU HR

About the University

About the University

KIU HR APP(“the App”) is an internal Human Resource Management application developed for KIU (KIU CAMPUS (PRIVATE) LIMITED) staff. This Privacy Policy explains how we collect, use, store, and protect personal information when you use the KIU HR APP mobile application.

1. Information We Collect

The KIU HR APP collects only the information necessary to provide HR-related services to authorized KIU staff.

a. Personal Information

  • Employee ID
  • Name
  • Email address (institutional email)
  • Department and role
  • Employment-related details (attendance, leave records, tasks, paysheets)

b. Location Information

  • Location is collected only while the app is in use
  • Used solely for attendance verification
  • Location is not tracked in the background
  • Location data is not shared with third parties

c. Authentication Data

  • Secure authentication using Microsoft Azure Active Directory (MSAL)
  • No passwords are stored within the app
  • Authentication tokens are handled securely

d. Usage Data

  • App usage logs for system monitoring and troubleshooting
  • No behavioral tracking or advertising analytics are used

2. How We Use Your Information

We use collected information strictly for official university purposes, including:

  • Recording and managing staff attendance
  • Managing leave requests and approvals
  • Displaying paysheets and employment records
  • Assigning and tracking tasks
  • Improving system performance and security
  • Complying with institutional policies and audits

3. Location Data Usage

Location data is used only to:

  • Verify physical presence during attendance marking

We confirm that:

  • Location access is requested only when the app is actively used
  • No continuous or background location tracking occurs
  • Location data is not used for monitoring or surveillance

4. Data Sharing

KIU HR APP does not sell, rent, or share personal data with third parties.

Data may be accessed only by:

  • Authorized KIU administrative staff
  • University IT and system administrators (for maintenance and security)

No data is shared for marketing, advertising, or commercial purposes.

5. Data Storage & Security

  • All data is stored on secure university-managed servers
  • Industry-standard security practices are used, including:
    • Encrypted communication (HTTPS)
    • Role-based access control
    • Secure authentication mechanisms
  • Access to data is strictly limited to authorized personnel

6. Data Retention

  • Data is retained according to KIU’s internal HR, audit, and compliance policies
  • Attendance and payroll data are retained as required by institutional regulations
  • Unnecessary or obsolete data is periodically reviewed and removed

7. User Rights

As a KIU staff member, you have the right to:

  • Access your personal HR information
  • Request corrections to inaccurate data
  • Raise concerns regarding data usage

Requests can be made through KIU’s HR or IT departments.

8. Children’s Privacy

KIU HR APP is not intended for use by individuals under the age of 18.
The app is restricted to authorized university staff only.

9. Changes to This Privacy Policy

This Privacy Policy may be updated to reflect:

  • Legal or regulatory changes
  • System enhancements or feature updates

Any significant changes will be communicated through official KIU channels.

10. Contact Information

If you have questions or concerns regarding this Privacy Policy, please contact:

KIU – Information Technology Division
Email: itsupport@kiu.ac.lk
Website: https://www.kiu.ac.lk

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