Last updated June 18, 2021
Thank you for choosing to be part of our community at OfficePortal (“Company”, “we”, “us”, or “our”). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about our notice or our practices with regards to your personal information, please contact us.
When you visit our website officeportal.io, and use our services, you trust us with your personal information. We take your privacy very seriously. In this privacy notice, we seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this privacy notice that you do not agree with, please discontinue the use of our sites and our services.
This privacy notice applies to all information collected through our website (such as officeportal.io), and/or any related services, sales, marketing or events (we refer to them collectively in this privacy notice as the “Services“).
Please read this privacy notice carefully as it will help you make informed decisions about sharing your personal information with us.
What information do we collect?
We only collect the information that is actually needed, we don’t collect any other information which doesn’t have any impact on business. You will be providing your information to us through various methods like while signing up for a new account, registering yourself for any event conducted by our site, while seeking customer support you might be required to provide some of your information and while buying something from us. These are a few instances where we will collect the information. And we assure you that we don’t store your credit card numbers except with your permission in our secured payment gateways. Various such instances are,
Account signup – When you sign up for an account to access our Office Portal HRMS, we may ask some of the basic information like first name, last name, work email address, company name, number of employees in your company, phone number, country, preferred domain name, position and consent from you to select through which medium of communication do we need to contact you.
Newsletter and contact form – When you subscribe to our newsletter or any other mailing list or submit a form to request customer support or to contact Office Portal for any other purpose.
Payment processing – When you purchase something from us, basically you can subscribe to select which plan you want to use. We do not store the actual credit card number. For quick processing of future payments, if you have given us your approval, we may store your credit card information or other payment information in an encrypted format in the secured servers of our Payment Gateway Service Providers. When you submit your card information, we store the name and address of the cardholder, the expiry date and the last four digits of the credit card number.
What do we do with your information?
We essentially collect information only to provide the service you have requested. We collect information to create, maintain your accounts and have a check for any unauthorized activity on your accounts. All the information that is collected are will fall under the legal basis of collecting the information that is required to provide the service you have requested. Information is collected only with your consent or on the legitimate business interest that specifically allows you to provide only the services you request. We at Office Portal strictly follow the “need to know principle” across our development teams. Only trained personnel will handle your personal information who have been following stringent security and confidentiality measures.
Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal processes, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements).
Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.
The European Economic Area (EEA) provides certain rights to data subjects (including erasure, rectification, data portability, and the right to object and to complain). Our Office Portal has extensively covered these rules and regulations and we have separate GDPR policy as well.
What is the purpose of using this information?
Information is collected for catering to various purposes that are given as follows,
- To set up and maintain your account, and to do all other things required for providing our services, such as enabling collaboration, providing website and mail hosting, and backing up and restoring your data
- To let the user know about the latest products, services, features promotional events or any other information that may cater to your area of interest.
- To provide better customer support for the user
- To identify and prevent any illegal activities
All the above-mentioned purposes are legally bounded and the purpose is clearly emphasized that any point of time your data won’t be sold.
Being a user of the Office Portal you deserve certain rights these rights are applicable only if you belong to any European Economic Area (EEA).
GDPR empowers the user to have the following rights,
- Right to be forgotten
- Right to Portability
- Right to Access
- Right to Rectification
In order to know more about these rights and to claim these rights you are encouraged to view our GDPR policy.
Will your information be shared with anyone?
We don’t share your information with anyone with the intention to sell your data. To provide the service you have requested we might work along with our trusted parties who adopt appropriate confidentiality and security measures. Various such parties are mentioned below,
- Only privileged employees have access to work on your information but only on the “Need to know” principle. Also those employees signed a Non-Disclosure Agreement with the organization and have rigorously maintaining and handling confidentiality and integrity.
- In order to host the system we use Microsoft Azure, we share your name and contact information such as a physical address, email address and phone address with them as per ICANN domain registration rules. We would like to quote Microsoft Azure is well known for its security infrastructure.
- In order to enhance your customer service or support
Does the information provided is secured?
Office portal pays utmost attention to security and we maintain stringent policies to keep up the security practices. We had classified our security policies under various categories and all such classifications are listed below,
- Employee background checks
- Security awareness
- Dedicated team to security
- Device security
- Workplace security
- Network security
- Secure by design
Employee background checks – All the employees who work on Office Portal are selected and hired only after their background has been thoroughly checked. Checks like integrity, character conduct, and criminal conviction are few to name among the list of tests.
Security awareness – All the employees who work on Office Portal knows the minimum code of conduct that needs to be followed on the floor to maintain. Also, employees are legally bounded to maintain the security measures, each and every employee who works on Office Portal have signed an NDA (Non-Disclosure Agreement) which adheres to share the information with fellow employees and outsiders even after they quit from their current position.
Dedicated team to security – At the Office portal we have a dedicated team to focus on security measures alone. Periodic audits are conducted to ensure the security, confidentiality and integrity and maintain up to the mark.
Device security – OfficePortal always respects user’s privacy. We do not collect any of your personal information from your mobile phone.
Camera and Storage – When you use OfficePortal mobile application, you may need to take pictures using your phone and upload them. In such cases, as a user of the OfficePortal Application, you may need to grant access to take the picture and upload them. At any point of time, you can revoke this permission from your device. OfficePortal will not access or use your camera or photo storage without your permission.
Location – Your organization may use the Geofencing feature to have a restricted check-in check-out policy. To accomplish this, the OfficePortal application will request your Location Permission. You can turn off your location setting when you are not using OfficePortal. Your successful or unsuccessful check-in and check-out information along with your location will be stored and shared with your reporting managers at your organization, if they have appropriate rights to see your check-in and checkout location based on your organization policy.
Application Log – We want to inform you that whenever you use our Service, we collect data and information (through third party products) on your phone called Log Data. This Log Data may include information such as your device Internet Protocol (“IP”) address, device name, operating system version, the configuration of the app when utilizing our Service, the time and date of your use of the Service, and other statistics.
Workplace security – Office Portal development floor will Biometric access restricted entry and exit, thereby restricting the outsiders to enter into the premise.
Network security – We at Office Portal provides necessary safety measures on the network connectivity as well. We have Firewall installed to ensure high-level network security.
Secure by design – Secure by design is a principle which states that right from the inception of a software security measures needs to be considered. We at Office Portal have security measures as an integral part of the development. We do develop with spending sufficient time to ensure the security principles are covered.
We may update this privacy notice from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. However, we encourage you to review this privacy notice frequently to be informed of how we are protecting your information.
What happens in the case of business transfer?
We do not intend to sell our business. However, in the unlikely event that we sell our business or get acquired or merged, we will ensure that the acquiring entity is legally bound to honor our commitments to you. We will notify you through a prominent notice on our website of any change in ownership or in the uses of your personal information and service data.
Do we deal with personal information about children?
Office Portal is not directed to individuals under 16. Office Portal does not knowingly collect personal information from children who are under 16 years of age. If we become aware that a child under 16 has provided us with personal information, we provide an option to delete the data about them and we also have the option to take steps to delete such information. If you believe that a child under 16 years has provided personal information please contact us to report the issue.
How to contact us?
You can contact us online with our contact us form.