Privacy Policy

1. Introduction

Tertiary Infotech Academy Pte. Ltd. ("we", "us", or "our") operates the Tertiary HRMS application (the "Service"), available as a web application and mobile application for iOS and Android. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use the Service.

2. Information We Collect

2.1 Personal Information

Your employer registers you on the Service. Upon registration, we collect:

• Full name
• Email address
• Phone number
• Date of birth
• Gender
• Nationality
• NRIC / National ID number
• Residential address
• Education level
• Employment details (position, department, start date, employment type)
• Profile photo (if uploaded)

2.2 Financial Information

For payroll and expense processing, we may collect:

• Salary information
• Bank account details (bank name, account number, PayNow ID)
• CPF contribution rates
• Expense claim details and receipt images

2.3 Usage Data

We may automatically collect:

• Device type and operating system
• IP address
• Browser type
• Pages visited and features used
• Date and time of access

2.4 Authentication Data

If you sign in with Google, we receive your Google email address and basic profile information. We do not access your Google contacts, calendar, or other Google services.

3. How We Use Your Information

We use the collected information to:

• Provide and maintain the HR management service
• Process leave requests and approvals
• Generate and manage payroll and payslips
• Process expense claims
• Manage employee records and organizational structure
• Send notifications related to your employment (leave approvals, payslip availability)
• Authenticate your identity and secure your account
• Comply with legal obligations (e.g., CPF contributions, tax reporting)
• Improve the Service and fix technical issues

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information with:

• Your employer — HR administrators and managers within your organization who need access to perform their duties
• Service providers — Third-party services that help us operate the application (e.g., cloud hosting, database services, file storage). These providers are bound by confidentiality agreements.
• Legal requirements — When required by law, regulation, legal process, or governmental request

5. Data Storage and Security

Your data is stored on secure servers with encryption in transit (TLS/SSL) and at rest. We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction.

Passwords are stored using industry-standard one-way hashing (bcrypt). We never store passwords in plain text.

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

6. Data Retention

We retain your personal information for as long as your employment relationship with your employer is active and for a reasonable period thereafter as required by applicable laws (e.g., employment records retention requirements in Singapore).

When data is no longer required, it will be securely deleted or anonymized.

7. Your Rights

Under the Singapore Personal Data Protection Act (PDPA), you have the right to:

• Access your personal data held by us
• Request correction of inaccurate personal data
• Withdraw consent for the collection, use, or disclosure of your data
• Request information about how your data has been used or disclosed in the past year

To exercise these rights, please contact your HR administrator or reach out to us using the contact information below.

8. Cookies and Tracking

The Service uses essential cookies for authentication and session management. These cookies are necessary for the Service to function and cannot be disabled. We do not use advertising or tracking cookies.

9. Third-Party Services

The Service may use the following third-party services:

• Google OAuth — For authentication (sign-in with Google)
• UploadThing — For file and receipt uploads
• AI Services — For the built-in chat assistant (queries are not stored permanently)

Each third-party service has its own privacy policy governing the use of your information.

10. Account Management and Deletion

User accounts in the Service are created and managed by company HR administrators. Employees do not self-register — accounts are provisioned by the employer. Upon termination or resignation, your account will be deactivated by your HR administrator.

If you wish to delete your account and associated personal data, please contact your HR administrator or email us at info@tertiaryinfo.tech with the subject line "Account Deletion Request".

Upon receiving your request, we will:

• Verify your identity
• Delete your account and personal data within 30 days
• Retain only data required by law (e.g., CPF contribution records, employment records as required under Singapore's Employment Act)

Please note that account deletion is irreversible. Any leave balances, expense claims, and payroll history associated with your account will be permanently removed unless retention is legally required.

11. Children's Privacy

The Service is intended for use by employees of registered organizations and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.

13. Contact Us

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