Staff Portal Privacy Policy

• Employment records — designation, department, campus posting, joining date and reporting structure.
• Attendance, leave, timesheets and shift assignments.
• Payroll data — bank details, PAN, EPF/ESI numbers, tax declarations and salary components.
• Academic records — timetables, class allocations, exam duties and student performance data you are entitled to view.
• Login activity, IP addresses and audit logs for security purposes.

• To run HR and payroll operations, including statutory filings and audits.
• To schedule classes, assign duties and manage academic delivery.
• To communicate about training, compliance, safety drills and internal notices.
• To investigate policy violations, ragging complaints, harassment complaints or misuse of systems, where required.

Access is role-based. You may view only the records relevant to your role, and any information you access about students, colleagues or applicants must be treated as strictly confidential. Sharing screenshots, exports or credentials with any external party is prohibited.

Portal activity is logged and monitored for security, quality assurance and compliance. Attempts to access unauthorised records, tamper with logs or share credentials will be treated as a serious violation.

Staff information is shared externally only with statutory authorities (income tax, EPFO, ESIC), payroll processors, insurers and auditors under confidentiality obligations, or when required by law.

Employment and payroll records are retained for the duration of employment and for the period required by statute after exit. Access to the portal is revoked immediately upon separation.

You may request access to, or correction of, your personal information through HR. In turn, you are responsible for:

• Keeping your credentials confidential and using strong passwords.
• Logging out of shared devices and reporting suspected misuse immediately.
• Following our data protection, anti-ragging and code-of-conduct guidelines.

For any privacy question related to the staff portal, write to HR at the email below. Suspected security incidents should also be reported to it@chennaisamirta.com.