Privacy Policy

1. Purpose

The HRGF Enterprise Resource Planning (ERP) System is designed to support Human Resource Management (HRM), Human Capital Management (HCM), payroll, attendance, employee lifecycle management, recruitment, performance management, procurement, finance, project management, asset management, and other authorized business operations.

This Privacy Policy explains how employee and organizational information is collected, processed, stored, protected, and accessed within the ERP system.

2. Scope

This policy applies to all authorized users of the HRGF ERP System, including:

• Human Resources (HR)
• Chief Executive Officer (CEO)
• HR Administrators
• Authorized Management Personnel
• System Administrators
• Other personnel granted access to confidential organizational information

Access to the ERP system is granted solely for legitimate business purposes and in accordance with company policies.

3. Information Processed

Employee Information

• Employee identification details
• Contact information
• Employment records
• Department and designation
• Attendance records
• Leave records
• Payroll and compensation details
• Performance evaluations
• Training records
• Promotions and disciplinary actions
• Employment contracts
• Emergency contact details

Business Information

• Procurement requests
• Purchase approvals
• Asset records
• Project assignments
• Organizational documents
• Internal workflow approvals
• Financial records related to business operations

System Information

• User login history
• IP addresses (where applicable)
• Browser and device information
• User activity logs
• Audit trails
• Access timestamps
• System notifications

4. Purpose of Processing

Information processed within the ERP system is used to:

• Manage employee records
• Process payroll and employee benefits
• Administer attendance and leave
• Support recruitment and onboarding
• Conduct employee performance evaluations
• Manage training and development
• Process procurement and purchase requests
• Track organizational assets
• Support project and operational management
• Generate business reports and analytics
• Maintain legal and regulatory compliance
• Protect company information and business operations

5. Confidentiality of Employee Information

Employee information maintained within the ERP system is confidential. Authorized users may access employee information only when required to perform their official responsibilities.

Unauthorized viewing, copying, downloading, modifying, sharing, or disclosing confidential information is strictly prohibited and may result in disciplinary action in accordance with company policies.

6. Role-Based Access Control

Access to ERP information is controlled through role-based permissions. Users are granted access only to the information necessary for their assigned responsibilities.

7. Data Security

HRGF implements administrative, technical, and organizational safeguards to protect information stored within the ERP system, including:

• Role-based access control
• Secure authentication mechanisms
• Password protection
• Encryption where applicable
• Secure infrastructure
• Continuous monitoring
• Audit logging
• Regular backups
• Disaster recovery procedures

8. Data Retention

Employee and organizational information is retained only for as long as necessary to support business operations, legal obligations, audits, contractual requirements, and regulatory compliance.

9. User Responsibilities

• Access information only for authorized business purposes.
• Maintain confidentiality of employee and organizational information.
• Protect login credentials.
• Do not share accounts or passwords.
• Do not export or distribute confidential data without authorization.
• Report suspected security incidents immediately.
• Comply with all company information security policies.

10. Audit Logging and Monitoring

The ERP system maintains audit logs of user activities, approvals, modifications, and access history to ensure accountability, support internal audits, and investigate security incidents where necessary.

11. Information Sharing

HRGF does not disclose confidential employee or organizational information except where required for legitimate business operations or by applicable law. Information is shared only with authorized personnel and approved entities operating under appropriate confidentiality obligations.

12. Third-Party Services

Where required, the ERP system may integrate with approved third-party applications to support authorized business operations. Such integrations are governed by appropriate contractual, confidentiality, and security requirements.

13. Policy Updates

HRGF reserves the right to revise or update this Privacy Policy to reflect changes in legal requirements, business operations, security practices, or ERP functionality. Updated versions become effective upon publication in the ERP system.

14. Contact Information

For questions regarding this Privacy Policy or the handling of confidential information, please contact:

Holy Rock & Green Flag Engineering Consultancy
Email: info@hrgfsa.com
Website: www.hrgfsa.com
Head Office: Riyadh, Kingdom of Saudi Arabia