Privacy notice

This draft describes the intended processing. Confirm the responsible office, lawful basis, privacy contact and retention schedule before staff rollout.

Information processed

Google account identifier and email; Employee ID; name; office assignment; position; request dates and type; uploaded forms and supporting documents; review remarks; notification and audit history. Supporting documents may contain health or other sensitive information.

Purpose and access

Information is used to verify staff access, process requests, maintain document versions and record manual submission to the Region. Staff access their own records. Authorized HR Admin, Supervisor and Super Admin accounts can access all records under the agreed access model. Google and Cloudflare services support authentication, storage, hosting and processing.

Handling documents

Upload only information needed for the request. Documents are intended to remain private and are downloaded through authorized access. Notifications should not contain illness details or document attachments.

Corrections, retention and contacts

Raise incorrect account details or documents with the designated HR Admin or Super Admin. The responsible office must publish the approved retention/disposal schedule and privacy contact before production use. This draft does not promise immediate deletion of official records.