Privacy Policy — U HR

Last Updated: June 24, 2026

1. Introduction

U HR ("HR", "we", "us", or "our") is an enterprise Human Capital Management (HCM) and Talent Orchestration Platform operated by Ukkera Tech LLC. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use the U HR platform, including the employee self-service portal, manager dashboard, payroll engine, talent management modules, and associated services (collectively, the "Service"). By using the Service, you consent to the practices described in this policy.

2. Information We Collect

We collect the following categories of information to provide comprehensive HR management services:

Personal Identification Information: Full name, date of birth, nationality, government ID numbers, passport details, residential address, contact information, and emergency contact details.
Employment Data: Job title, department, employment history, work schedule, contract documents, company-assigned identifiers, and organizational role information.
Attendance & Time-Tracking Data: Clock-in/out records from biometric devices, IoT systems, and manual entry, including timestamps and location data where applicable.
Payroll & Financial Data: Salary information, bank account details, tax identification numbers, deduction records, overtime calculations, penalty assessments, and compensation history.
Performance & Talent Data: Performance reviews, peer feedback, 360-assessment results, skill matrix data, competency evaluations, career development plans, and promotion history.
Educational & Certification Records: Academic qualifications, professional certifications, training completion records, and continuing education activities.
System Usage Data: Login timestamps, feature interactions, IP addresses, browser type, device information, and session duration for service optimization and security monitoring.

3. How We Use Your Information

We use the collected information for the following purposes:

To provide, maintain, and improve the HR platform and all its features.
To process payroll accurately, including salary calculations, tax withholding, overtime payments, penalty deductions, and bank disbursement file generation.
To manage the complete employee lifecycle from onboarding through promotions, transfers, and offboarding.
To administer attendance tracking, leave management, shift scheduling, and overtime authorization.
To evaluate employee performance, identify skill gaps, recommend training programs, and support promotion decisions through data-driven talent analytics.
To enforce company policies including attendance rules, code of conduct, and compliance requirements.
To generate compliance reports for labor authorities, tax agencies, and regulatory bodies as required by applicable law.
To communicate important updates regarding payroll, benefits, policy changes, and organizational announcements.

We may share your information in the following circumstances:

With Authorized Personnel: Managers, HR business partners, payroll specialists, and system administrators within your organization access data based on their role and need-to-know basis, enforced through dynamic role-based access control.
With Service Providers: We engage trusted third-party service providers including banking institutions for salary disbursement, cloud infrastructure providers, payroll calculation engines, and analytics platforms — all bound by strict data processing agreements.
With Regulatory Authorities: We may disclose information to labor ministries, tax authorities, social insurance organizations, and other government bodies as required by law — including but not limited to Saudi labor law compliance and ZATCA reporting requirements.
Legal Compliance: We may disclose information when required by valid legal process, court order, or government request, or to protect our rights, property, or safety.
Business Transfers: In the event of a merger, acquisition, reorganization, or sale of assets, employee data may be transferred as part of the business transaction.

We do not sell your personal information to third parties.

5. Data Security

We employ comprehensive security measures to protect your HR data:

Encryption: All data in transit is encrypted using TLS 1.3. Data at rest is protected using AES-256 encryption.
Immutable Audit Trail: Every payroll calculation, approval action, status change, and data modification is logged with SHA-256 checksums to ensure data integrity and prevent tampering.
Access Governance: Dynamic role-based access with Segregation of Duties (SoD) controls ensures that users cannot hold conflicting roles. Redis-cached permission matrices enable sub-50ms authorization checks.
Row-Level Security: PostgreSQL Row-Level Security (RLS) ensures managers can only access data for their direct reports. Payroll data is isolated in a dedicated, encrypted service.
Biometric Data Protection: Time-series attendance data and biometric records are stored in isolated databases with additional encryption layers.
Regular Audits: We perform quarterly security assessments, penetration testing, and compliance audits to maintain the highest security standards.

6. Data Retention

We retain your personal information for the duration of your employment or contractual relationship with the organization using U HR, plus any additional period required by applicable labor laws and tax regulations. Payroll records, tax documents, and attendance logs are retained in accordance with statutory requirements — typically six (6) years from the end of the relevant tax year or as mandated by local labor law.

Upon termination of employment or at the end of the mandatory retention period, we securely delete or anonymize your personal data unless further retention is required by law.

7. Your Rights

Subject to applicable data protection laws, you have the following rights regarding your personal data:

Right of Access: Obtain confirmation about whether we process your data and request a copy of that data.
Right to Rectification: Request correction of inaccurate or incomplete personal data.
Right to Erasure: Request deletion of your personal data where legally permitted.
Right to Restrict Processing: Request restriction of processing under specific conditions.
Right to Data Portability: Receive your data in a structured, machine-readable format and request transfer to another controller.
Right to Object: Object to processing of your data for specific purposes, including direct marketing.
Right to Contest Payroll: Challenge payroll-related entries through the platform's built-in dispute mechanism before the payroll cut-off date.

To exercise these rights, contact your organization's HR department or reach out to us directly using the information below.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. We will notify you of material changes through the U HR platform and update the "Last Updated" date at the top of this policy. We encourage you to review this policy periodically. Your continued use of the Service after the effective date of any changes constitutes acceptance of the updated policy.

9. Contact Us

If you have any questions, concerns, or complaints regarding this Privacy Policy or our data handling practices, please contact us:

Email: [email protected]
Website: ukkera.org

We will acknowledge your inquiry within 5 business days and respond fully within 30 days.