Last Updated: March 31, 2026
HRMS ("the App") is an HR management application used by authorized employees, administrators, and company representatives of Prodyn Albania Shpk.
This Privacy Policy explains how personal data is collected, used, stored, and protected when the App is used.
1. Who We Are
If the App is used by your employer or organization, that organization is generally the Data Controller for employee-related personal data processed through the App.
Where applicable, the App provider and its technical service providers act as Data Processor or service provider on behalf of the organization.
For privacy-related questions, please contact:
Prodyn Albania Shpk
Tirane, Albania
Njesia Bashkiake Nr. 11, Rruga Gjergj Balshaj, Godina Nr. 6
Email: info@prodyn.al
2. Information We Collect
Depending on the features enabled by your organization, the App may collect and process the following categories of data:
a) Personal Identification Information
- Full name
- Employee ID
- Email address
- Phone number
- Date of birth
- Birthplace
- Gender
- Social security number
- Profile photo (if used)
b) Employment Information
- Job title
- Department
- Employment status
- Contract details
- Salary and payroll-related information, where applicable
c) Attendance and Work Activity Data
- Check-in / check-out records
- Leave requests and attendance history
- Shift or schedule information, where applicable
d) Device and Technical Information
- IP address
- Device model
- Operating system version
- App logs, diagnostics, and security-related technical data
e) Files and Documents
If enabled, the App may process files or documents uploaded or downloaded by users, such as HR documents, payslips, or supporting attachments.
3. Why We Process Personal Data
Personal data is processed only for legitimate HR, administrative, operational, compliance, and security purposes, including:
- Employee account and profile management
- Attendance tracking and leave management
- Payroll administration and tax / labor law compliance
- Internal HR workflows and approvals
- Delivery of HR-related notifications
- Protection of company systems, records, and business operations
- Troubleshooting, auditing, and system security
4. Legal Basis for Processing
Depending on the jurisdiction and context, personal data may be processed on one or more of the following legal bases:
- Performance of an employment contract
- Compliance with legal obligations
- Legitimate interests of the employer or organization, such as security, administration, and internal operations
- Consent, where legally required for specific optional features
5. How We Share Data
Personal data may be made accessible only to authorized parties on a need-to-know basis, including:
- Authorized HR personnel
- Company administrators and managers
- Payroll, finance, or accounting staff, where applicable
- IT administrators and technical support personnel
- Trusted hosting, infrastructure, or service providers acting on behalf of the organization
- Governmental, legal, tax, or regulatory authorities where required by law
We do not sell personal data.
6. Third-Party Services
The App may rely on third-party service providers to operate securely and efficiently, such as:
- Amazon Web Services (AWS) for hosting and infrastructure
- Security, logging, or technical support tools, where applicable
Such providers may process personal data only under appropriate contractual, security, and confidentiality obligations and only to the extent necessary to provide the service.
7. Data Retention
Personal data is retained only for as long as necessary for employment administration, operational needs, legal compliance, and legitimate business purposes.
Certain records, including payroll, tax, attendance, audit, or employment records, may be retained for longer periods where required by applicable law or company policy.
Backup copies may also be retained for a limited and secure period.
8. Data Security
We implement appropriate technical and organizational measures to protect personal data, including, where appropriate:
- Encrypted transmission (e.g. HTTPS / TLS)
- Access controls and role-based permissions
- Authentication and account protection measures
- Audit logging and system monitoring
- Secure hosting and restricted administrative access
While no system can guarantee absolute security, reasonable safeguards are applied to reduce the risk of unauthorized access, disclosure, alteration, or loss.
9. Your Rights
Subject to applicable law and organizational policy, users may have the right to:
- Access personal data
- Request correction of inaccurate data
- Request deletion of eligible data
- Request restriction or objection to certain processing, where applicable
- Request information about how their data is used
Some requests may be limited where data must be retained for legal, payroll, tax, audit, employment, or security reasons.
Requests may be submitted through your employer’s HR department or by contacting:
10. Account and Data Deletion
User account deletion is not currently available within the App.
Users may request account deletion or data deletion through the appropriate organizational or HR contact, in accordance with applicable law and company policy.
Please note:
- Deleting an account may not immediately remove records that must be retained for employment, payroll, legal, tax, audit, or security purposes.
- Certain records may be archived or retained where required by law or internal compliance obligations.
To request deletion, please contact:
11. Permissions Used by the App
Depending on the enabled features and Android version, the App may request permissions such as:
- Camera: for profile pictures, document capture, or scanning
- Files / media access: to upload or download HR-related documents
- Notifications: to receive HR alerts, updates, or reminders
Permissions are requested only where necessary for app functionality.
12. International Data Transfers
Where applicable, personal data may be processed or stored in countries outside the user’s local jurisdiction.
Where such transfers occur, reasonable safeguards and contractual protections will be applied where required by law.
13. Children
The App is intended only for employees, contractors, administrators, and other authorized organizational users. It is not intended for children.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect operational, legal, or technical changes. The updated version will be posted with a revised "Last Updated" date.
15. Contact
If you have questions about this Privacy Policy or your data, please contact:
Prodyn Albania Shpk
Email: info@prodyn.al