Elementz IT Solutions ("Elementz", "we", "us" or "our") provides the Elixa application ("Elixa" or the "App") to enable authorised organisations and their personnel to access workplace information and services. This Privacy Policy explains how information is handled when employees, administrators and other authorised users access Elixa through the mobile application or related services.
By using Elixa, you acknowledge that you have read this Privacy Policy. Your organisation may also provide notices or instructions that apply to its use of the App.
1. Information We Collect
The information processed depends on the features enabled by your organisation and the permissions you grant. It may include:
- Identity and account information: name, employee or user ID, username, work email address, phone number, role, department, designation and authentication-related information.
- Employment and workplace information: organisation, branch or work location, reporting structure, employment details and information entered into the organisation's HR or intranet workflows.
- Attendance and location information: check-in/check-out timestamps, attendance records, device location when a location-based attendance feature is used, and related geofence validation information.
- Images and documents: profile images, attendance/selfie photographs, and documents or attachments submitted through enabled App features.
- Leave and other HR information: leave requests, attendance corrections, approvals, work-related requests and associated comments or records.
- Device and technical information: device model, operating system, App version, device identifiers, IP address, diagnostic information and log data needed for security, troubleshooting and service operation.
- Communications and notification data: messages, support requests, in-App activity and push-notification tokens or preferences.
Elixa is an organisation-managed application. Your employer or the organisation that provides your account determines which modules are enabled and may supply or manage much of the information processed through the App.
2. How We Use Information
Information may be used to:
- create, authenticate and administer user accounts and access permissions;
- provide intranet, employee self-service, HR, attendance, leave and workplace-related features enabled by the organisation;
- record and validate attendance, including location-based or selfie-based attendance where enabled and permitted;
- route requests, support approvals and maintain relevant organisational records;
- send service messages, reminders and operational notifications;
- secure the App, prevent misuse, investigate incidents and maintain audit trails;
- diagnose errors, improve performance and provide technical support; and
- meet applicable legal, regulatory and contractual requirements.
3. Location and Device Permissions
If your organisation enables geofence-based attendance or another location-dependent feature, Elixa may request access to your device's location. Location information is used for the stated workplace functionality, such as validating whether a check-in or check-out occurs within an authorised site boundary. Location access is not intended for continuous tracking unless a specific feature, separate notice and applicable permissions expressly provide otherwise.
You can manage app permissions through your device settings. Disabling a permission may prevent the related feature from working. The App may also process limited device and technical information to maintain security, compatibility and reliability.
4. Sharing and Disclosure
We do not sell personal information. Information may be disclosed, to the extent necessary, to:
- Your organisation: authorised HR personnel, administrators, supervisors and other users according to the organisation's access controls and business requirements.
- Service providers: hosting, cloud infrastructure, database, communications, notification, security, analytics and technical-support providers engaged to operate or support the App.
- Professional or legal advisers: where reasonably required for legal, compliance or security purposes.
- Public authorities or other parties: where disclosure is required by law, valid legal process, or is necessary to protect rights, safety and the security of the App.
Service providers are permitted to process information for authorised service purposes and subject to appropriate contractual or other safeguards. Your organisation may separately determine how it uses or discloses employment records under its own policies and legal obligations.
5. Data Storage and Security
We use reasonable technical and organisational safeguards designed to protect information against unauthorised access, alteration, disclosure, loss or destruction. These measures may include access controls, role-based permissions, secure transmission, authentication controls, logging and operational security practices.
No method of electronic transmission or storage is completely secure. Users should protect their login credentials, use supported devices and notify their organisation or our support channel promptly if they suspect unauthorised access.
6. Data Retention
Information is retained for as long as necessary to provide the App, fulfil the purposes described in this Policy, support the organisation's legitimate business requirements, resolve disputes, maintain security records and comply with applicable laws. Retention periods may vary by data category and by the instructions or legal obligations of the organisation that administers the account.
When information is no longer required, it will be securely deleted, anonymised or otherwise disposed of in accordance with applicable requirements and the relevant data controller's instructions, subject to lawful retention obligations and backup-cycle limitations.
7. Access, Correction and Account Deletion Requests
Because Elixa accounts are generally created and managed by an employer or organisation, users should ordinarily contact their organisation's HR department or designated administrator to request access to, correction of, or deletion of account-related information.
Users may also submit a privacy request to Elementz through the contact details or contact mechanism available on elementzit.com. We will coordinate with the relevant organisation where it controls the information. We may need to verify the requester's identity and may retain information where required or permitted by law.
8. Children's Privacy
Elixa is designed for workplace use and is not intended for children. We do not knowingly design the App to collect personal information directly from children.
9. Third-Party Services and Links
The App or its supporting infrastructure may rely on third-party services to provide hosting, notifications, maps or other enabled functionality. Those providers may process information under their own privacy policies and terms. Where the App links to an external website or service, that service's privacy practices will apply to its handling of information.
10. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in the App, our practices or applicable requirements. The updated version will be published on this page with a revised "Last updated" date. Users should review this page periodically. Material changes may also be communicated through the App or by the organisation administering the account.
11. Contact Us
For questions, concerns or privacy-related requests about Elixa, contact Elementz IT Solutions through the contact channel provided on our official website:
Elementz IT Solutions
Website: https://elementzit.com/
If your request concerns employment, attendance, leave or other records managed by your employer, please also contact your organisation's HR department or designated administrator.