Legal

Privacy Policy

Last updated: September 2026 · Applies to the SDA Office Management System (SDA-OMaS)

This policy explains, in plain language, what information SDA-OMaS stores about you and why. It is a working draft for the Northern Tanzania Union Conference (NTUC) and should be reviewed by Union leadership before being treated as final, binding policy.

1. Information the system stores

Depending on your role, SDA-OMaS may hold the following about you:

Category	Examples
Identity & contact	Full name, email address, phone number, employee ID, profile photo
Employment	Role, entity/department, service record, education history, promotions, retirement records
Compensation	Salary, payroll history, salary slips, fund and budget requests
Attendance & leave	Leave requests and approvals, attendance and job-assignment records
Performance	Goals, evaluations, supervisor reviews, task assignments
Secretariat reporting	Statistical reports and approval history for your entity, where applicable
Communications	Internal messages, and a delivery log of notifications sent to you by email, SMS, or WhatsApp
System & security	Login timestamps, session activity, and an audit trail of key actions (e.g. approvals) for accountability

2. Why it's collected

To run core HR, payroll, budget, procurement, and reporting functions for NTUC
To route approvals to the correct person at the correct entity
To notify you about things that need your attention (leave decisions, approvals, deadlines)
To maintain an audit trail for financial accountability and dispute resolution
To secure accounts and investigate suspected misuse

3. Who can see your information

Access is scoped by role and entity. In general, your immediate supervisors, HR/Administrator roles, and Treasury staff can see the records relevant to their function (e.g. Treasury sees payroll and budget data; HR sees service records). Officers and Administrators with elevated permissions can see more broadly within their entity or across entities they oversee. Fellow employees without an administrative role cannot see your personal HR or salary records.

4. Notifications sent outside the system

When email, SMS, or WhatsApp notifications are enabled, the relevant message content (e.g. "your leave was approved") is passed to the configured email provider (SMTP), SMS gateway, or WhatsApp Business Cloud API to deliver it to you. These providers process only what is needed to deliver the message and are configured by your Administrator under System Settings.

5. How long information is kept

Employment, payroll, and financial records are generally retained for as long as required for NTUC's administrative, financial, and statutory recordkeeping needs. Deleted drafts (for example, an unsubmitted statistical report) are removed from active use but may persist briefly in backups before rotation.

6. Security

Passwords are stored hashed, never in plain text
Access to each module and record is checked against your role and entity on every request
Sensitive actions (approvals, overrides) are logged with who performed them and when
Session cookies are used only to keep you signed in — no third-party tracking or advertising cookies are used

7. Your responsibilities

Keep your own login credentials confidential, and let your Administrator know if any information held about you is inaccurate so it can be corrected.

8. Questions or requests

To ask what information is held about you, or to request a correction, contact your system Administrator or the Secretariat office. See also the Terms of Use.