Privacy Policy

Uttar Banga Krishi Viswavidyalaya operates the UBKV HRM mobile application and portal (the “App”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the application.

1. Information We Collect

We may collect information about you in a variety of ways when you use the App. The types of data we collect generally fall into two categories:

• Personal Information: Information that you voluntarily provide to us when registering for an account or using HR services, such as your full name, employee ID, official email address, phone number, department designation, date of birth, and banking/salary details (if applicable for payroll).
• Employment & Operational Data: Information related to your professional role within the university, including attendance records, leave applications, performance evaluations, service book details, and task histories submitted through the App.
• Automatically Collected Information: When you access the App, our servers may automatically collect standard technical data, such as your mobile device type, operating system, unique device identifiers, IP address, and app usage logs for security and diagnostic purposes.

2. How We Use Your Information

Having accurate information permits us to provide you with a smooth, efficient, and customized HR experience. Specifically, we may use information collected about you via the App to:

• Manage your employee account, authentication, and secure login.
• Process official workflows such as leave requests, attendance tracking, and payroll operations.
• Communicate important administrative announcements, policy updates, and institutional notifications.
• Monitor and analyze app usage and trends to improve functionality and user experience.
• Ensure internal security, prevent unauthorized access, and comply with legal or institutional obligations.

3. Disclosure of Your Information

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following limited circumstances:

• Internal Administration: With authorized university personnel, department heads, and human resource administrators who require access to perform their official duties.
• Legal & Regulatory Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency).
• Service Providers: With trusted third-party vendors who assist us in operating our app, hosting infrastructure, or servicing you, provided those parties agree to keep this information confidential.

4. Security of Your Information

We use administrative, technical, and physical security measures designed to help protect your personal information from unauthorized access, disclosure, alteration, and destruction. While we have taken reasonable steps to secure the information you provide to us, please be aware that no security measures are absolute or impenetrable.

5. Your Rights and Choices

• Account Information: You can review or update your profile information by logging into your account settings or contacting the institutional IT/HR cell.
• Data Retention: We retain your personal and employment information for as long as your account is active or as needed to comply with university employment policies and statutory legal requirements.

6. Children’s Privacy

Our App is strictly intended for use by employees and staff of Uttar Banga Krishi Viswavidyalaya. We do not knowingly solicit or collect data from individuals under the age of 18.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or operational requirements. We will notify you of any changes by updating the “Effective Date” at the top of this policy. You are advised to review this Privacy Policy periodically for any changes.

8. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at: