Vortech Inc.

Employee privacy notice

This notice explains what personal data Vortech's HR apps hold about you, why, who can see it and what your rights are. It covers HRIS, the GARDEN apps (HREM, ATS and Payroll) and HONEYBEES (tasks and Worklog timesheets).

Who is responsible for your data

Your employer — the Vortech company named in your employment contract — is responsible for your personal data (the data controller). Vortech Inc. runs these apps for the whole group.

What we hold

  • Identity and contact details: your name, work email and the contact details you or HR enter.
  • Employment details: job title, department, manager, start date and employment status.
  • Time off and working time: leave requests and balances, links to supporting documents, timesheets and tasks.
  • Pay: salary, allowances, tax and social insurance details and bank account. These are held in the Payroll app and only the compensation and benefits team can see them.
  • Performance and recognition: performance reviews, feedback, trophies, credits and Employee of the Month.
  • Requests and messages: HR and IT desk tickets and their conversations, and what you type into Leafy, the AI assistant.
  • System records: when you sign in, and a log of changes made in the apps.

We hold health information only when you give it to us for Social Insurance Funded Leave or maternity leave, and only as far as that leave needs it.

Why we use it

  • To run your employment contract: pay, leave and work records.
  • To meet our legal obligations: tax, social insurance and employment law.
  • For our legitimate interest in running the company: organising teams and tasks, performance reviews, recognition, internal communication, IT security and audit logs. You can object to this use (see Your rights).

We do not rely on your consent to use your employment data, so you are never asked to agree to it. Health information is used only as employment and social security law allow.

AI assistant

  • HRIS includes one AI assistant, Leafy, which you can choose to use. It answers HR policy questions and drafts leave and HR requests from what you type. No other app uses AI.
  • What you type is sent to OpenAI to produce the answer. Leafy does not send your name, email or employee records with it. Leafy only drafts: you review and submit, and nothing is approved or decided by AI.
  • Leafy does not save your conversation in our systems. OpenAI may keep it for up to 30 days to detect abuse.
  • We do not use AI to make decisions about hiring, pay, performance or your working time.
  • Please don't type more personal detail into Leafy than your request needs.

Who can see it

  • Within Vortech, only what each role needs: HR, your manager (for approvals and your team's information), the compensation and benefits team (pay) and system administrators (support and security).
  • Service providers working for us: our server hosting provider (Hostinger), Google if you sign in with Google, our email provider for notifications, and OpenAI for Leafy.
  • Public authorities, when the law requires it (for example tax and social insurance).

Where it is stored

Our apps and data run on servers our hosting provider operates for Vortech, which may be outside the European Union, and Vortech Inc. administers them from outside the EU. OpenAI processes Leafy messages in the United States. Whenever your data leaves the EU, we protect it with the safeguards data protection law requires, such as the EU Standard Contractual Clauses.

How long we keep it

For as long as you work for us. After you leave, we keep only what the law requires (for example payroll and tax records) or what we need to handle a legal claim, and then delete it.

Your rights

  • See the data we hold about you and get a copy.
  • Have wrong or incomplete data corrected.
  • Have data deleted when we no longer need it.
  • Limit how we use it, or object to a use based on our legitimate interest.
  • Receive data you gave us in a format you can take elsewhere.

To use any of these rights, raise an HR request in HRIS (Tickets). We answer within one month. You can also complain to the data protection authority in the country where you live or work.

Changes to this notice

Last updated 28 September 2026. When we change this notice or the cookie policy, HRIS will ask you to read them again the next time you sign in.