Privacy Policy

E-Spot Leader ("E-Spot Leader", "we", "us", or "our") respects the privacy of its staff, interns, supervisors, and other authorized users.

This Privacy Policy explains how E-Spot Club collects, uses, stores, protects, and manages information through the E-Spot Leader App ("App").

The App is an internal management and operational application developed specifically to support the management and coordination of E-Spot Club's DV project period.

The App is intended for authorized users, including interns, supervisors, senior supervisors, networking personnel, HR personnel, central department personnel, and other authorized staff or management.

This App is not intended to function as a general public social media platform or as a public application for unrestricted users.

By accessing or using the App, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of information as described below.

The App is used primarily for internal management, coordination, monitoring, and administration of the DV project.

Depending on the user's role and authorization, the App may be used for:

• Staff and intern management
• Supervisor and senior supervisor management
• Attendance monitoring
• Check-in and check-out records
• Leave management
• Permission and explanation records
• Substitution management
• Daily KPI and point management
• Project KPI and performance tracking
• Intern performance evaluation
• Supervisor performance calculation
• Departmental coordination
• Work allocation and monitoring
• Operational reporting
• Communication and notifications
• Administrative and HR management
• Other functions necessary for the operation of the DV project

The HR Points system identifies separate responsibilities and levels for interns, supervisors, senior supervisors, networking personnel, and the central department.

Access to the App is restricted to authorized individuals associated with E-Spot Club's DV project or related operations.

Authorized users may include:

• Interns
• Supervisors
• Senior Supervisors
• Central Department personnel
• Management
• Other authorized E-Spot Club's staff

Access to specific information and features may vary according to the user's role, responsibilities, and authorization level.

Users must not share their login credentials or allow unauthorized individuals to access their accounts.

The information collected through the App depends on the user's role and the features used.

4.1 User and Employment Information

We may collect information such as:

• Full name
• Employee or intern identification information
• Contact information
• Email address
• Phone number
• Department
• Designation or role
• Supervisor or reporting structure
• Duty assignment
• Work location or building/floor assignment
• Joining and internship information
• Employment or internship status
• Other information necessary for internal administration

4.2 Attendance Information

The App may collect and maintain attendance-related information, including:

• Check-in time
• Check-out time
• Break-in and break-out records
• Working hours
• Late arrival records
• Early departure records
• Overtime records
• Attendance corrections or explanations
• Attendance-related approvals
• Attendance status

The HR Points system requires interns to use the company's electronic attendance system for check-in, check-out, break-in, and break-out, with specified procedures for attendance exceptions.

Attendance information may be used for administrative purposes, salary or incentive calculations, KPI evaluation, attendance monitoring, and project management.

The App may collect and maintain records relating to:

• Leave applications
• Leave dates
• Leave type
• Leave approval status
• Emergency leave
• Partial leave
• Permission requests
• Explanation slips
• Late-arrival explanations
• Attendance exceptions
• Approval information
• Related comments or remarks

Such information may be accessible only to authorized HR personnel, supervisors, senior supervisors, or management according to their responsibilities.

The App may collect, calculate, store, and display performance-related information.

This may include:

• Daily KPI points
• Project KPI points
• Plus points
• Minus points
• Attendance points
• Dress-code points
• Customer-service points
• Presentation points
• Performance points
• Discipline-related records
• Office-performance points
• Digital public relations points
• Care and support points
• Incentive-related information
• Grades and performance percentages
• Supervisor evaluations
• Project achievements
• Warnings or disciplinary records
• Yellow Card or Red Card records, where applicable

The HR Points document describes daily KPI and project KPI systems and assigns different categories of evaluation to interns, including HR KPI, Office Performance KPI, Digital Public Relations KPI, and Kindness & Support KPI.

Depending on the user's role, the App may record information concerning work performed during the DV project.

For example, information may include:

• Assigned tasks
• Completed tasks
• Number of forms or services processed
• Work-related points
• Errors or corrections
• Quality-related records
• Work hours
• Overtime
• Departmental performance
• Supervisor evaluations
• Project-level performance

Different departments and roles may have different performance measurement systems.

For example, the HR Points document contains separate performance calculations for counsellors, computer operators, photographers, photo editors, supervisors, and other project personnel.

The App may maintain information regarding the organizational structure of the DV project, including:

• Building assignment
• Floor assignment
• Department
• Position
• Supervisor assignment
• Senior supervisor assignment
• Reporting relationships
• Intern groups
• Workstations
• Departmental responsibilities

This information may be used to manage staffing, supervision, work allocation, attendance, substitutions, and operational coordination.

The App may provide internal communication and notification features.

Information may include:

• Notifications
• Announcements
• Operational instructions
• HR communications
• Attendance alerts
• Leave-related notifications
• Task-related notifications
• Performance updates
• Administrative messages
• Other project-related communications

Where push notifications are enabled, the App may process the information necessary to deliver notifications to the user's device.

Users may manage notification permissions through their device settings where applicable.

When using the App, certain technical information may be automatically collected, including:

• IP address
• Device type
• Device model
• Operating system
• App version
• Device identifiers, where applicable
• Network information
• Login information
• Session information
• Error and crash information
• App performance information
• Security and access logs

This information may be used to maintain the security, functionality, reliability, and performance of the App.

If a location-based feature is implemented in the App and the user provides the required permission, the App may collect location information for legitimate operational purposes.

Such purposes may include:

• Attendance verification
• Workplace verification
• Operational monitoring
• Security purposes
• Project administration

The App will not intentionally collect precise location information unless the relevant feature requires it and the appropriate permission has been provided.

If location functionality is not enabled for a particular user or device, location information will not be collected through that feature.

If the App provides features requiring camera, photograph, or document access, users may be asked to provide the relevant device permissions.

Such access may be used for legitimate internal purposes, including:

• Staff identification
• Profile photographs
• Document submission
• Attendance-related verification
• Administrative records
• Other authorized project-management functions

The App will only use information obtained through such permissions for legitimate purposes associated with the App and its Services.

Users may deny or revoke permissions through their device settings where supported.

E-Spot Club may use information collected through the App to:

• Manage the DV project
• Manage interns and staff
• Monitor attendance
• Manage leave and permissions
• Allocate work
• Monitor departmental operations
• Calculate KPI points
• Evaluate performance
• Calculate incentives where applicable
• Manage supervisors and senior supervisors
• Manage substitutions
• Maintain HR records
• Monitor project progress
• Provide internal notifications
• Maintain operational records
• Improve project coordination
• Investigate errors or misconduct
• Maintain workplace security
• Prevent unauthorized access or misuse
• Resolve operational disputes
• Comply with applicable legal and regulatory requirements

Certain information collected through the App may be used to support internal calculations relating to:

• Salary
• Incentives
• Performance-based rewards
• Commission
• Overtime
• Fines or deductions where lawfully applicable
• Other project-related compensation

The HR Points system describes compensation as including fixed pay, variable pay, commission, and rewards, with certain components linked to performance and project activities.

Access to compensation and performance information will be restricted according to the user's role and authorization.

E-Spot Club may use role-based access controls to limit information available to users.

For example:

• Interns may access information relevant to their own work, attendance, points, assignments, and account.
• Supervisors may access information necessary to supervise assigned interns or departments.
• Senior Supervisors may access information necessary for higher-level supervision and project monitoring.
• HR personnel may access information required for HR and attendance administration.
• Central Department personnel may access information necessary for central project management.
• Management may access information necessary for overall administration and decision-making.

The actual access provided to a user may depend on the App's configuration and the user's assigned role.

E-Spot Club does not sell or rent staff, intern, or user information collected through the App.

Information may be shared internally with authorized personnel where necessary for:

• HR administration
• Project management
• Attendance management
• Performance evaluation
• Payroll or incentive processing
• Departmental supervision
• Security
• Operational coordination
• Legal or regulatory compliance

Information may also be shared with authorized third-party service providers where necessary to operate the App, such as:

• Hosting providers
• Cloud service providers
• IT service providers
• Database providers
• Notification service providers
• Security service providers
• Technical support providers

We expect service providers handling information on our behalf to maintain reasonable confidentiality and security measures.

Information relating to an individual's:

• Attendance
• Leave
• Salary
• Incentives
• Performance
• KPI points
• Disciplinary records
• Personal information
• Evaluation
• Other employment or internship records

is considered internal information.

Users must not disclose, copy, distribute, photograph, screenshot, download, or otherwise share confidential information belonging to another staff member or intern unless authorized by E-Spot Club.

Unauthorized disclosure may result in administrative or disciplinary action in accordance with applicable company policies and agreements.

E-Spot Club takes reasonable technical and organizational measures to protect information processed through the App from:

• Unauthorized access
• Unauthorized disclosure
• Loss
• Misuse
• Alteration
• Destruction
• Unauthorized copying

Security measures may include:

• User authentication
• Role-based access
• Access controls
• Password protection
• Secure data transmission where applicable
• System monitoring
• Access logging
• Administrative controls

However, no electronic system can be guaranteed to be completely secure.

Users are responsible for keeping their login credentials confidential and must immediately report suspected unauthorized access to the appropriate E-Spot Club authority.

E-Spot Club may retain information collected through the App for as long as reasonably necessary for:

• DV project administration
• Attendance records
• HR records
• Performance evaluation
• Salary and incentive administration
• Accounting purposes
• Internal reporting
• Dispute resolution
• Security and fraud prevention
• Legal and regulatory requirements

Because certain information may be required for employment, internship, accounting, audit, or legal purposes, information may not always be deleted immediately after a user stops using the App or completes the DV project.

When information is no longer required, E-Spot Club will take reasonable steps to securely delete, destroy, or anonymize it, subject to applicable requirements.

Access to the App may be suspended, restricted, or terminated when:

• The user's internship ends
• Employment or engagement ends
• The DV project period ends
• The user is transferred to another role
• The user is no longer authorized to use the App
• The account is suspected of misuse
• Security requirements require access to be restricted
• Management determines that access is no longer necessary

Deactivation of an account does not necessarily mean that all information associated with the account will be immediately deleted.

Records required for HR, accounting, legal, security, audit, or project purposes may continue to be retained.

Users of the App are responsible for:

• Keeping login credentials confidential
• Using the App only for authorized purposes
• Providing accurate information
• Not accessing information outside their authorization
• Not sharing confidential information
• Not attempting to bypass security controls
• Not using another person's account
• Immediately reporting suspected unauthorized access
• Following E-Spot Club's internal policies and procedures

Misuse of the App may result in suspension of access and/or disciplinary action.

For security, operational, and administrative purposes, E-Spot Club may maintain records of activities performed through the App.

These records may include:

• Login and logout activity
• Account access
• Changes to records
• Attendance actions
• Approval actions
• Data submissions
• Administrative actions
• Other relevant system activity

Such records may be reviewed by authorized personnel for security, auditing, troubleshooting, performance management, or investigation of suspected misuse.

The App may depend on third-party technology or services, including hosting, cloud infrastructure, notification services, authentication systems, analytics, or other technical providers.

Where third-party services process information, they may process information according to their own privacy policies and contractual obligations.

E-Spot Club will take reasonable measures to select and use appropriate service providers for the operation of the App.

This App is an internal E-Spot Club Application and is not intended for children.

Access is restricted to authorized staff, interns, supervisors, and other authorized personnel associated with the project.

E-Spot Club does not intentionally collect information from children through the App.

E-Spot Club may update this Privacy Policy when necessary due to:

• Changes in the App
• Changes in project operations
• Changes in data-processing practices
• Changes in technology
• Changes in applicable laws or regulations
• Changes in company policies

The updated version will be made available through the App or other appropriate internal communication channels.

The "Last Updated" date will be revised when material changes are made.

This Privacy Policy shall be governed by and interpreted in accordance with the applicable laws of Nepal.

For questions, concerns, or requests regarding personal information or privacy relating to the App, users may contact:

Users should report suspected unauthorized access, disclosure, or misuse of personal information to E-Spot Club as soon as reasonably possible.

By accessing and using the E-Spot Club App, authorized users acknowledge that they understand that the App is an internal management system and that information relating to attendance, performance, work, leave, compensation, and other project activities may be collected and processed for legitimate organizational and project-management purposes.

E-Spot Club reserves the right to restrict, suspend, or terminate access to the App where necessary to protect its systems, information, users, and legitimate business interests.