Leave App Privacy Policy

Effective Date: September 11, 2026

EN3 Solutions Ltd. (“we,” “us,” “our,” or the “Company”) respects your privacy and is committed to protecting the personal information of employees and authorized users of the Leave Management App (the “App”). This Privacy Policy explains what information we collect, how we use it, how we protect it, and the choices available to you when you use the App. The App is intended primarily for employees and authorized personnel of organizations that use the App to manage employee leave and related information.

By using the App, you acknowledge that you have read and understood this Privacy Policy.

1. About the App

The Leave Management App is an internal employee leave-management application. Employees are provided with login credentials by their organization or an authorized administrator. After signing in, employees can use the App to:

  • View leave information and available leave balances
  • Submit leave requests
  • View submitted leave requests
  • View leave request status
  • Apply for applicable leave types such as Casual Leave (CL), Sick Leave (SL), and C-OFF
  • Receive notifications regarding leave requests and updates

Authorized administrators can use the App to:

  • Manage employee leave requests
  • Review submitted leave applications
  • Approve or reject leave requests
  • Manage applicable leave balances
  • Manage employee-related leave information

2. Information We Collect

We collect information reasonably necessary to provide and operate the App.

2.1 Employee and Account Information

Depending on how the organization has configured the App, we may collect and process:

  • Employee name
  • Employee ID
  • Username
  • Email address
  • Phone number, where applicable
  • User role, such as employee or administrator
  • Account authentication information
  • Organization-related information necessary to provide access to the App

Employee accounts may be created or managed by the organization or an authorized administrator. Users generally do not independently create organizational accounts through the App.

2.2 Leave Information

When an employee submits or manages a leave request, the App may collect and store:

  • Leave type
  • Leave start & end date
  • Number of leave days
  • Reason or comments provided with the request
  • Leave request status
  • Approval or rejection information
  • Administrator comments, where applicable
  • Leave balances
  • C-Off-related information
  • Dates and information associated with C-Off requests\

This information is used to operate the organization’s leave-management process.

2.3 Authentication Information

The App uses authentication services to verify that only authorized users can access employee and administrative functionality. The App uses Firebase Authentication for user authentication. We do not intentionally collect or store users’ passwords in plain text.

2.4 Device and Notification Information

If notifications are enabled, the App may collect or process technical information required to deliver notifications, including:

  • Firebase Cloud Messaging (FCM) registration token
  • Device type
  • Operating system information
  • App version
  • Device-related technical information necessary for notification delivery

Notification tokens are used to send relevant App notifications, such as updates concerning leave requests.

3. How We Use Your Information

We use information collected through the App for legitimate business and operational purposes, including:

3.1 Providing App Functionality

We use information to:

  • Authenticate users
  • Provide access to authorized features
  • Display employee leave balances
  • Submit and manage leave requests
  • Process CL, SL, and C-Off requests
  • Maintain leave records
  • Display leave request status
  • Enable administrator approval and rejection workflows

3.2 Communication and Notifications

We may use contact and device information to:

  • Send leave request notifications
  • Notify employees when requests are approved or rejected
  • Notify users about relevant changes to their leave information
  • Send administrative or service-related notifications
  • Send relevant email communications where enabled by the organization

3.3 Security

We may process information to:

  • Protect user accounts
  • Prevent unauthorized access
  • Detect and investigate suspicious activity
  • Maintain the security and integrity of the App
  • Troubleshoot technical problems

3.4 App Maintenance and Improvement

We may use technical information to:

  • Diagnose errors
  • Improve App reliability
  • Fix bugs
  • Maintain application performance
  • Develop improvements to the App

We do not use employee leave information for unrelated advertising purposes.

4. How We Share Information

We do not sell, rent, or trade employee personal information. Information may be accessible to the following categories of parties where necessary to operate the App.

4.1 Organization and Authorized Administrators

Employee information and leave information may be accessible to authorized administrators or representatives of the organization using the App. For example, administrators may need access to:

  • Employee leave requests
  • Leave balances
  • Leave dates
  • Leave request reasons
  • Approval and rejection information

Access is intended to be limited according to the user’s role and organizational requirements.

4.2 Service Providers

We may use trusted third-party service providers to support the App. The App uses services provided by Google Firebase, including:

  • Firebase Authentication
  • Cloud Firestore
  • Firebase Cloud Messaging

The App may also use \\EmailJS\\ for email-related communications where configured by the application or organization. These service providers may process information on our behalf to provide authentication, database, notification, email, and related functionality.

4.3 Legal Requirements

We may disclose information where reasonably necessary to:

  • Comply with applicable laws or legal processes
  • Respond to lawful requests from authorities
  • Protect the rights, property, or safety of the Company, users, or others
  • Investigate fraud, security issues, or unauthorized activity

5. Firebase and Third-Party Services

The App uses third-party services to provide certain functionality.

5.1 Firebase Authentication

Firebase Authentication is used to authenticate authorized users and maintain account access.

5.2 Cloud Firestore

Cloud Firestore may be used to store information such as:

  • Employee account information
  • Leave requests
  • Leave balances
  • Approval and rejection information
  • Notification-related information

5.3 Firebase Cloud Messaging

Firebase Cloud Messaging may be used to deliver push notifications to users. The App may store an FCM registration token associated with a user’s device so that relevant notifications can be delivered.

5.4 EmailJS

Where enabled, EmailJS may be used to facilitate email communications related to the App, such as leave-related notifications or administrative communications.

Information transmitted through EmailJS is limited to the information necessary for the relevant email communication Third-party services process information according to their respective terms and privacy policies. For more information about Google’s privacy practices, please visit: https://policies.google.com/privacy

6. Data Security

We take reasonable technical and organizational measures to protect information handled through the App. Security measures may include:

  • Authentication and access controls
  • Role-based access to App functionality
  • Secure communication between the App and backend services
  • Protection of database access
  • Restrictions on administrative access
  • Monitoring and troubleshooting of technical issues

However, no electronic transmission or storage system can be guaranteed to be completely secure. Users should keep their login credentials confidential and should immediately report suspected unauthorized
access to their organization or the appropriate administrator.

7. Data Retention

We retain information for as long as reasonably necessary to:

  • Provide the App’s services
  • Maintain employee leave records
  • Process and maintain leave requests
  • Maintain organizational records
  • Meet legal, accounting, or business requirements
  • Resolve disputes or security issues

The actual retention period may depend on the organization’s policies and applicable legal requirements. When information is no longer required, it may be deleted, anonymized, or securely disposed of, subject to
applicable retention requirements.

8. Account Deletion and Data Requests

Because the App is intended for employees and authorized organizational users, accounts may be managed by the organization. If you want to:

  • Delete your account
  • Correct personal information
  • Request access to your information
  • Request deletion of information
  • Ask questions about how your information is processed

please contact your organization’s administrator or contact us using the information provided in the \\Contact Us\\ section below. Some information may need to be retained where required for legitimate business, legal, security, or regulatory purposes.

9. User Responsibilities

Users are responsible for:

  • Keeping their login credentials confidential
  • Using only their authorized account
  • Not sharing account credentials with other individuals
  • Reporting unauthorized access
  • Providing accurate information when submitting leave requests
  • Using the App only for authorized organizational purposes

10. Children’s Privacy

The Leave Management App is intended for employees and authorized personnel and is not directed toward children. We do not knowingly collect personal information from children for the purpose of providing the App. If you believe that a child has provided personal information through the App, please contact us so that appropriate action can be taken.

11. International Data Processing

Our third-party service providers may process or store information in countries other than the country where you For example, Firebase, EmailJS, and other infrastructure providers used by the App may process information through infrastructure located in different jurisdictions. Where required, we take reasonable steps to ensure that information is handled with appropriate security and privacy safeguards

12. Cookies and Similar Technologies

The mobile App does not use traditional browser cookies as a primary mechanism for providing its core functionality. However, third-party SDKs and services used by the App may use technical identifiers, local storage, tokens, or similar technologies necessary to provide authentication, notifications, security, and other services.

13. Notifications

The App may send push notifications relating to:

  • Leave request submissions
  • Leave approvals/ Rejections
  • Leave status changes
  • Other relevant administrative updates

Users may control notification permissions through their device settings. Disabling notifications may prevent users from receiving certain timely updates, but it does not necessarily prevent the user from accessing the core App functionality.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes to the App
  • Changes to our services
  • Changes to applicable laws
  • Changes to our data practices
  • Security or operational improvements

When we make significant changes, we may provide appropriate notice through the App, our website, or other reasonable communication methods. The updated Privacy Policy will include a revised effective date.

15. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

En3 Solutions Ltd.
Email: support@en3.ca
Website: https://en3.ca

For employee-specific requests regarding account access, leave records, leave balances, or organizational information, users should also contact their organization’s authorized administrator or HR representative

16. Acknowledgment

By using the Leave Management App, you acknowledge that you have read and understood this Privacy Policy and understand how information may be collected, used, stored, and processed as described above. If you have questions or concerns regarding the processing of your information, please contact your organization or EN3 Solutions Ltd. using the contact information provided above.