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Privacy Policy

Who we are

Melwa Gate Pass is the gate pass system of Melwire Rolling (Pvt) Ltd ("the company", "we"). It records permission for employees, including those living in company accommodation, to leave and re-enter the factory premises. The company is responsible for the personal information in it. This policy explains what is held, why, who can see it, how long it is kept and what your rights are.

What we collect

  • Your identity at work: Employee ID, name, department, phone number, accommodation block and room, and supervisor
  • Your photo, taken or provided by HR, so that security can confirm at the gate that the person using a pass is its owner
  • Your sign-in details: your password is stored only in a protected (hashed) form that nobody, including HR and IT, can read
  • Your gate passes: the reason, any note you add, the planned leave and return times, who approved or rejected the request and when
  • Gate records: the time you went out and came back, and the security officer who checked you, including checks that were refused
  • How you use the system: sign-in times, failed sign-in attempts, device type and network (IP) address
  • The date you accepted this policy and the Terms of Use
  • Your language choice, saved on your device

The system does not track your location. It only records the moments you pass the gate. Do not write medical or other sensitive details in a pass note: choose the reason and give details to HR in person if needed.

Why we use it

  • To give and record permission to leave the premises: needed for your employment and accommodation arrangements
  • To know who is inside the premises, for safety and in emergencies such as a fire or evacuation: a legal obligation and the company's legitimate interest
  • To follow up when someone has not returned on time, for their safety: the company's legitimate interest
  • To keep the premises secure and investigate incidents: the company's legitimate interest
  • Your photo is used only to confirm your identity at the gate and inside this system. It is not used for automatic face recognition

Who can see it

  • You can see your own passes and gate records
  • Your supervisor can see the passes, gate records and current in or out status of the employees they supervise
  • HR and system administrators can see all records. Every change they make, and every report they download, is logged
  • Security officers see a pass, with your photo, only when it is shown or entered at the gate, and the list of people currently outside
  • Your photo can be seen by you, your supervisor, security officers at the gate, and HR and system administrators. Only HR and administrators can add or change it
  • IT staff and service providers who host the system may have technical access, under a duty of confidentiality
  • Authorities may be shown records where the law requires it

We do not sell your information or share it for advertising.

How long we keep it

  • Gate passes and gate records: 2 years, after which they are deleted or made anonymous, unless they are needed for an investigation or the law requires longer
  • Sign-in history: 12 months, after which it is deleted automatically
  • Your account details and photo: while you are employed, and removed after you leave

How it is protected

Passwords are hashed, accounts are locked after repeated wrong passwords, access is limited by role, the QR code and PIN on a pass work only for that pass and only at the permitted time, and administrative actions are logged.

Your rights

Under the data protection law that applies to you, including the Personal Data Protection Act, No. 9 of 2022 of Sri Lanka where it applies, you may ask what information is held about you and receive a copy, ask for wrong information to be corrected, and raise a concern about how it is used. Contact the Human Resources Department of Melwire Rolling (Pvt) Ltd. If you are not satisfied with the answer, you may complain to the data protection authority of your country.

Cookies

The system uses only the cookies it needs to work: one that keeps you signed in and one that remembers your language.

Changes to this policy

We will tell you through the system when this policy changes in an important way.