Employee Data Notice
Effective date: May 26, 2026 ยท Version: VILA Ops legal notice v2
This Employee Data Notice explains the work-related information collected through VILA Ops and how it may be reviewed, used, and retained by Villagrana Logistics Inc.
1. Internal Work System
VILA Ops is a company-controlled work system. Authorized users should expect that portal activity and submitted work-related information may be reviewed by management/admins for legitimate business purposes.
2. Data Categories Collected
- Name, email, phone, role, profile details, and account status.
- Login activity, browser/device information, IP-related logs if available, and security activity.
- Time-off requests, review status, and related notes.
- Form submissions, timestamps, duration, and submission history.
- Device/asset inspection details and uploaded photos.
- GPS tied to specific forms when enabled.
- Messages, reactions, read receipts, reports, and moderation records.
- AI-assisted flags, admin notes, exports, role changes, approvals, and denials.
3. GPS, Photos, and Operational Forms
GPS and photo uploads may be collected when required by specific forms or workflows. These records may be used for operational confirmation, safety review, asset/device history, compliance, investigations, and dispute resolution.
4. Messages and Monitoring
Company chatrooms and messaging features are work communication systems. Messages, reactions, reports, read receipts, and attachments may be reviewed by authorized management/admins. Users should not use portal messaging for private, personal, harassing, threatening, or inappropriate communications.
5. Admin Actions and Audit Logs
Admin actions may be logged, including approvals, denials, account changes, role changes, exports, notes, message deletion/soft deletion, and compliance-request handling. Audit logs help protect users and the company.
6. Requests and Questions
Employees or former employees may submit access, correction, deletion, privacy, personnel-file, or accessibility requests using the request workflow. Requests are reviewed and may be limited where records must be retained.
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