Overview
Emerson Group ("we", "us", "our") operates Emerson Colleagues, the internal staff portal at https://colleagues.emersontech.xyz. This policy explains what personal data we collect when you use the portal, why we collect it, and how we handle it.
The portal is for authorised Emerson Group staff only. It is not a public consumer service.
Data we collect
Depending on how you use the portal, we may process:
- Discord account identifiers, username, avatar, and guild role information used to verify staff access.
- Roblox account identifiers and profile details if you choose to link Roblox through OAuth.
- Staff profile data such as team assignment, access level, leave records, shift assignments, and internal notes created by managers.
- Messages you send in designated Discord support channels, including related ticket metadata.
- Automated quality scores and summaries generated from support messages for training and review purposes.
- Usage and audit logs (sign-ins, settings changes, approvals, and similar administrative actions).
- Notification preferences and in-app activity needed to run hub features.
How we use data
We use this information to:
- Authenticate you and enforce role-based access.
- Operate HR and operations tools including leave, shifts, teams, announcements, and onboarding.
- Monitor support quality, manage tickets, and produce internal performance reporting.
- Send operational notifications related to your staff duties.
- Maintain security, troubleshoot issues, and investigate policy breaches.
- Meet legal obligations and respond to valid requests from authorities where required.
Legal basis
Because the portal is an internal workforce tool, we primarily rely on legitimate interests and performance of employment-related obligations to process staff data. Where required, we will obtain consent for optional integrations such as Roblox linking.
If you are unsure how this applies to you, contact us using the details below.
Retention
We keep data for as long as your staff access is active and for a reasonable period afterwards for auditing, dispute resolution, and legal compliance. Message ratings, tickets, and audit logs may be retained according to internal retention schedules set by Emerson Group management.
When data is no longer required, we delete or anonymise it where practicable.
Your rights
Depending on applicable law, you may have rights to access, correct, delete, restrict, or object to certain processing of your personal data, and to data portability.
To exercise these rights, email us at the address below. We may need to verify your identity before responding. You may also raise a concern with your local data protection authority.
Security
We use access controls, encrypted connections, and industry-standard hosting practices to protect data. No system is completely secure; report suspected incidents to your manager or to us promptly.
Changes
We may update this policy from time to time. The "Last updated" date at the top of this page will change when we do. Continued use of the portal after changes take effect constitutes acceptance of the updated policy where permitted by law.
Contact
Questions about this policy or your data: privacy@emersontech.xyz.
Emerson Group — Emerson Colleagues