Document Reference: HR-WEB-POL-2026

Last Updated: May 20, 2026

Classification: Internal Corporate & Applicant Data Security

This policy outlines the acceptable use, data privacy compliance, and security protocols governing the UniqueFire Human Resources Portal (hr.uniquefire.com). By accessing this portal as an employee, contractor, or job applicant, you agree to comply with the terms listed below.

🔒 1. Data Privacy & Information Security

Just like the network protocols enforced on it.uniquefire.com, the HR portal handles highly sensitive information. We protect this data through strict compliance standards.

• Data Encryption: All data transmitted to and from this portal—including resumes, bank details, and identification numbers—is encrypted using industry-standard Secure Socket Layer (SSL/TLS) technology.

• Access Control: Access to employee records is restricted on a “need-to-know” basis. Only authorized Human Resources personnel, legal compliance officers, and relevant hiring managers have access to specific datasets.

• Candidate Data Retention: Information submitted by job applicants is retained securely in our Applicant Tracking System (ATS) for a period of up to two years for future employment matching, unless deletion is explicitly requested by the applicant.

🚫 2. Acceptable Use Policy

The hr.uniquefire.com portal is intended solely for legitimate human resources, recruitment, and corporate administrative functions.

Authorized Actions:

• Submitting internal HR support tickets, tracking PTO, and updating personal contact or payroll details.

• Uploading legitimate employment documentation (e.g., resumes, certifications, medical leave documents).

Prohibited Actions:

• Falsification: Submitting intentionally fraudulent, inaccurate, or misleading personal or professional data.

• Malicious Uploads: Uploading files that contain viruses, trojans, corrupted files, or any software designed to compromise the integrity of the UniqueFire server infrastructure.

• Unauthorized Scraping: Using automated bots, scrapers, or scripts to harvest staff directory details, email addresses, or phone numbers from the portal.

📑 3. Document Submission & Verification Guidelines

When utilizing the portal’s upload functions (such as submitting an HR ticket or job application), users must adhere to the following file standards to prevent security flags from our IT automated firewalls:

• Approved File Types: Documents must be submitted in .pdf, .docx, .png, or .jpg formats. Executable files (e.g., .exe, .bat) or compressed archives (.zip, .rar) will be automatically quarantined and deleted by IT security.

• File Size Limits: Single file uploads are capped at a maximum of 10MB.

• Accuracy: By submitting documents (such as certifications, diplomas, or past employment verifications), you grant UniqueFire HR the right to verify the authenticity of the information provided with relevant third-party institutions.

🍪 4. Cookie Policy & System Logging

To optimize user experience and maintain portal security, hr.uniquefire.com utilizes functional cookies and tracking tokens.

• Authentication Cookies: These cookies keep you securely logged into your employee profile or application tracking session, preventing unauthorized users from hijacking active sessions.

• System Logs: Our automated IT monitoring systems record IP addresses, browser types, and timestamped actions. These logs are used strictly for security auditing, preventing brute-force login attempts, and diagnosing website performance bugs.

🛠️ 5. Support & Reporting Violations

If you experience technical issues with the HR portal or suspect that your login credentials have been compromised, do not wait.

• For Web/Login Issues: Please submit an IT helpdesk request via it.uniquefire.com or contact it-support@uniquefire.com.

• For Data Privacy Concerns: If you believe there has been an unauthorized exposure of personal data, immediately report the incident to hr-compliance@uniquefire.com.