Privacy Policy for the Case Management System (CMS)

The Ministry of Gender, Labour, and Social Development of the Government of Uganda ("Ministry", "we", "us") is deeply committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy outlines how we collect, use, store, and safeguard personal information when you access or use the Case Management System (CMS) platform, which includes the CMS Migrant Worker App and CMS Manager for Officers. By accessing or using these platforms, you acknowledge and consent to the terms set out in this policy.

1. Information We Collect

We collect different types of personal information depending on your role and interaction with the CMS platform:

A. Migrant Workers

• Personal Identification Information: Full name, contact information (phone number, email), gender, date of birth, nationality, and unique identification details (e.g., passport number, national ID).
• Employment Information: Job title, employer details (name, location, contact), work history, contract details, and terms of employment.
• Case Information: Detailed records of your cases within the CMS, including case number, status, updates, reports, and any related documents (e.g., contracts, identification).
• Sensitive Data: We may collect sensitive data if necessary for the case, such as medical records, financial information, or other private details. This is always handled with utmost confidentiality.

B. Officers (CMS Manager for Officers)

• Professional Information: Your full name, contact details (phone, email), position, and department.
• Action and Case Management Logs: Information regarding actions taken within the CMS, such as login activity, updates made to cases, communications with migrant workers, and system access times.
• Sensitive Data: If applicable, sensitive case-related data (e.g., information about migrant workers' health, legal status, financial information) is managed securely according to legal guidelines.

C. General Users

• Basic Contact Information: Name, email, phone number (if necessary).
• Usage Data: This includes system access logs, IP address, device type, browser type, and usage patterns to enhance the platform’s performance and user experience.

2. How We Use Your Information

We use the collected information for various purposes based on the type of user and the services you require:

A. For Migrant Workers

• Case Management and Tracking: We use your personal and case details to manage your migration process effectively, providing case updates, tracking case statuses, and ensuring all necessary information is available for case resolution.
• Communication: We may send you notifications about case updates, important reminders, and communication from officers related to your case.
• Service Improvement: We analyze the data to improve the CMS’s functionality, fix bugs, and introduce new features that meet the needs of migrant workers.

B. For Officers

• Case Handling: Officers use your data to manage and track cases, provide support, conduct necessary investigations, and ensure proper case progression.
• Compliance and Reporting: We may process your data to generate reports, track performance, and ensure that all cases are handled in accordance with national labor laws and regulations.
• Communication: Officers will use the CMS to communicate directly with migrant workers regarding their cases, progress, and any required actions.

C. For General Users

• User Support and Queries: We use collected contact details to respond to general queries, assist with CMS usage, and troubleshoot any reported issues.
• System Performance and Improvement: We gather usage data to improve system reliability and enhance the user interface to provide a seamless experience.

3. Data Sharing and Disclosure

We respect your privacy and will only share personal data under specific circumstances:

• With Your Consent: We may share your data if you provide explicit consent for us to do so, especially in case of sharing sensitive information with third parties (e.g., legal representatives, external agencies).
• With Authorized Parties: Your information may be shared with officers and other staff members of the Ministry who require access to the data in order to manage your case or perform their duties.
• Legal and Regulatory Requirements: We may disclose your personal data in compliance with legal obligations, such as when responding to law enforcement requests, complying with court orders, or adhering to governmental reporting requirements.
• Third-Party Service Providers: We may use third-party services to process or store data. These service providers are contractually obligated to protect your data and comply with data protection regulations.

4. Data Retention

Your personal data will be retained for as long as necessary to fulfill the purposes outlined in this policy. This includes:

• Case Duration: For migrant workers, your data will be retained for the duration of your case, including any follow-ups, unless specified otherwise by law.
• Legal Compliance: We may retain your data for a longer period if required by applicable laws or regulations, such as those governing record-keeping and reporting.
• Data Anonymization: When the data is no longer needed, it may be anonymized for statistical purposes.

5. Data Security

We take your privacy seriously and implement robust security measures to protect your personal data:

• Encryption: We use encryption protocols to secure personal data both in transit and at rest.
• Access Control: Only authorized personnel can access sensitive data, and we regularly review our access protocols to ensure compliance.
• Regular Security Audits: We conduct security audits and vulnerability assessments to safeguard your data against unauthorized access, hacking, or loss.

6. Your Rights

You have the following rights regarding your personal data:

• Right to Access: You have the right to request access to the personal data we hold about you.
• Right to Correct: If your data is incorrect, you have the right to request corrections.
• Right to Erasure: You may request the deletion of your personal data, subject to legal obligations and case requirements.
• Right to Restrict Processing: You may request restrictions on the processing of your data in specific circumstances.
• Right to Object: You may object to the processing of your data in certain cases, such as for marketing purposes.

7. Contact Us

If you have any questions or concerns about your privacy or this policy, please contact us at: