Privacy Policy

This Privacy Policy explains how Kea Building & Contracting ("we", "us", or "our") collects, uses, stores, and protects information in connection with the KEA Management System (the "Service"), accessible at https://app.tectra.ae. The Service is an internal enterprise resource planning (ERP) and human resource management platform used by our authorized employees, contractors, and clients.

By accessing or using the Service, you agree to the collection and use of information in accordance with this Policy.

1. Who We Are

Kea Building & Contracting is the data controller responsible for the personal information processed through the Service. If you have any questions about this Policy or our data practices, contact us at it@kea-design.com.

2. Information We Collect

We collect the following categories of information:

• Account & Identity Data: name, email address, phone number, employee ID, nationality, date of birth, job title, and role within the organization.
• Authentication Data: hashed passwords, one-time passwords (OTPs), password reset tokens, and session credentials.
• Employment & HR Data: employment contracts, offer letters, payslips, leave requests, attendance records, policy acknowledgments, and identification documents (e.g. passport, visa, Emirates ID).
• Attendance & Biometric Data: punch in/out times, site assignments, and where applicable, biometric identifiers captured by biometric attendance devices integrated with the Service.
• Location & Vehicle Data: GPS coordinates, routes, and telemetry from company vehicles tracked via the Wialon platform, including geofence events.
• Project & Operational Data: leads, client records, projects, crews, daily site assignments, and related operational information.
• Documents & Uploads: files, images, and documents uploaded to the Service, including content processed by optical character recognition (OCR).
• Technical & Usage Data: IP address, browser type, device information, access logs, and audit trails of actions taken within the Service.

3. How We Use Your Information

We process personal information to:

• Provide, operate, and maintain the Service;
• Authenticate users and manage role-based access to features and data;
• Administer HR functions such as payroll, leave, attendance, and document management;
• Monitor and manage company vehicles, fleet assignments, and operational logistics;
• Send transactional notifications (e.g. account alerts, password resets, leave approvals) by email and SMS;
• Detect, investigate, and prevent fraud, security incidents, and misuse of the Service;
• Comply with applicable legal, regulatory, and contractual obligations.

4. Legal Basis for Processing

We process personal information on the following lawful bases: performance of the employment contract, compliance with legal obligations, our legitimate interests in operating and securing the Service, and, where required, your consent.

5. How We Share Information

We do not sell personal information. We share information only with the following categories of recipients, and only as necessary:

• Authorized personnel: employees, managers, and HR/IT administrators who require access to perform their duties.
• Service providers: trusted third-party providers that support the Service, including Amazon Web Services (cloud hosting, S3 storage, SNS notifications, Textract OCR), Neon (managed PostgreSQL database), and Wialon (vehicle GPS tracking).
• Legal and regulatory authorities: when required by law, court order, or to protect our legal rights.

All service providers are bound by contractual obligations to keep personal information confidential and to use it only for the purposes for which we engage them.

6. Data Retention

We retain personal information for as long as necessary to provide the Service, fulfill the purposes outlined in this Policy, and comply with our legal, accounting, and reporting obligations. Employment-related records are retained in accordance with applicable labor laws of the United Arab Emirates.

7. Data Security

We implement reasonable technical and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. These include encrypted connections (HTTPS/TLS), hashed passwords, role-based access controls, audit logging, and secure cloud infrastructure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Subject to applicable law, you may have the right to: access the personal information we hold about you; request correction of inaccurate or incomplete data; request deletion of your data; object to or restrict certain processing; and withdraw consent where processing is based on consent. To exercise any of these rights, contact us at it@kea-design.com. We will respond within a reasonable timeframe and in accordance with applicable law.

9. Cookies & Local Storage

The Service uses cookies, local storage, and session storage to maintain authenticated sessions, remember user preferences (such as theme), and ensure the Service functions correctly. The Service does not use third-party advertising or tracking cookies.

10. International Data Transfers

Some of our service providers may process personal information in countries other than the United Arab Emirates. Where such transfers occur, we rely on appropriate safeguards, including contractual commitments from those providers, to protect your information.

11. Children's Privacy

The Service is intended solely for authorized adult users in an employment or business context. We do not knowingly collect personal information from children under the age of 18.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by a revised "Last updated" date at the top of this page. We encourage you to review this Policy periodically.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact us at: