VEL4 Employee Portal Privacy Notice

1. Scope and Roles

This Notice explains how personal information is handled when you use the VEL4 Employee Portal. Your participating restaurant, employer, or organization generally determines the employment-related purposes for which information is collected and used. VEL4 provides the software platform and processes information to operate, secure, support, and improve the service.

This Notice supplements any privacy notice your employer provides. If your employer’s legal obligations require additional or different disclosures, those employer notices also apply.

2. Notice at Collection

At or before Portal activation and when you use Portal features, VEL4 and your employer may collect the categories below. The exact information depends on the features your employer enables.

• Identifiers and contact information: name, preferred name, employee number, personal Portal email, phone number, account identifiers, and verification status. Used for account creation, authentication, communication, and employee-record matching.
• Employment and operational information: employer/location, role, House or department, employment and scheduling status, availability, schedules, shifts, open-shift activity, time-off requests, tasks, training or position information, accountability activity, acknowledgments, and related records. Used to operate restaurant workflows and provide employee self-service features.
• Communications and requests: comments, request details, follow-up notes, support interactions, and information you choose to submit in free-text fields. Used to process requests, support communication, and maintain an audit trail.
• Team Satisfaction information: shift-experience ratings, optional comments, survey status, and optional follow-up request. Used to measure workplace experience and identify operational improvement opportunities.
• Technical and security information: IP address, browser/device information, authentication events, security/audit logs, and, if you opt in, push-notification subscription data. Used for security, fraud prevention, troubleshooting, delivery, and system integrity.

Sale or sharing: We do not sell your personal information, and we do not share Employee Portal personal information for cross-context behavioral advertising.

Retention: We retain information for as long as reasonably necessary for the purposes described here, for the employer’s operational and legal obligations, for security and audit requirements, and as otherwise required or permitted by law. Different record types may have different retention periods.

3. Where Information Comes From

Information may come directly from you; from your employer, managers, supervisors, or authorized leaders; from schedules and operational activity in VEL4; and automatically from the device or browser used to access the service.

4. How We Use Information

• Create, verify, secure, and maintain your Portal account.
• Display schedules, availability, requests, tasks, and other authorized employee information.
• Support restaurant scheduling, staffing, leadership follow-up, accountability, and operational workflows.
• Send account, schedule, task, request, survey, and security communications.
• Protect against unauthorized access, investigate security issues, maintain audit records, and troubleshoot service problems.
• Generate aggregated or threshold-protected operational reporting and improve VEL4 features.
• Comply with legal obligations and respond to lawful requests.

5. Team Satisfaction Privacy

Team Satisfaction surveys are designed to be anonymous by default. Standard reporting does not display employee identity and uses minimum response thresholds before segmented results are shown. Survey responses are stored separately from ordinary employee identity records.

If you select the option requesting leader follow-up, VEL4 may maintain a separate identity linkage for that follow-up workflow. Authorized leadership can then see who requested contact, while the survey-reporting experience remains designed to protect response anonymity.

6. Who May Receive Information

Information may be made available to your employer and authorized leaders according to their role and location permissions. VEL4 may also use service providers that support hosting, authentication, email delivery, push notifications, security, logging, and similar infrastructure. These providers receive information only as needed to perform services for VEL4 or the employer.

We may disclose information when required by law, to protect rights or safety, to investigate misuse or security incidents, or as part of a permitted business transaction subject to appropriate safeguards.

7. Your Choices and Access

Depending on your Portal configuration, you can review or update your preferred name and phone number and can request a verified change to your Portal email. Official legal name, employment status, role, location assignment, and similar employer-controlled records must be changed through authorized management.

You may disable optional device push notifications. Disabling push notifications does not remove important in-app records or other communications your employer is permitted or required to provide.

8. California and Other Privacy Rights

If applicable privacy law gives you rights to know, access, correct, delete, limit, or otherwise control personal information, requests may be submitted through your employer or through the VEL4 support contact identified in the application. Because your employer generally determines the employment purpose for the information, VEL4 may need to route a request to the employer for verification and response.

Some requests may be limited by legal, security, recordkeeping, or employment-law obligations. Exercising an applicable privacy right will not be used by VEL4 as a basis for unlawful discrimination.

9. Sensitive Information and Free-Text Fields

The standard Employee Portal is not designed to collect Social Security numbers, payment-card credentials, bank-account credentials, biometric identifiers, or precise geolocation. Avoid placing unnecessary medical, financial, immigration, or other highly sensitive information in comments or free-text fields. If your employer requires sensitive information for a legally authorized process, follow the employer’s designated procedure.

10. Security

VEL4 uses access controls, authentication, database permissions, audit logging, encrypted network connections, and other technical and organizational safeguards intended to protect Portal information. No system can guarantee absolute security, so promptly report suspected unauthorized access.

11. Former Employees and Retention

When employment ends, operational access may be removed immediately. If enabled by the employer, a former employee may retain a 90-day limited-access period for permitted requests, responses, and leadership contact. This limited access does not mean all underlying records are deleted after 90 days. Records may be retained longer when needed for legal, security, audit, dispute, or employer recordkeeping obligations.

12. Changes to This Notice

VEL4 may update this Notice as the service, law, or data practices change. Material changes may require a new acknowledgment in the Portal. The version and effective date above identify the Notice currently presented to you.

13. Questions or Requests

For questions about employment records or workplace decisions, contact your restaurant or employer. For VEL4 platform privacy questions, use the support contact listed in the application or on vel4app.com.