Introduction

PAMS is an Asset Management System developed by the United Nations Office for Project Services (UNOPS) at the Somalia Country Office (SOCO). The system is used globally by UNOPS country offices to manage assets procured under various projects. This Privacy Policy explains how we collect, use, disclose, and safeguard the information provided by users of this application, especially in the context of managing assets within the UNOPS organization.

This policy applies to all users of the application, including project managers, administrative staff, and other authorized personnel who access the system for asset management. It is intended to ensure compliance with relevant privacy regulations and organizational policies, including the United Nations' data protection standards.

Information We Collect

As part of the operation of the Asset Management System, we may collect the following types of information:

• Email Addresses: We collect email addresses of authorized UNOPS personnel under the @unops.org domain for user authentication, access control, and communication purposes.
• User Profile Information: This includes names, roles, and assigned projects to ensure that each user has access to the appropriate project and asset information.
• Asset Data: The system stores data related to assets, including asset descriptions, serial numbers, locations, status, and assignment history. This information is critical for tracking and managing assets effectively across various country offices.
• Audit Logs: We record actions performed within the system, such as asset updates, transfers, and disposals, for accountability and auditing purposes.

How We Use Your Information

The information we collect is used solely for the purpose of managing and tracking assets procured by UNOPS. Specifically, we use this information to:

• Authenticate users and ensure secure access to the application using email addresses from the @unops.org domain.
• Provide project managers and authorized staff with access to asset data relevant to their projects and locations.
• Facilitate asset verification, transfers, disposals, and other management functions.
• Generate reports and dashboards to support decision-making and ensure transparency in asset management.
• Maintain audit logs to track user actions and ensure accountability and data integrity.

Disclosure of Your Information

We do not share your personal information with third parties, except in the following circumstances:

• With UNOPS Headquarters: Information may be shared with UNOPS Headquarters in Copenhagen for oversight, reporting, and system maintenance purposes.
• Legal Compliance: If required to do so by law or in response to a legal process, we may disclose information to comply with applicable laws, regulations, and legal proceedings.
• Internal Audits: Information may be accessed during internal audits conducted by authorized UNOPS personnel to ensure compliance with organizational policies and procedures.

Data Security

We are committed to ensuring the security of your data. The following measures are in place to protect the information stored in the Asset Management System:

• Encryption: Data transmitted between the application and users is encrypted using SSL/TLS to prevent unauthorized access during transmission.
• Access Controls: User access is restricted to authorized personnel based on their roles and responsibilities. The system uses domain-wide authentication to ensure only UNOPS staff can access the application.
• Data Storage: All data is stored securely on Google Cloud services, including Cloud SQL and Cloud Storage, with strict access controls and monitoring in place.
• Audit Logging: We maintain logs of all user activities within the system to detect and prevent unauthorized access and misuse.

Your Data Rights

As a user of the system, you have the right to access, update, or request the deletion of your personal data stored within the system. Requests can be made through the UNOPS IT support team. Users can also contact us at the provided email address for any concerns regarding data privacy.

Data Retention

We retain your data for as long as it is necessary to fulfill the purposes outlined in this Privacy Policy. Data related to asset management may be retained for auditing and reporting purposes even after the closure of projects. When data is no longer required, it will be securely deleted or anonymized.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or to comply with legal or regulatory requirements. If we make significant changes, we will notify users through the application or via email. We encourage users to review this Privacy Policy periodically to stay informed about how we are protecting their information.

Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at:

Email: baryalayb@unops.org
Address: United Nations Office for Project Services (UNOPS), Somalia Country Office, Phase 0, UNSOS Camp, Aden Adelle International Airport (AAIA), Mogadishu, Somalia
Headquarters: UNOPS Headquarters, Marmorvej 51, 2100 Copenhagen, Denmark

Thank you for using PAMS. We are committed to protecting your privacy and ensuring a secure environment for managing assets.