01. Introduction

This Privacy Policy explains how the Miami-Dade Tax Collector Human Resources Intranet (“the Intranet”, “we”, “our”, or “the system”) collects, uses, stores, and protects employee information. The purpose of this policy is to ensure transparency, safeguard personal data, and support compliance with Miami-Dade County regulations and applicable privacy laws.

This document describes the types of information that may be collected through the HR Intranet—including profile information, training records, HR requests, and user activity—and outlines the rights and responsibilities of employees regarding their data.

02. Types of Information We Collect

Through the normal use of the HR Intranet, the system may collect and store the following types of information:

Personal Identification Information

• Name

• Employee ID

• Work location and division

• Job title and supervisor

• Work phone number and email address

HR & Employment-Related Information

• Training completion records

• Certifications

• Attendance and leave requests

• HR support requests

• Performance-related information (if applicable)

System & Usage Data

• Login timestamps

• IP address (internal network)

• Pages or modules accessed

• Activity logs for security and auditing

This information is used solely for legitimate business, HR, operational, and security purposes.

03. How We Use Your Information

Data collected through the HR Intranet may be used to:

• Provide access to HR services and tools

• Process PTO and leave requests

• Track compliance with required training

• Maintain accurate employee records

• Improve system functionality and user experience

• Protect system security and integrity

• Support communication between employees, managers, and HR

No personal information is sold or used for commercial purposes.

04. Information Sharing and Disclosure

The HR Intranet may share information only under the following conditions:

Internal HR Use

Information may be accessed by authorized HR personnel and managers for legitimate business and operational purposes.

County-Level Requirements

Data may be shared with Miami-Dade County administrative systems when necessary to process payroll, benefits, training compliance, or other official functions.

Legal or Compliance Requirements

Information may be disclosed when required by law, subpoena, court order, or other regulatory mandate.

We do not share employee information with external third-party vendors unless they are officially contracted by Miami-Dade County and meet all required data-protection standards.

05. Data Protection and Security

We use technical and administrative safeguards to protect your information, including:

• Secure employee authentication

• Role-based access control

• Encrypted data transmission

• Activity and auditing logs

• Regular security monitoring

• Restricted administrative permissions

Only authorized personnel may access sensitive information and only for legitimate work-related purposes.

06. Employee Rights

Employees using the HR Intranet have the following rights regarding their data:

• Right to Access: You may request information about the data stored in your profile.

• Right to Correction: If your information is inaccurate or outdated, you may request corrections.

• Right to Review HR Records: You may request access to your HR-related documentation according to County procedures.

• Right to Report Concerns: You may contact HR if you believe your data is being handled improperly.

Requests may be submitted through the HR Contact section of the Intranet or directly through the HR department.

07. Data Retention

Information stored in the HR Intranet is retained according to Miami-Dade County records retention schedules and Florida public records requirements. HR-related data may be retained longer when required for legal, administrative, or compliance purposes.

08. Updates to This Policy

This Privacy Policy may be updated periodically to reflect system improvements, legal requirements, or operational changes. Any updates will be posted within the HR Intranet, and employees will be notified when major revisions are made.

09. Contact Information

For questions about this Privacy Policy or your data:

Miami-Dade Tax Collector – Human Resources Department
200 NW 2nd Ave, Miami, FL 33128
Email: tchr@mdctaxcollector.gov
Phone: (305) 375-5448