Customer Administrator Guide for Internal Colleague Profiles
Configuration privacy and workforce guidance for Orgacha customers
| Document information | Details |
|---|---|
| Organisation | Orgacha Ltd |
| Date | 3 October 2026 |
| Status | Customer-facing guidance |
What colleague profiles do
Internal colleague profiles help authorised users recognise and contact people in their workplace. Profiles are not public and should contain only the information needed for workplace identification and engagement.
Choose your visibility setting
| Setting | Effect | When to use it |
|---|---|---|
| Disabled | Members cannot browse or open colleague profiles. | Where profiles are not required or the organisation is not ready to provide worker information. |
| Assigned venue tree | Members see profiles only within the permitted venue structure. | For organisations requiring stronger separation between branches, regions or operational teams. |
| Whole organisation | Members can discover active colleagues across the customer workspace. | For organisations that want cross-venue communication and have informed workers appropriately. |
Decide what information is required
Orgacha recommends requiring only the name, job title, department and venue needed for workplace identification. Profile photographs, biographies, interests, skills, clubs and recognition should remain optional.
Before enabling profiles
- Decide and document the organisation’s lawful basis.
- Tell workers what profile information will be visible, to whom and why.
- Complete or adapt the legitimate-interests assessment where legitimate interests is selected.
- Choose the narrowest visibility setting that meets the workplace purpose.
- Confirm who can correct job titles, departments and venue assignments.
- Establish an internal route for profile concerns, corrections and complaints.
- Ensure managers understand that optional fields must not be made compulsory.
Administrator responsibilities
- Keep required workplace information accurate.
- Use assigned scope and do not access or alter profiles outside authorised venues.
- Respond proportionately to profile reports and preserve relevant context.
- Do not use profiles as a performance, attendance, monitoring or HR record.
- Do not export, copy or compile colleague information unless independently lawful, necessary and authorised.
- Hide or disable access promptly when a worker leaves or no longer needs access.
- Review visibility after restructures, venue moves and changes to administrator access.
Information that should not appear
- Birth dates, ages or full birthdays.
- Personal telephone numbers, personal email addresses or home addresses.
- Shift schedules, exact working times or location history.
- Absence, attendance, performance, disciplinary or other HR information.
- Health, disability, trade-union, criminal-offence or other sensitive information.
- Private-message activity, training progress or detailed usage history.
Optional information and employee choice
Workers may leave optional fields blank, remove them later and choose whether eligible clubs or recognition are displayed. Do not penalise or disadvantage a worker for declining to add optional information. Employment consent may not be freely given because of the relationship between employer and worker; obtain appropriate legal advice rather than treating a compulsory profile as consent-based.
Content visibility
A profile may show only content the viewer is already authorised to access. Opening a profile does not reveal private messages, restricted posts, another venue’s private content or another organisation’s information. Report suspected access problems to Orgacha promptly.
Offboarding and correction
Disable or offboard accounts promptly. Normal profile and directory visibility will be removed, while underlying records may remain according to contractual retention, audit and backup rules. Workers should use the organisation’s existing privacy or HR contact to request correction of employer-supplied details.
Suggested worker notice
Your internal Orgacha profile helps colleagues identify and contact you. Your name, job title, department and venue may be supplied by the organisation. You can choose whether to add a photograph, short biography, interests or skills, and you may remove optional information later. Profiles are visible only to authorised users within the organisation or the venue scope selected by the organisation. Content shown through your profile remains subject to its original audience settings. Contact [insert internal contact] if information is incorrect or you have a concern.