Medical Leave Privacy & Records

This policy explains how TechAbout handles medical documents submitted for sick leave, extended medical leave, return-to-work review, or medical accommodation requests.

When Documents Are Required

• If medical leave is more than 2 days, HR may ask for supporting medical documents.
• Documents should confirm the need for leave, expected duration, and any work restrictions relevant to attendance or duties.
• Employees should not be asked to disclose unnecessary personal medical details beyond what HR needs to verify leave and plan work coverage.

Privacy Principles

• Medical information is treated as confidential HR information.
• Access is limited to HR, the relevant approving authority, and management only where there is a genuine business or safety need.
• Supervisors should normally receive only the work-related outcome, such as approved leave dates, return date, or restrictions. They should not receive detailed diagnosis information unless the employee consents or the information is required for safety/legal reasons.
• Medical documents must not be shared in public groups, team chats, or with employees who do not need access.

Submission Process

• Employees should submit medical documents directly to HR or through the approved HR system.
• If documents are first sent to a supervisor, the supervisor should forward them to HR and avoid storing personal copies.
• HR may verify documents where there is a reasonable concern about authenticity, repeated misuse, or unclear dates.

Storage and Retention

• Medical documents should be stored in the employee HR file or approved HR system with restricted access.
• Documents should be kept only as long as needed for leave verification, payroll, legal compliance, audit, or an active dispute.
• When documents are no longer required, HR may archive or delete them according to company retention practice.

Employee Rights and Corrections

• Employees may ask HR which medical documents are held in their record.
• If a document is wrong, incomplete, or outdated, the employee may submit a corrected document.
• Employees who believe medical information was shared improperly may raise a grievance with HR or management.