Issued by: Smart City Systems Software Services FZCO(SCS/Smart City Systems)
Applies to: All users of the SmartHR platform (hereafter referred to as the “Platform” or “Service”).

Purpose of the Policy

This End User Terms and Conditions outlines the responsibilities, expected behavior, and restrictions for individuals using the SmartHR platform. The aim is to ensure secure, ethical, and lawful usage of the system while maintaining data integrity and privacy across all users and organizations.

Acceptance of Terms

By creating an account, accessing, or using the SmartHR platform, users agree to comply fully with the terms outlined in this policy, in conjunction with the SmartHR Terms & Conditions and Privacy Policy.
If you do not agree with any part of this policy, you are not authorized to use the platform and should immediately discontinue access.

Account Registration and Access Control

• Each end user is provided with a unique user account by their employer or authorized administrator.
• You are solely responsible for all actions performed using your account credentials. Sharing your credentials with others, including colleagues, is strictly prohibited.
• You must notify your administrator or SmartHR support immediately if you suspect any unauthorized use or access to your account.

SmartHR implements access control policies and role-based permissions to ensure users can only access features and data relevant to their role in the organization.

Acceptable Use Guidelines

To ensure a secure and respectful environment, all users must adhere to the following behavioral and usage standards:

• Lawful Use Only: The platform must only be used for legal purposes, including HR, payroll, leave, attendance, employee records, and compliance functions.
• Respectful Conduct: Users must not post or distribute any content that is abusive, harassing, offensive, defamatory, or discriminatory.
• No Unauthorized Access: Users must not attempt to bypass system controls, access restricted areas, probe for vulnerabilities, or gain unauthorized access to other users’ data or system resources.
• No Interference: Users must not upload malware, attempt to overload servers, or engage in activities that could disrupt or damage the SmartHR infrastructure.
• Appropriate Communication: All messages, comments, or inputs into the system must be professional, accurate, and work-related.

Violation of these guidelines may result in immediate suspension or termination of access, and if applicable, disciplinary or legal action.

Data Security and Confidentiality

• Users must treat all data accessed through the platform, including employee records, payroll details, documents, and reports, as confidential.
• Personal or sensitive information must not be downloaded, copied, or shared unless required by company policy and with appropriate authorization.
• All communication and data transfers within the platform are encrypted using industry-standard protocols (e.g., HTTPS, TLS).
• SmartHR uses secure data centers and cloud infrastructure to ensure data availability, integrity, and redundancy.

As an end user, you must comply with your organization’s data protection policies and applicable data privacy regulations (e.g., GDPR, UAE PDPL).

Use on Personal Devices (BYOD)

If accessing SmartHR on personal or non-corporate devices:

• Your device must have up-to-date operating system patches and antivirus protection.
• You must ensure the device is not accessible to unauthorized individuals (e.g., via shared accounts, unsecured access).
• Any downloaded reports or exports must be stored securely and deleted after use.

SmartHR is not liable for data breaches resulting from insecure personal devices or user negligence.

Intellectual Property Rights

• The SmartHR platform, including its interface, workflows, templates, and all embedded technologies, are the exclusive intellectual property of Smart City Systems Software Services FZCO.
• End users may not reproduce, reverse engineer, decompile, or exploit any part of the platform for personal or commercial gain.
• All content created within the platform using its native tools (e.g., reports, employee records) remains the property of the organization using the service.

Monitoring and Logging

To maintain security and audit compliance, SmartHR may log user activities, including logins, record access, modifications, and administrative actions.
These logs may be accessed by authorized administrators to investigate suspicious behavior or resolve support queries.

Users consent to such monitoring as a condition of using the platform.

Support and Maintenance

For issues related to performance, login errors, or feature usage, users are encouraged to first contact their internal HR Department
If further assistance is required, authorized administrators may raise a ticket through the official SmartHR support channels.

Support hours and SLAs are as per the Service Level Agreement signed between the client and Smart City Systems.

Suspension or Termination of Access

SmartHR reserves the right to suspend or permanently revoke access for users who:

• Violate any section of this End User Policy
• Attempt to breach system security
• Are no longer employed by the subscribing organization
• Have been deemed a risk to the integrity or safety of the system or other users

Such actions may be performed with or without notice, depending on the severity of the violation.

Disclaimer & Limitation of Liability

Smart City Systems (SCS) is committed to supporting and resolving technical issues with the SmartHR platform during the active subscription period. However, SCS is not responsible for how the platform is used by customers or their users.
Any loss, damage, or consequences resulting from misuse, misconfiguration, or reliance on the platform’s outputs remains the responsibility of the customer.
To the fullest extent permitted by law, SCS disclaims any liability for indirect, incidental, or consequential damages, including loss of data, revenue, or business interruption.

Compliance & Legal Responsibility

It is the customer’s responsibility to ensure all statutory, regulatory, and payroll-related data entered into the platform is accurate and compliant with applicable laws.
SCS will implement software updates related to major legal or compliance changes only upon receiving formal notifications from authorities. However, SCS does not guarantee automatic compliance unless configurations and data provided by the customer are accurate and up to date.

Updates to This Policy

This policy may be updated from time to time in line with legal changes, technology upgrades, or internal policy changes.
Continued use of the SmartHR platform after changes are made will be deemed as acceptance of the updated policy.
It is the responsibility of the end user to review the latest version of this policy periodically.

Contact for Policy-Related Queries

For questions or concerns regarding this policy, users can reach out to:
Compliance Officer
Smart City Systems Software Services FZCO
Email: legal@smartcitysystems.com