This page is used to inform website visitors regarding our policies with the collection, use, and disclosure of Personal Information if anyone decided to use our Service.

SmartHR Mobile APP

If you choose to use our Service, then you agree to the collection and use of information in relation to this policy. The Personal Information that we collect is used for providing and improving the Service. We will not use or share your information with anyone except as described in this Privacy Policy. Data, Documents, Pictures and GPS location collected through this application is soles owned and used by your company and Smart City Systems(SCS) has no control over the data, collected through this application. If you have any concerns on usage of SmartHR Mobile APP, please contact your company HR Department.

The terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, which is accessible at SmartHR unless otherwise defined in this Privacy Policy.

Information Collection and Use

For a better experience, while using our Service, we may require you to provide us with certain personally identifiable information, including but not limited to Your pictures, Location, usage of application. The information that we request is will be retained by us and used as described in this privacy policy.

The app does use third party services that may collect information used to identify you.

Link to privacy policy of third party service providers used by the app

Google Play Services

Apple store Services

Log Data

We want to inform you that whenever you use our Service, in a case of an error in the app we collect data and information (through third party products) on your phone called Log Data. This Log Data may include information such as your device Internet Protocol (“IP”) address, device name, operating system version, the configuration of the app when utilizing our Service, the time and date of your use of the Service, and other statistics.

SmartHR Software-as-a-Service (SAAS), SmartHR Managed Service Data Protection Privacy Policy

At Smart City Systems (SCS), we are committed to protecting the privacy and confidentiality of personal data entrusted to us. As a provider of HR Software-as-a-Service (SAAS), we understand the importance of data protection and strive to ensure compliance with applicable data protection laws and regulations. This Data Protection Privacy Policy outlines how we collect, use, store, and protect personal data in our HR SAAS platform.

1. Collection of Personal Data

We collect personal data from our customers, who are the data controllers, for the purpose of providing HR SAAS services. The types of personal data we may collect include but are not limited to:
- Employee information (e.g., name, contact details, employment history)
- Financial information (e.g., salary, benefits)
- Attendance and leave records
- Performance evaluations
- Training records
- Log data (e.g., Internet Protocol (“IP”) address, Browser details, Operating system version)

2. Use of Personal Data

We use personal data solely for the purpose of providing HR SAAS services to our customers. The data is processed in accordance with the instructions provided by the data controllers. We do not use personal data for any other purposes without the explicit consent of the data controllers, customers or as required by law. By submitting personal data to SmartHR, Customer agrees that SCS and its Affiliates may process, transmit and/or store personal data only to the extent necessary for, and for the sole purpose of, enabling SCS to perform its obligations to under this SAAS Agreement. In relation to all Personal Data provided by or through Customer to SCS, Customer will be responsible as sole Data Controller for complying with all applicable data protection or similar laws such as EU Directive95/46/EC and laws implementing that Directive that regulate the processing of Personal Data and special categories of data as such terms are defined in that Directive. Customer agrees to obtain all necessary consents and make all necessary disclosures before including Personal Data in Content and using the Enabling Software and SmartHR SAAS. Customer confirms that Customer is solely responsible for any Personal Data that may be contained in Content, including any information which any SmartHR SAAS User shares with third parties on Customer’s behalf. Customer is solely responsible for determining the purposes and means of processing Customer Personal Data by SCS under this Agreement, including that such processing according to Customer’s instructions will not place SCS in breach of applicable data protection laws. Prior to processing, Customer will inform SCS about any special categories of data contained within Customer Personal Data and any restrictions or special requirements in the processing of such special categories of data, including any cross-border transfer restrictions. Customer is responsible for ensuring that the SmartHR SAAS meets such restrictions or special requirements. SmartHR SAAS to process any Personal Data that meets the requirements set forth in this Section according to these Terms of Use.

3. Data Security

We employ industry-standard security measures to safeguard personal data against unauthorized access, loss, or alteration. These measures include but are not limited to:
- Encryption of data in transit and at rest
- Access controls and user authentication mechanisms
- Regular data backups and disaster recovery procedures
- Ongoing monitoring and testing of our systems for vulnerabilities

4. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected or as required by law. Upon termination of the customer's subscription, we securely delete or anonymize personal data in accordance with our data retention policy.

5. Data Sharing and Transfers

We do not sell, rent, or lease personal data to third parties. We may share personal data with our service providers who assist us in delivering HR SAAS services, subject to strict confidentiality obligations. For detail information on the delivery model for SmartHR SAAS refer the documentation provided in the link www.smartcitysystems.com/download/SN_DC_SPEC_2019.pdf. The SmartHR delivery model is subject to change at SCS’s discretion; however, SCS changes will not result in a material reduction in the level of protection provided for Customer data. In certain cases, personal data may be transferred to countries outside the jurisdiction of the data controller, subject to appropriate safeguards as required by applicable data protection laws or agreement shared with the SmartHR SAAS sign-up data controller.

6. Individual Rights

We respect the rights of individuals regarding their personal data. Data subjects have the right to access, rectify, erase, and restrict the processing of their personal data. They also have the right to object to the processing and the right to data portability, where applicable. To exercise these rights, individuals should contact their respective data controllers, who will then work with us to address their requests.

7. Updates to the Privacy Policy

We may update this Data Protection Privacy Policy from time to time to reflect changes in our practices or legal requirements. We encourage customers and individuals to periodically review this policy to stay informed about how we handle personal data.

Cookies

Cookies are files with small amount of data that is commonly used an anonymous unique identifier. These are sent to your browser from the website that you visit and are stored on your device internal memory.

This Service does not use these “cookies” explicitly. However, the app may use third party code and libraries that use “cookies” to collection information and to improve their services. You have the option to either accept or refuse these cookies and know when a cookie is being sent to your device. If you choose to refuse our cookies, you may not be able to use some portions of this Service.

Service Providers

We may employ third-party companies and individuals due to the following reasons:

• To facilitate our Service;
• To provide the Service on our behalf;
• To perform Service-related services; or
• To assist us in analyzing how our Service is used.

We want to inform users of this Service that these third parties have access to your Personal Information. The reason is to perform the tasks assigned to them on our behalf. However, they are obligated not to disclose or use the information for any other purpose.

Security

We value your trust in providing us your Personal Information, thus we are striving to use commercially acceptable means of protecting it. But remember that no method of transmission over the internet, or method of electronic storage is 100% secure and reliable, and we cannot guarantee its absolute security.

Links to Other Sites

This Service may contain links to other sites. If you click on a third-party link, you will be directed to that site. Note that these external sites are not operated by us. Therefore, we strongly advise you to review the Privacy Policy of these websites. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Children’s Privacy

These Services do not address anyone under the age of 18. We do not knowingly collect personally identifiable information from children under 18. In the case we discover that a child under 18 has provided us with personal information, we immediately delete this from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we will be able to do necessary actions.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. Thus, you are advised to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page. These changes are effective immediately after they are posted on this page.

Contact Us

If you have any questions or suggestions about our Privacy Policy, do not hesitate to contact us.