Demo Login

Since we understand that you may wish not to disclose your Personal Information for trying out our services, we provide you the option of Demo Login for all SmartHCM services. The contents created by you using the Demo Login will be accessible to all persons using the Demo Login for a certain time period. Hence we specifically request you not to store your personal and sensitive information, files and documents while using the Demo Login.

Personal Information

During the Registration Process for creating a SmartHCM Account, we request for your name and email address. You may also be asked to choose a unique username and a password, which will be used solely for the purpose of providing access to your SmartHCM Account. Your name and email address will be used to inform you regarding new services, releases, upcoming events and changes in this privacy policy.

Moreover, should you opt for face recognition, we will retain facial photographs of employees. These images are securely stored in an encrypted format and can only be accessed by authorized account administrators. We do not share this information with any third party. You have the option to permanently and irrevocably remove this information at your discretion.

Account Usage Details

Your Account Usage Details such as time, frequency, duration and pattern of use, features used and the amount of storage used may be recorded by us in order to enhance your experience of the services and to help us provide you the best possible service.

Data Retention Policy

We may store and maintain files, documents, to-do lists, emails, and other data stored in your Account at our facilities in Pakistan or any other country. Unless explicitly specified by you and agreed upon by the SmartHCM Sales Team, your use of this terms of service implies your consent to the transfer of your data outside of your country.

You retain full ownership of your service data. We take comprehensive measures to safeguard it, control access to it, and process it strictly in line with your instructions.

To mitigate potential data loss resulting from errors or system failures, we may also maintain backup copies of your data, including the contents of your Account.

Your data remains within your account for as long as you continue to utilize the SmartHCM platform. If you opt to close your account, your data will be automatically removed from our active database within two months, with an additional three months required for its removal from our backups.

We want to assure you that the contents of your Account will remain confidential and inaccessible to SmartHCM employees. Furthermore, we do not utilize the contents of your Account for targeted advertising purposes.

Financial Information

In case of services requiring payment, we may request credit card or other payment Account information, which will be used solely for processing payments. Your Financial Information will not be stored by us. Subject to your prior consent and where necessary for processing future payments, your Financial Information will be stored in encrypted form on secure servers of reputed Payment Gateway Service Provider.

Visitor Details

We may use the Internet Protocol address, browser type, browser language, referring URL, files accessed, errors generated, time zone, operating system and other visitor details collected in our log files to analyze the trends, administer the websites, track visitor’s movements and to improve our website.

Cookies

We may use temporary and permanent cookies to enhance your experience of our services. Temporary cookies will be removed from your computer each time you close your browser. By selecting ‘keep me signed-in’ option in SmartHCM services, a permanent cookie will be stored in your device and you will not be required to sign-in by providing complete login information each time you return to our website. If you have turned cookies off, you may not be able to use registered areas of the websites.

Links from our website

Some pages of our websites contain external links. You are advised to verify the privacy practices of such other websites. We are not responsible for the manner of use or misuse of information made available by you at such other websites. We encourage you not to provide personal Information, without assuring yourselves of the privacy policy of other websites.

With whom we share Information

We will obtain your prior specific consent before we share or disclose your personally identifiable information to any person outside SmartHCM. We may share generic aggregated demographic information not linked to any Personal Information regarding visitors and users with our business partners and advertisers. Please be aware that as Software as a Service Provider (SaaS), laws in various jurisdictions in which we operate may obligate us to disclose user information and the contents of the accounts to the local law enforcement authorities under specifically defined circumstances.

How secure is your Information

We adopt appropriate data collection, storage and processing practices and security measures, as well as physical security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored in your account. Access to your name and email address is restricted to our employees who need to know such information in connection with our services and are bound by confidentiality obligations.

Restriction of Use

In addition to all other terms and conditions of this Agreement, you shall not: (i) transfer or otherwise make available to any third party the Services; (ii) provide any service based on the Services without prior written permission; (iii) use the third party links to sites without agreeing to their website terms and conditions; (iv) post links to third party sites or use their logo, company name, etc. without their prior written permission; or (v) use the Services for spamming and other illegal purposes.

Your Choice in Information Use

You will be required to register for our services by providing personal information. If you choose not to provide your personal information, we will be unable to provide you the services. We do provide you with the option of not choosing a secret question and the answer to it; however, we may not be able to reset your password for you. We also provide you with the option of opting out from receiving mails from us; however, you will not be able to receive email notifications of new services, releases, upcoming events and changes to the SmartHCM Privacy Policy. In the event we decide to use your personal information for any purpose other than as stated in this Privacy Policy, we will offer you an effective way to opt out of the use of your Personal Information for those other purposes.

Accessing, Updating and Removing Personal Information

We provide users with access to their personally identifiable information. Users may correct, update or remove any such personally identifiable information either through their SmartHCM Account or by contacting SmartHCM Customer Support Services. Such changes may take up to 48 hours to take effect.

Mobile App Information

We may collect device-specific information when you install, access, use our SmartHCM Mobile app or services . This includes information such as hardware model, Face data, operating system information, browser information, IP address, mobile network information, GPS. We collect device location information and device UUID when you use our location-based features and services, such as attendance check in / out and Location Tracking. Background location data is collected when location tracking feature is selected and is used even when the app is closed or not in use.

Enforcement of Privacy Policy

We make every effort including periodic reviews to ensure that personal information provided by you is used in conformity with this privacy policy. If you have any concerns regarding our adherence to this policy or the manner in which personal information is used for the purpose of providing the services, kindly contact SmartHCM Customer Support Services at [email protected]. We will contact you to address your concerns and we will also co-operate with regulatory authorities in this regard if needed.

End of Privacy Policy

If you have any questions or concerns regarding this privacy policy, please contact us at [email protected].

Notification of Changes

Any changes to the SmartHCM Privacy Policy will be posted on our websites in order to keep you informed of any changes in nature of information collected, manner of collection, use and sharing of information. If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify you by email and provide you with the ability to opt out of these new uses unless you have opted out from receiving email notifications from us. You will not receive email notification of minor changes to the SmartHCM Privacy Policy.

If you are concerned about how your information is used, you should check back at https://smarthcm.cloud/privacy-policy/