Privacy Policy
Last Updated: April 21, 2026
Introduction
At Smilax HR (SSHR), we prioritize the privacy and security of our users' personal data. This Privacy Policy outlines how we collect, use, and protect information within our HR management system, including our mobile application and hierarchical reporting processes.
Information We Collect
To provide efficient HR services, we collect the following types of information:
- Personal Data: Full name, employee ID, and contact details.
- Employment Details: Job title, department, branch, location, and company.
- Operational Data: using AI for skill assessment, job records, candidate applied logs, headcount requests, and interview evaluation scores.
- Administrative Data: Organization charts and company asset assignments.
How We Use Your Data
The information collected is used solely for professional HR purposes, such as:
- Facilitating the "Approval Flow" (Step-by-step or Parallel) for employee requests.
- Managing the "Hierarchical Reporting" structure to route requests to the correct supervisors.
- Sending automated email notifications and CC attachments to relevant personnel.
- Processing recruitment-related data, including headcount management and job offers.
Data Sharing and Disclosure
We do not sell or rent your personal data to third parties. Information is only shared internally with:
- Authorized Approvers: Personnel designated in the "Request To" field of the reporting rules.
- CC Recipients: Specific positions or departments configured to receive copies of HR communications.
- System Administrators: Authorized IT personnel managing the SSHR platform.
Data Security
- We implement robust technical measures to prevent unauthorized access, alteration, or deletion of HR data.
- Sensitive resources, including distribution certificates and administrative settings, are protected by restricted access levels.
- Users are encouraged to maintain the confidentiality of their login credentials to ensure data integrity.
Data Retention
Employee data is retained as long as it is necessary for business operations, legal compliance, or as defined by Smilax Global Ltd’s internal policies.
User Rights
Employees have the right to access their personal profiles, request corrections to inaccurate professional information, and view the status of their pending or completed approval flows.
Cookies and Tracking
Our web platform may use cookies to improve user experience, such as maintaining login sessions and remembering system preferences.
Changes to This Policy
We reserve the right to update this Privacy Policy to reflect changes in our system functionalities, such as new "Request Types" or updated "Accessibility Features".
Contact Us
For any questions regarding your data privacy or the SSHR system, please contact your internal HR Department or the System Administrator.
