This policy explains what personal data ALAiN HR collects through this website and through the ALAiN HR system and mobile app, why it is collected, and the choices you have. Personal data is handled in line with Malaysia’s Personal Data Protection Act 2010 (PDPA).
Section 1 is about this website. The sections after it are about the ALAiN HR web portal and mobile app (“the system”), apart from the last two, which cover the whole policy. For the system, “we” means the company that employs you and uses ALAiN HR to manage its staff. ALAiN HR provides the system and the app and handles the data on that company’s behalf.
1. This website
When you send a message through the contact form, we receive the details you type: your name, work email, company, number of people you manage, and your message. We use them only to reply to you and to arrange a demo or follow-up, and we keep them only as long as needed for that.
This website does not use cookies, advertising trackers or analytics. To limit abuse of the contact form, a scrambled form of your connection address may be kept briefly. Our hosting provider may also keep standard server logs.
We do not sell personal data collected through this website.
2. Information the system collects
- Profile and employment details: name, contact details, identity or passport number, date of birth, address, emergency contact, position, department, joining date and supervisor.
- Attendance: check-in and check-out times and, when location is enabled for your account, the precise location of the device at the moment you check in or out. If your company uses Wi-Fi check-in, the app also reads the identifier (BSSID) of the Wi-Fi network you are connected to, to confirm you are at the workplace.
- Leave, claims and daily activity: the requests, reasons, receipts and attachments you submit and the decisions made on them.
- Photos and files: a profile photo and any receipts or documents you choose to upload. The app asks for access to your photos or files only when you pick or save one.
- Chat: the messages you send to colleagues in the app’s chat.
- Payroll: salary details, payslips, bank account details and statutory contributions (EPF, SOCSO, EIS, tax).
- App and device data: device model, a device identifier, app version and a push-notification token so alerts can be sent to you.
3. How we use it
- To manage your employment: attendance, leave, claims, payroll and performance records.
- To meet legal duties, such as statutory contributions, tax reporting and employment law.
- To keep the system secure and to prevent misuse or fraud.
- To send work-related notifications such as approvals, notices and reminders.
4. Location
Location is only read when you check in or out, and only if the company has switched location on for your account. The app does not track you in the background.
5. Who can see your data
Access follows role: you see your own records; your supervisor and HR see what they need to approve and administer your requests; administrators manage the system.
Data is shared outside the company only where required to run payroll and meet the law, for example with EPF, SOCSO, LHDN and the company’s bank; with service providers who host and support the system under confidentiality obligations; or when a legal authority requires it. We do not sell personal data.
Push notifications and the in-app chat run on Google Firebase, so that data is processed on Google’s servers, which may be outside Malaysia.
6. How long we keep it
Employee records are kept for as long as you work with the company and afterwards for the period required by employment, tax and statutory rules, then deleted or anonymised.
7. Deleting your account or data
Accounts are created by your company, not by signing up in the app. To have your account or personal data deleted, ask your company’s HR department, who can have it carried out in the system, or send your request through the contact page.
Some records, such as payroll and tax records, must be kept for the period the law requires and can only be deleted after it ends.
8. Security
Data is sent over encrypted connections, access requires a login, and permissions limit what each person can see. Please keep your password private and log out on shared devices. Tell us at once if you think your account has been used by someone else.
9. Your rights
Under the PDPA you may ask to see the personal data we hold about you, ask us to correct it or delete it, and withdraw consent where processing is based on consent. Many details can be updated in the app under Profile; for anything else, contact HR.
10. Changes to this policy
This policy may be updated from time to time. The date at the top shows when it last changed; significant changes will be announced in the app.
11. Contact
For questions or requests about personal data on this website, use the contact page. For questions about your own employee records, contact your HR department.