Privacy Policy

This Privacy Policy explains how SMARTER SSMS collects, uses, stores, shares, and protects information when you use our mobile application and related services.

SMARTER SSMS is a business operations application used for authorised staff workflows, including task management, task chat, jobsheets, customer verification, purchase invoice workflows, inventory/hardware item registration, and service notifications.

Information We Collect

We collect only the information needed to provide the app's business functions.

1. Account and Login Information

SMARTER SSMS is not open for public account registration. User accounts are created only for authorised users, including Smarter Computer Sdn Bhd customers, LST users, and employees who require access to SMARTER SSMS for business or service-related purposes.

When an authorised user signs in, we may collect or process:

• Username
• Password, used only for authentication
• User profile information returned by our server, such as user ID, username, department, team, role, access group, and access rights
• Authentication token used to keep the user signed in securely

2. Task, Jobsheet, Invoice, and Inventory Information

When you use SMARTER SSMS, the app may collect or process business records entered, viewed, or updated by authorised users, including:

• Task details, task titles, categories, status, assignees, departments, teams, dates, comments, and related customer/company information
• Jobsheet information, including service session start/end data, root cause, solution, approval status, hardware item handling, and platform type
• Purchase invoice and hardware registration information
• Inventory item details, item codes, item descriptions, item groups, item types, serial or registration references, current location, supplier invoice references, and project references where applicable

3. Customer Verification and Signature Data

For jobsheet verification, the app may collect:

• Verifier name
• Verifier identification number entered in the app
• Signature image drawn in the app
• Jobsheet verification status
• Email delivery result or recipient information returned by the server, where applicable

This information is used to verify completed jobsheet work and to generate or send jobsheet records to the relevant customer or business contact.

4. Chat and Attachment Data

For task chat features, the app may process:

• Chat groups
• Chat messages/comments
• Sender/commenter information
• Read status
• Task chat IDs and task IDs
• Attachments selected and uploaded by the user, where this feature is used

5. Notification Data

To provide push notifications, the app may collect and transmit:

• Firebase Cloud Messaging token
• App version
• App environment
• User/session association for notification delivery
• Notification payload data such as task ID, task chat ID, title, and message preview

Notifications are used for work-related alerts such as task chat updates, customer alerts, and operational messages.

6. Device and App Information

We may collect limited technical information needed to operate and secure the app, such as:

• App version
• App package/bundle ID
• Device notification permission status
• Device manufacturer or power manager setting availability, where needed to help users configure notifications
• Network connection availability
• Diagnostic error information generated during app use

We do not use this information for advertising profiling.

Permissions Used by the App

SMARTER SSMS may request or declare the following Android permissions:

• Internet and network state: Used to connect securely to our backend services.
• Post notifications: Used to send work-related alerts. You can allow or deny notification permission.
• Vibration and wake lock: Used only to support timely notification delivery.
• Receive boot completed: Used to help notification services continue working after device restart, where supported.
• Foreground service: Used only where required by notification or background service components.
• Storage read/write: Used only where the app or libraries need to handle user-selected files or attachments. We do not access files unrelated to app functionality.
• System alert window: Declared by the app; if used, it must only be for user-visible app functionality and with user consent.

The app does not request location, contacts, SMS, call log, microphone, or camera permissions.

How We Use Information

We use collected information to:

• Authenticate users and maintain secure sessions
• Display and manage tasks, jobsheets, invoices, inventory, and chat records
• Submit user-created task, jobsheet, invoice, chat, signature, and hardware item updates to the backend system
• Deliver push notifications and route users to relevant task/chat screens
• Enforce user access rights and role-based permissions
• Provide customer verification records for completed jobsheets
• Improve reliability, security, and troubleshooting
• Comply with legal, regulatory, accounting, audit, and business record obligations

We do not sell personal or sensitive user data.

How We Share Information

We may share information only as needed for app functionality and lawful business operations:

• With our backend systems and authorised company systems that operate SMARTER SSMS
• With Firebase Cloud Messaging for push notification delivery
• With service providers that help us host, secure, maintain, or deliver the app
• With authorised company staff, customers, or business contacts where the app workflow requires it, such as jobsheet verification or email delivery
• When required by law, regulation, court order, government request, audit, or legal process
• During a business transfer, merger, restructuring, or acquisition, with appropriate safeguards

We do not share personal or sensitive data for third-party advertising or data broker purposes.

Data Security

We use reasonable technical and organisational safeguards to protect user data, including:

• Authenticated API requests
• Session tokens for authorised access
• Access control based on user roles and permissions
• Secure transmission where supported by the backend environment
• Local storage only for necessary session and notification data
• Limiting data access to authorised personnel and systems

Users should keep their login credentials confidential and report suspected unauthorised access immediately.

Local Storage

The app may store limited information on the device, including:

• Authentication token
• User profile data
• Firebase notification token
• Notification sync metadata
• Temporary jobsheet signature draft data, where applicable

This storage is used to keep the user signed in, enable notifications, and preserve workflow progress. Logging out may remove session-related local data.

Data Retention

We retain information for as long as necessary to:

• Provide the SMARTER SSMS service
• Maintain business, service, support, invoice, jobsheet, and audit records
• Comply with legal, accounting, tax, contractual, and regulatory obligations
• Resolve disputes and enforce agreements
• Maintain security and prevent misuse

When information is no longer required, we delete, anonymise, or archive it according to our business retention procedures.

Data Deletion Requests

If you want to request deletion of your account or related personal data, contact us at:

enquiry@smarter.com.my

Because SMARTER SSMS is a business operations system, some records may need to be retained for legitimate business, legal, audit, tax, warranty, service, or regulatory reasons. If we cannot delete certain records immediately, we will explain the reason and retain only what is necessary.

If your account is managed by your employer or organisation, we may need to coordinate deletion or access changes with that organisation's authorised administrator.

User Choices and Controls

You may:

• Sign out of the app
• Decline notification permission
• Change notification permission in Android system settings
• Request access, correction, or deletion of your personal data by contacting us
• Avoid uploading attachments or entering optional information unless needed for the workflow

Some app features may not work properly if required information is not provided.

Notifications and Device Settings

SMARTER SSMS may ask you to enable notifications so you can receive work-related alerts. On some Android devices, the app may guide you to notification or battery optimisation settings. The app does not silently change your device settings. Any setting changes must be made by you through Android system screens.

Children's Privacy

SMARTER SSMS is intended for authorised business users and is not directed to children. We do not knowingly collect personal data from children.

No Advertising Sale or Profiling

SMARTER SSMS does not sell personal data. The app does not use collected data for third-party advertising, ad targeting, or data broker purposes.

Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date and, where appropriate, notify users through the app, website, or other reasonable means.

Contact Us

For privacy questions, data requests, or complaints, contact:

Company: Smarter Computer Sdn Bhd
Email: enquiry@smarter.com.my
Address: 106A First Floor, Jalan Hijau 5, near, Jln Tan Sri Teh Ewe Lim, 11600 Jelutong, Penang, Malaysia.
App: SMARTER SSMS