Privacy notice

This system belongs to and is run by:

• SystemSquad Pte. Ltd., registered in Singapore (UEN 201624344E), of 138 Robinson Road, #02-26, Oxley Tower, Singapore 068906.
• SystemSquad Sdn. Bhd., registered in Malaysia (Registration No. 1481998U / 202201036301), of 33-BC-08, 33 Q Sentral, Jalan Stesen Sentral 2, KL Sentral, Wilayah Persekutuan, Kuala Lumpur 50470. We use it for customers we bill in MYR.

It is our own system, used by our own staff to serve our own customers. We do not offer it to other companies.

About our customers and their people:

• Contact details you give us: name, job title, work email and phone number, and your company's name and address.
• Your support requests and what is written on them, by email, through the portal, on WhatsApp or by phone, with the files you attach.
• The quotations, contracts, invoices and delivery orders we send you, and your purchase orders.
• For customers whose systems we manage: the alerts our monitoring raises about those systems, which can include device names, network addresses and user names.
• Your satisfaction ratings and comments.
• When a portal sign-in link is used: the time, the network address and the browser it was opened in.

About our own staff:

• Name, work email and the access each person holds; sign-in times and failed sign-ins.
• Employment records HR keeps: identity and work-pass numbers, date of birth, nationality, home address, emergency contact, bank account, salary, leave, claims, payslips and timesheets.
• The work each person records: tickets, project tasks and hours.

• To answer and fix what you ask us for, and to keep you told about it.
• To quote, deliver, bill and renew what you buy from us.
• To watch over the systems we manage for you, where that is part of our service.
• To employ and pay our staff, and to keep the records employment law asks of us.
• To keep this system secure and to know who did what in it.

We do not sell personal data, and we do not use it for advertising.

These outside services process personal data on our behalf, only as far as the work below needs:

Microsoft

Microsoft 365: our mailboxes (the email we send and receive, including the sales and support mailboxes this system reads), staff sign-in, and Teams notices to our staff.Always in use.

DigitalOcean

The server that runs this system and holds its database, uploaded files and nightly backups.Always in use.

Anthropic

The AI model some features call through one gateway: to sort and summarise messages, draft replies and answer help searches. Only the text the task needs is sent.When a feature that uses it runs.

Meta (WhatsApp)

The WhatsApp Business service, for conversations you start with us on WhatsApp.Only if you message us on WhatsApp.

Resend

An email delivery service, kept as a standby route for automatic notices.Only while our Microsoft mailbox route is not available.

We keep records while we need them for the work, and for as long as the law requires: accounting and tax records and employment records, for example. We have not yet set a fixed period for each kind of record in this system; when we do, we will list them here.

• Every person who uses the staff system has a named account. Staff sign in with their SystemSquad Microsoft account, and a session ends 12 hours after sign-in.
• Each person sees only the parts of the system their role needs.
• A portal sign-in link works once and for 15 minutes; a portal link lasts 30 days. A portal link shows one customer's requests or documents only.
• The system is reached over an encrypted (HTTPS) connection.
• The database is backed up every night. Each backup is checked when it is made and kept for 14 nights, and a copy is held on a SystemSquad machine away from the server.

Staff who sign in get a cookie that keeps them signed in. The customer portals, the survey and the status page work from the link alone and do not need a cookie. We use no analytics or advertising cookies anywhere.

Singapore's Personal Data Protection Act 2012 governs how we handle personal data; for customers of our Malaysian company, Malaysia's Personal Data Protection Act 2010 applies too. You may ask us what personal data we hold about you and how we have used it, ask us to correct it, and withdraw consent you gave us.

Write to ssq@systemsquad.com.sg and say what you are asking for. We will check who you are before we answer, and reply as soon as we reasonably can.

When we change this notice, we change the date at the top. This version was written by SystemSquad and is waiting for a lawyer's review.