Privacy Policy

Last updated: 1 January 2025

Smart Manpower ("we", "our", or "us") is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website at smartmanpower.ae or use our HR software and outsourcing services.

By using our website or services, you agree to the terms of this Privacy Policy. If you disagree with these terms, please do not use our website or services.

1. Information We Collect

1.1 Information You Provide to Us

We may collect personal information that you voluntarily provide when you:

  • Submit an inquiry or contact form on our website
  • Register for or use our HR software platform
  • Subscribe to our newsletter or blog updates
  • Request a demo or consultation
  • Engage our HR outsourcing or recruitment services

This information may include: your name, company name, email address, phone number, job title, and the content of any messages you send us.

1.2 Information Collected Automatically

When you visit our website, we may automatically collect certain technical information, including: IP address, browser type and version, operating system, referring URLs, pages visited, and time spent on pages. This information is used to improve our website and services.

1.3 Employee Data (HR Platform Users)

If your organisation uses Smart Manpower's HR software platform, we process employee data on your behalf as a data processor. This includes attendance records, payroll information, leave records, and other HR data. We process this data strictly in accordance with your instructions and applicable UAE data protection laws.

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain our HR software and outsourcing services
  • Respond to your inquiries and provide customer support
  • Send you requested information about our services
  • Send administrative communications (account updates, service changes)
  • Send marketing and promotional communications (with your consent)
  • Improve our website, software, and services
  • Comply with legal obligations under UAE law
  • Detect and prevent fraud and abuse

3. Legal Basis for Processing

We process your personal data on the following legal bases:

  • Contractual necessity: Processing required to perform our services under your contract with us
  • Legitimate interests: Processing for our legitimate business interests, such as improving our services and preventing fraud
  • Legal obligation: Processing required to comply with UAE laws and regulations
  • Consent: Processing based on your consent, such as for marketing communications

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

  • Service providers: Third-party vendors who assist in operating our website and delivering our services (hosting, email delivery, analytics) under strict confidentiality obligations
  • Government authorities: Where required by UAE law, court order, or regulatory requirements (e.g., MOHRE, Ministry of Interior)
  • Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate privacy protections

5. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes described in this policy, comply with UAE legal obligations, resolve disputes, and enforce our agreements. Payroll and employment records may be retained for up to 5 years as required by UAE Labour Law. When data is no longer needed, we securely delete or anonymise it.

6. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

  • SSL/TLS encryption for all data transmitted to and from our platform
  • Role-based access controls limiting data access to authorised personnel
  • Regular security audits and vulnerability assessments
  • Secure data centres with physical access controls

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

7. Your Rights

Under applicable UAE data protection laws, you may have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request deletion of your personal data (subject to legal retention requirements)
  • Object to certain processing of your data
  • Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us at info@smartmanpower.ae. We will respond within 30 days.

8. Cookies

Our website uses cookies and similar technologies to improve your browsing experience, analyse site traffic, and personalise content. You can control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our website.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites and encourage you to review their privacy policies before providing any personal information.

10. Children's Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by updating the "Last updated" date at the top of this policy. Your continued use of our website or services after any changes constitutes your acceptance of the updated policy.

12. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us: