Issued by: Smart City Systems Software Services FZCO (SCS / Smart City Systems)
Applies to: all users of the SmartHR platform (the “Platform” or “Service”)
Last updated: June 2026 • Version: 2.0
Purpose of the Policy
These End User Terms and Conditions outline the responsibilities, expected behaviour and restrictions for individuals using the SmartHR platform. The aim is to ensure secure, ethical and lawful use of the system while maintaining data integrity and privacy across all users and organisations.
Acceptance of Terms
By creating an account, accessing or using the SmartHR platform, users agree to comply fully with the terms outlined in this policy, in conjunction with the AI Features Addendum and the Privacy Policy. If you do not agree with any part of this policy, you are not authorised to use the Platform and should immediately discontinue access.
Account Registration and Access Control
• Each end user is provided with a unique user account by their employer or authorised administrator.
• You are solely responsible for all actions performed using your account credentials. Sharing your credentials with others, including colleagues, is strictly prohibited.
• You must notify your administrator or SmartHR support immediately if you suspect any unauthorised use or access to your account.
SmartHR implements access-control policies and role-based permissions to ensure users can only access features and data relevant to their role in the organisation.
Acceptable Use Guidelines
To ensure a secure and respectful environment, all users must adhere to the following standards:
• Lawful Use Only: The Platform must only be used for legal purposes, including HR, payroll, leave, attendance, employee records and compliance functions.
• Respectful Conduct: Users must not post or distribute any content that is abusive, harassing, offensive, defamatory or discriminatory.
• No Unauthorised Access: Users must not attempt to bypass system controls, access restricted areas, probe for vulnerabilities, or gain unauthorised access to other users’ data or system resources.
• No Interference: Users must not upload malware, attempt to overload servers, or engage in activities that could disrupt or damage the SmartHR infrastructure.
• Appropriate Communication: All messages, comments or inputs into the system must be professional, accurate and work-related.
• Responsible Use of AI Features: Users must not attempt to extract training data from, reverse-engineer or manipulate the Platform’s AI features, use them to generate unlawful, misleading or discriminatory content, or input personal data they are not authorised to process.
Violation of these guidelines may result in immediate suspension or termination of access and, if applicable, disciplinary or legal action.
Use of AI-Assisted Features
The Platform offers AI-assisted features (for example document data-extraction, summarisation and assistive suggestions) built on Microsoft Azure AI services, governed by the SmartHR AI Features Addendum.
• Assistance, not decisions: AI features are designed to assist users, not to replace human judgement. Outputs are probabilistic and may be inaccurate, incomplete or biased.
• Human verification: You must review and verify AI outputs before relying on them, particularly for any employment, payroll, disciplinary or eligibility decision.
• Human oversight of significant decisions: AI features must not be used to make a solely automated decision that significantly affects an individual without appropriate human oversight where required by law.
• Human review: Individuals affected by a significant automated decision may request human review or an explanation through their employer.
• No model training on your data: Inputs, outputs and uploaded documents are not used to train or improve AI models, consistent with Microsoft’s commitments for the Azure AI services.
Data Security and Confidentiality
• Users must treat all data accessed through the Platform — including employee records, payroll details, documents and reports — as confidential.
• Personal or sensitive information must not be downloaded, copied or shared unless required by company policy and with appropriate authorisation.
• All communication and data transfers within the Platform are encrypted using industry-standard protocols (e.g. HTTPS, TLS).
• SmartHR uses secure data centres and cloud infrastructure to ensure data availability, integrity and redundancy.
As an end user, you must comply with your organisation’s data-protection policies and applicable data-privacy regulations (e.g. the UAE Personal Data Protection Law
Use on Personal Devices (BYOD)
If accessing SmartHR on personal or non-corporate devices:
• Your device must have up-to-date operating-system patches and antivirus protection.
• You must ensure the device is not accessible to unauthorised individuals (e.g. via shared accounts or unsecured access).
• Any downloaded reports or exports must be stored securely and deleted after use.
SmartHR is not liable for data breaches resulting from insecure personal devices or user negligence.
Intellectual Property Rights
• The SmartHR platform, including its interface, workflows, templates and all embedded technologies, is the exclusive intellectual property of Smart City Systems Software Services FZCO.
• End users may not reproduce, reverse-engineer, decompile or exploit any part of the Platform for personal or commercial gain.
• All content created within the Platform using its native tools (e.g. reports, employee records), and any AI outputs generated for the organisation, remain the property of the organisation using the Service. Smart City Systems claims no ownership over such outputs.
Monitoring and Logging
To maintain security and audit compliance, SmartHR may log user activities, including logins, record access, modifications and administrative actions. These logs may be accessed by authorised administrators to investigate suspicious behaviour or resolve support queries. Users consent to such monitoring as a condition of using the Platform.
Support and Maintenance
For issues related to performance, login errors or feature usage, users are encouraged to first contact their internal HR Department. If further assistance is required, authorised administrators may raise a ticket through the official SmartHR support channels. Support hours and SLAs are as per the Service Level Agreement signed between the client and Smart City Systems.
Suspension or Termination of Access
SmartHR reserves the right to suspend or permanently revoke access for users who:
• Violate any section of these End User Terms and Conditions
• Attempt to breach system security
• Are no longer employed by the subscribing organisation
• Have been deemed a risk to the integrity or safety of the system or other users
Such actions may be performed with or without notice, depending on the severity of the violation.
Disclaimer & Limitation of Liability
Smart City Systems (SCS) is committed to supporting and resolving technical issues with the SmartHR platform during the active subscription period. However, SCS is not responsible for how the Platform is used by customers or their users, including reliance on AI-generated outputs without human verification. Any loss, damage or consequence resulting from misuse, misconfiguration or reliance on the Platform’s outputs remains the responsibility of the customer. To the fullest extent permitted by law, SCS disclaims any liability for indirect, incidental or consequential damages, including loss of data, revenue or business interruption.
Compliance & Legal Responsibility
It is the customer’s responsibility to ensure all statutory, regulatory and payroll-related data entered into the Platform is accurate and compliant with applicable laws. SCS will implement software updates related to major legal or compliance changes only upon receiving formal notifications from authorities. However, SCS does not guarantee automatic compliance unless the configurations and data provided by the customer are accurate and up to date.
Updates to This Policy
This policy may be updated from time to time in line with legal changes, technology upgrades or internal policy changes. Continued use of the SmartHR platform after changes are made will be deemed acceptance of the updated policy. It is the responsibility of the end user to review the latest version of this policy periodically.
Contact for Policy-Related Queries
Compliance Officer — Smart City Systems Software Services FZCO
Email: legal@smartcitysystems.com