Pandahrms, a product of Pandaworks Sdn Bhd, is committed to protecting your personal data in accordance with the Personal Data Protection Act 2010 (PDPA).

1. Collection of Personal Data

We collect personal data directly from you or your organization, which may include:

• Employee name, NRIC/passport number, contact details

• Employment details (salary, position, department, leave, claims)

• Attendance and payroll records

• Bank and statutory contribution information

This data is collected when:

• You subscribe to our services

• You use our HRMS platform

• You contact us for support or enquiries

2. Purpose of Collection

Personal data is collected and processed for the following purposes:

• To deliver HRMS services (payroll, leave, attendance, etc.)

• To generate statutory reports (EPF, SOCSO, EIS, LHDN)

• To provide customer support and onboarding

• For billing, audits, and legal compliance

• To improve system functionality and user experience

3. Disclosure of Personal Data

We will not disclose your personal data to any third party without your consent, except where such disclosure is necessary to fulfill the purposes stated in this notice or where required by law.

Your data may be disclosed to the following strictly on a need-to-know basis and with appropriate safeguards:

• Statutory authorities or regulators (e.g., LHDN, EPF, SOCSO, EIS) where required to comply with legal obligations.

• Authorized third-party service providers who support our operations (e.g., secure cloud hosting, data backup, email delivery), provided they are contractually bound to protect your data and act only under our instructions.

• Affiliated entities or subsidiaries, only for internal purposes aligned with delivering and supporting the Pandahrms services.

We do not sell, rent, or trade your personal data to any third party for marketing or commercial purposes.

4. Data Retention

Customer HR data is retained for 60 days after account termination, after which it will be permanently deleted unless otherwise required by law. Customers are responsible for retaining HR records for 7 years in accordance with Malaysian regulations. Please refer to Data Retention Policy for more information.

5. Data Security

We apply reasonable security measures (encryption, access control, secure hosting) to protect your personal data.

6. Your Rights

Under PDPA, you have the right to:

• Access your personal data

• Request corrections to inaccurate or incomplete data

• Withdraw consent for processing (subject to conditions)

Requests can be made by contacting:
📧 support@pandaworks.net
📞 +6011 – 66 PANDA (72632)

7. Changes to this Notice

Pandahrms reserves the right to amend this Privacy Notice at any time. Updated versions will be published on our website.