Terms of Use

Last Updated: July 29, 2026

1. Acceptance of Terms

Welcome to Smart Ops 360 ("App"), a cloud-based hotel operations platform provided by Smart Ops 360 ("Smart Ops 360", "we", "our", or "us").

The App is designed to assist hotels, serviced apartments, resorts, and other accommodation providers ("Organizations") in managing operational activities including housekeeping, maintenance, attendance, inspections, lost & found, issue reporting, task management, and related operational workflows.

By downloading, accessing, or using the App, you agree to be bound by these Terms of Use.

If you do not agree with these Terms, you must discontinue use of the App.

2. Public Availability and Access

The App is publicly available for download through supported application stores.

However, downloading the App does not grant access to the Services.

Access is restricted to authorized users of Organizations that have subscribed to Smart Ops 360.

User accounts are created and managed by Smart Ops 360 or by the Organization. The App does not provide public account registration or self-service sign-up.

3. Eligibility

You may use the App only if:

• You have been authorized by an Organization that subscribes to Smart Ops 360.
• You have been issued valid login credentials.
• Your access has not been suspended or terminated.

The App is not intended for hotel guests or members of the general public.

4. Organization Accounts

Each Organization is responsible for:

• Managing employee accounts
• Assigning permissions
• Removing inactive users
• Ensuring only authorized personnel use the App
• Maintaining the confidentiality of login credentials

Smart Ops 360 may assist Organizations with account provisioning but is not responsible for internal employee management.

5. User Responsibilities

You agree to:

• Use the App solely for authorized work purposes.
• Maintain the confidentiality of your login credentials.
• Submit accurate operational records.
• Protect confidential hotel and guest information.
• Follow your Organization's operational policies.
• Comply with all applicable laws and regulations.

You must not:

• Share your account with another person.
• Attempt unauthorized access.
• Submit false attendance or operational records.
• Upload unlawful, offensive, or inappropriate content.
• Reverse engineer or interfere with the App.
• Use the App for illegal purposes.

6. Attendance Features

Where enabled by your Organization, the App may record: Clock In, Clock Out, Breaks, Working hours, GPS verification, Selfie verification, and Attendance history.

Attendance information is collected on behalf of the Organization for workforce management and operational purposes.

7. Location Services

Certain features require access to your device location. Location information may be used for attendance verification and site validation.

Location information is collected only while using relevant features and only with your permission where required.

8. Camera, Photos and Files

The App may request permission to access your Camera, Photos, and Files. These permissions are used for operational purposes including maintenance evidence, housekeeping verification, issue reporting, and Lost & Found documentation.

9. Operational Records

Users may create and update operational records including housekeeping checklists, maintenance requests, inspection reports, Lost & Found records, task progress, photographs, videos, and attachments.

Users are responsible for ensuring all submitted information is accurate.

10. Customer Data Ownership

All operational records, reports, photographs, attendance records, task information, and other data entered into the App remain the property of the Organization that owns the account.

Smart Ops 360 processes such information solely for the purpose of providing, maintaining, supporting, securing, and improving the Services. Smart Ops 360 does not claim ownership of customer operational data.

11. Confidentiality

Users may have access to confidential operational information, business information, or guest-related information. Users agree not to disclose confidential information except where authorized by their Organization or required by law.

12. Intellectual Property

The App, software, trademarks, logos, user interface, documentation, source code, and related intellectual property are owned by Smart Ops 360 or its licensors. Nothing in these Terms transfers ownership of any intellectual property rights.

13. Availability

Smart Ops 360 strives to provide reliable Services but does not guarantee uninterrupted availability. Service interruptions may occur due to scheduled maintenance, software updates, internet connectivity issues, third-party service failures, and events beyond our reasonable control.

14. Suspension or Termination

Access may be suspended or terminated if your Organization revokes your access, your employment or engagement with the Organization ends, you violate these Terms, fraudulent or unauthorized activity is detected, or continued access poses a security risk.

15. Limitation of Liability

To the maximum extent permitted by law, Smart Ops 360 shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from the use of the App.

Operational decisions made by an Organization using information generated by the App remain the responsibility of that Organization.

16. Changes to the Terms

Smart Ops 360 may update these Terms from time to time. Updated versions become effective upon publication within the App or on our official website.

17. Governing Law

These Terms shall be governed by and interpreted in accordance with the laws of Malaysia.

18. Contact Us

For questions regarding these Terms, please contact:

Privacy Policy

Last Updated: August 24, 2026

1. Introduction

Smart Ops 360 respects your privacy and is committed to protecting personal information.

This Privacy Policy explains how information is collected, used, stored, and protected when using Smart Ops 360.

The App is intended only for authorized users of Organizations that subscribe to the Services.

2. No Public Registration

Smart Ops 360 does not provide public account registration. Personal information is collected only after an Organization creates or authorizes a user account.

Downloading the App alone does not result in the collection of personal information beyond standard technical information required for application functionality.

3. Roles and Responsibilities

Smart Ops 360 provides the software platform. Each Organization determines how employee information and operational records are collected and used within its business.

Smart Ops 360 processes such information only for providing the Services, supporting customers, maintaining security, and improving platform performance.

4. Information We Collect

Depending on your Organization's configuration, we may collect:

User Information

• Name
• Work email
• Phone number (optional)
• Department
• Assigned property

Attendance Information

• Clock In records
• Clock Out records
• Working hours
• GPS verification
• Selfie verification (if enabled)
• Attendance history

Operational Information

• Housekeeping records
• Maintenance records
• Inspection reports
• Lost & Found records
• Issue reports
• Task progress
• Status updates
• Uploaded photos, videos, and attachments

Device Information

• Device model
• Operating system
• App version
• Device identifiers
• Push notification token
• Log information

5. Location Information

With your permission, the App may collect precise location information to verify attendance, confirm work locations, and validate maintenance visits.

Location information is collected only while using features that require it.

6. Camera and Storage Access

The App may request access to Camera, Photos, and Files. These permissions are used solely for operational documentation including maintenance evidence, cleaning verification, inspection reports, Lost & Found, and issue reporting.

7. Face Data & Attendance Selfies

What We Collect

When you use the attendance feature, Smart Ops 360 collects a selfie photograph during Clock In and Clock Out. We also collect the related attendance information, including the date, time, and GPS location of the attendance record.

Important: Smart Ops 360 does not collect or generate facial geometry, biometric identifiers, face templates, or Face ID information.

How We Use Face Data

Attendance selfie images are used only to provide attendance verification. The images allow an authorized administrator to manually confirm that the employee who performed Clock In and Clock Out is the same individual.

Smart Ops 360 does not use facial recognition, artificial intelligence, or automated biometric matching to identify or verify users.

Storage & Security

Attendance selfie images are securely transmitted using encrypted connections and stored on Smart Ops 360's secure servers. Access is restricted to authorized administrators and personnel with appropriate permissions.

Sharing

Smart Ops 360 does not sell, rent, lease, or share attendance selfie images with third parties. Face images are disclosed only to the customer's authorized administrators or where required by applicable law.

Retention & Deletion

Attendance selfie images are retained for 30 days from the attendance date. After the retention period expires, the images are permanently and securely deleted from our servers.

8. How We Use Information

Information may be used to authenticate users, provide the Services, assign tasks, record attendance, generate operational reports, improve App performance, maintain system security, prevent unauthorized access, provide technical support, and comply with legal obligations.

9. Sharing of Information

We do not sell personal information. Information may be shared only with your Organization, authorized Organization administrators, authorized supervisors, cloud hosting providers, technology vendors supporting the Services, and government authorities where required by law.

All service providers are expected to maintain appropriate security measures.

10. Data Ownership

Operational data belongs to the Organization that subscribes to Smart Ops 360. Smart Ops 360 acts as the software service provider and processes customer data solely to deliver the Services.

11. Data Retention

Information is retained only for as long as necessary to provide the Services, fulfill contractual obligations, meet legal requirements, resolve disputes, and enforce agreements.

Organizations may request deletion of customer data in accordance with applicable agreements and legal requirements.

12. Data Security

Smart Ops 360 implements reasonable technical and organizational safeguards including HTTPS/TLS encrypted communications, secure authentication, role-based access controls, audit logging, infrastructure monitoring, and regular security updates.

While we strive to protect information, no electronic system can guarantee absolute security.

13. User Rights

Subject to applicable law and your Organization's policies, you may have the right to access your personal information, correct inaccurate information, request deletion where permitted, request restriction of processing, withdraw consent for optional permissions, and submit privacy-related inquiries.

Certain requests may be limited where information must be retained for operational, contractual, legal, or security purposes.

14. Push Notifications

The App may send notifications regarding task assignments, maintenance updates, housekeeping activities, and system notifications. Users may manage notification preferences through their device settings where supported.

15. International Data Transfers

Depending on your Organization's hosting location, information may be stored or processed in countries other than your own. Smart Ops 360 implements reasonable safeguards for such transfers where required by applicable law.

16. Compliance with Applicable Laws

Smart Ops 360 is committed to handling personal information responsibly and, where applicable, in accordance with the Personal Data Protection Act 2010 (Malaysia) and other applicable privacy and data protection laws relevant to the jurisdictions in which the Services are provided.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published within the App or on our official website.

Continued use of the App after changes become effective constitutes acceptance of the updated Privacy Policy.

18. Contact Us

If you have questions regarding this Privacy Policy or your personal information, please contact: