Privacy Policy

Smart Screen Malaysia (“Smart Screen”, “we”, “our”, “us”) is committed to protecting the privacy and confi dentiality of all personal data entrusted to us. This Privacy Notice explains how we collect, use, store, disclose, and safeguard personal data when you visit our website or engage our background screening services.

1. Information We Collect

Smart Screen collects personal data directly from clients or candidates, including full name, contact information such as phone numbers and email addresses, identifi cation details such as IC, passport, or driver’s license, curriculum vitae and employment history, education details and certifi cates, supporting documents for verifi cation, criminal record consent forms when applicable, and references including referee details. For background screening purposes, clients may also provide candidate information, signed consent forms, documents required for verifi cation, and the scope of checks requested, and this data is used exclusively for the purposes of the requested services. While our website does not automatically collect personal data, standard technical logs such as IP address, browser type, and date and time of visit may be recorded for security monitoring and basic analytics.

2. How We Use Your Information

We use the personal data we collect to deliver accurate and secure background screening services, including verifying employment history, educational qualifi cations, identity, criminal records, fi nancial records, litigation status, and other relevant checks. The data is also used to respond to enquiries, provide updates, and communicate with clients or candidates regarding missing information. Additionally, personal data may be processed to comply with legal and regulatory obligations, support audits, maintain dispute resolution records, and improve our systems while protecting against fraud or misuse. Smart Screen will only use personal data for the purposes for which it was collected and will not use it for unrelated activities without explicit consent.

3. Legal Basis for Processing

Smart Screen processes personal data based on several legal grounds, including the explicit consent of the candidate for background checks, the necessity to fulfi l contractual obligations with our clients, compliance with legal and regulatory requirements, and the legitimate interests of the organisation to ensure accurate and secure verifi cation, provided such interests do not override the rights and freedoms of the individual.

4. Sharing of Personal Data

Personal data is shared only when necessary to provide the requested services, including with verifi cation bodies such as previous employers, educational institutions, government authorities, professional bodies, credit bureaus, regulatory agencies, and court or legal record offices. We may also share data with trusted service providers who support our IT infrastructure, secure data hosting, or document verifi cation, and all such providers are contractually required to maintain confi dentiality. Furthermore, personal data may be disclosed to comply with legal or regulatory requirements, such as responding to law enforcement requests or court orders. Smart Screen does not sell personal data, share it for marketing purposes, or disclose it to unrelated third parties.

5. Data Security

We implement robust security measures to safeguard personal data, including encrypted data storage, secure transmission channels, role-based access controls, strong authentication mechanisms, regular backups, monitoring of systems, and physical security controls. Access to personal data is strictly limited to authorised personnel who require it to perform their duties, ensuring confi dentiality, integrity, and availability.

6. Data Retention

Personal data is retained only for the duration necessary to complete the background screening process or as required by law, typically between six months and one year depending on project requirements and client agreements. Once the retention period expires, personal data is securely deleted using methods appropriate to the storage format, including secure digital deletion, anonymization, or destruction of physical documents, in compliance with applicable data protection laws.

7. Your Rights

Individuals have rights under applicable data protection laws to access, correct, or delete their personal data where permitted. They may also request restriction of processing, withdraw consent, or object to certain processing activities. To exercise these rights, individuals can contact Smart Screen through the designated privacy contact provided below, and we will respond promptly in accordance with legal requirements.

8. International Transfers

Where verifi cation requires contacting organisations outside Malaysia, personal data may be transferred internationally, but only for the purposes of background screening. All international transfers are conducted securely, with appropriate safeguards to ensure protection equivalent to domestic standards.

9. Updates to This Privacy Notice

Smart Screen may update this Privacy Notice periodically to refl ect changes in laws, services, or best practices. The latest version will always be published on the website to ensure transparency and to keep individuals informed of how their personal data is collected, used, and protected.