Privacy Policy

Updated 1 May 2024

This Privacy Policy explains how Red Fox Holding & Management Limited Limited ("we", "us", or "our") collects, uses, discloses, and safeguards information related to the use of our Red Fox ERP system by our employees and authorized personnel. By accessing or using the Red Fox ERP system, you acknowledge that you understand and agree to the practices described in this policy.

1. Information We Collect

We collect various types of information from and about users of our Red Fox ERP system, including:

  • Personal Information: Such as your name, employee ID, email address, job title, department, and contact details.
  • Authentication Information: Such as usernames, passwords, security question responses, and multi-factor authentication tokens.
  • Usage Data: Information about how you use the ERP system, including log-in times, IP addresses, browser types, features accessed, actions taken, and system performance data.
  • Business Data: Any business-related information you input into the ERP system, including financial records, transaction details, inventory data, customer and vendor information, and operational data.
  • Communication Data: Information contained in your communications with us, including emails, chat messages, and support requests.

2. How We Use Your Information

We use the information we collect for various internal purposes, including:

  • System Operations and Management: Ensuring the Red Fox ERP system functions effectively and efficiently, including troubleshooting, maintenance, and system updates.
  • User Experience Enhancement: Analyzing usage patterns to improve system features, functionality, and user interface.
  • Security and Integrity Maintenance: Monitoring for unauthorized access, preventing fraudulent activities, and safeguarding the integrity of the ERP system.
  • Internal Communication and Collaboration: Facilitating communication and collaboration among employees and departments through shared access to business data and resources.
  • Compliance and Legal Obligations: Ensuring compliance with company policies, regulatory requirements, and legal obligations.

3. Information Sharing and Disclosure

Your information may be shared internally within the organization and with third parties under specific circumstances:

  • With Authorized Personnel: Employees and managers who need access to perform their job duties and support business operations.
  • With IT Service Providers and Contractors: External vendors who assist in the development, maintenance, and improvement of the ERP system under strict confidentiality agreements.
  • In Response to Legal Requirements: Complying with legal obligations, court orders, or responding to lawful requests by public authorities, including meeting national security or law enforcement requirements.
  • To Protect Rights and Property: Protecting the rights, property, or safety of the company, its employees, and other stakeholders, including investigating and preventing fraud or security breaches.

4. Data Security

We take the security of your information seriously and implement a variety of technical and organizational measures to protect it, including:

  • Encryption: Using encryption to protect sensitive data during transmission and storage.
  • Access Controls: Implementing role-based access controls and authentication mechanisms to ensure that only authorized personnel can access specific data.
  • Security Monitoring: Continuously monitoring the ERP system for security incidents, vulnerabilities, and unauthorized access attempts.
  • Regular Audits and Assessments: Conducting regular security audits and risk assessments to identify and mitigate potential security threats.

5. Data Retention

We will retain your information for as long as necessary to fulfill the purposes outlined in this policy, including:

  • Active Use: Retaining data for as long as your account is active and you are using the ERP system.
  • Legal and Compliance Requirements: Retaining data as required by law, regulations, or company policy.
  • Business Needs: Retaining data for legitimate business purposes, such as historical record-keeping, audit trails, and system improvements.

6. User Responsibilities

As an authorized user of the Red Fox ERP system, you are responsible for:

  • Maintaining Confidentiality: Keeping your login credentials confidential and not sharing them with unauthorized individuals.
  • Following Company Policies: Complying with company policies and procedures regarding the use of the ERP system and the handling of company data.
  • Reporting Incidents: Immediately reporting any security incidents, suspicious activities, or potential data breaches to the IT department.
  • Data Accuracy: Ensuring the accuracy and completeness of the information you input into the ERP system.

7. Data Subject Rights

As an internal user, you have certain rights regarding your personal information, including:

  • Access and Correction: Requesting access to your personal data and correcting any inaccuracies.
  • Data Portability: Requesting a copy of your personal data in a structured, commonly used, and machine-readable format.
  • Restriction and Objection: Requesting the restriction of processing your personal data or objecting to certain processing activities, subject to legal and contractual limitations.

8. International Data Transfers

If you are accessing the Red Fox ERP system from outside the country where our servers are located, your information may be transferred to, stored, and processed in a country with different data protection laws than your home country. We will take appropriate measures to ensure that your data is treated securely and in accordance with this policy.

9. Cookies and Tracking Technologies

We may use cookies and similar tracking technologies to enhance your experience on the ERP system, including:

  • Session Cookies: To keep you logged in as you navigate the system.
  • Performance Cookies: To analyze how you use the system and improve its performance.
  • Functional Cookies: To remember your preferences and settings.
  • Security Cookies: To enhance system security and prevent fraudulent activities.

You can control the use of cookies through your browser settings, but disabling cookies may affect your ability to use certain features of the ERP system.

10. Changes to This Privacy Policy

We may update this Internal Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of any significant changes through internal communication channels. Your continued use of the Red Fox ERP system after such changes constitutes your acceptance of the revised policy.

11. Contact Us

If you have any questions, concerns, or feedback about this Internal Privacy Policy or our data practices, please contact the IT department or our data protection officer at:

RED FOX HOLDING & MANAGEMENT LIMITED
No 1-23A, First Floor, Paragon, Jalan Mustapha
87000 Labuan Federal Territory, Malaysia
joshuatwe28@gmail.com
+60 13-696 9333

© Red Fox Holding & Management Limited, 2024. All Rights Reserved.