Terms & Conditions of Use
Purpose
These Terms & Conditions govern access to and use of the Company Intranet, which serves as the official platform for Human Resources administration and employee-related services.
The Intranet is provided solely for legitimate business operations and internal employment administration.
These Terms apply to all employees, management, interns, contractors, consultants, temporary staff, and authorised users.
Authorised Access
Access to the Intranet is granted strictly based on business necessity and job responsibilities.
Users may only access information, records, approvals, and functions relevant to their authorised role.
Unauthorised access to confidential records, employee files, payroll information, disciplinary records, or management documents is strictly prohibited.
User Obligations
Users shall:
- Maintain confidentiality of login credentials
- Use accurate and truthful information
- Submit documents within required timelines
- Follow approval workflows and reporting lines
- Comply with Company policies and Malaysian laws
- Protect confidential Company and employee information
- Immediately report suspected data breaches or security incidents
Users shall not:
- Share passwords or system access
- Use another person's login credentials
- Access unauthorised records
- Alter, manipulate, falsify, or delete records without authority
- Upload harmful software, viruses, or malicious files
- Use the system for unlawful, fraudulent, or personal commercial purposes
- Copy, download, or disclose confidential information without approval
Confidentiality
All information accessed through the Intranet is confidential and remains the property of the Company.
This includes but is not limited to:
- Salary information
- Recruitment records
- Performance appraisals
- Employee disciplinary matters
- Payroll records
- Contracts and agreements
- Internal approvals
- Investigation records
- Management reports
Unauthorised disclosure may result in disciplinary and legal action.
System Monitoring and Audit
The Company reserves the right to monitor, review, audit, and investigate all activities conducted through the Intranet for purposes including:
- Compliance verification
- Fraud prevention
- Misconduct investigation
- Internal audits
- Security management
- Legal and regulatory compliance
Users acknowledge that Company systems are subject to monitoring and no expectation of absolute privacy applies.
Record Accuracy
Users are responsible for ensuring that submitted information is complete, accurate, and not misleading.
Submission of false declarations, forged documents, or inaccurate records may result in disciplinary action and possible legal consequences.
System Availability
The Company reserves the right to:
- Conduct maintenance
- Upgrade system functions
- Restrict access
- Suspend services temporarily
- Revoke user access
where necessary for operational, security, or business reasons without prior notice where appropriate.
Disciplinary Consequences
Any breach of these Terms may result in:
- Verbal or written warning
- Suspension of system access
- Show cause proceedings
- Domestic Inquiry
- Disciplinary action
- Termination of employment
- Civil claims for damages
- Police reports or criminal prosecution where applicable
This includes negligence, attempted misuse, and unauthorised disclosure.
Intellectual Property
All documents, templates, forms, policies, workflows, and system content within the Intranet remain the exclusive property of the Company.
Users shall not reproduce, distribute, or use such materials outside authorised business purposes without written approval.
Policy Compliance
Use of the Intranet must comply with:
- Employee Handbook
- IT Acceptable Use Policy
- Confidentiality Policy
- Disciplinary Policy
- Anti-Bribery and Anti-Corruption Policy
- Information Security Policy
- Other applicable internal policies and procedures
Amendments
The Company reserves the right to amend these Terms & Conditions at any time.
Updated terms shall be communicated through official Company channels.
Continued use of the Intranet constitutes acceptance of the revised Terms.
Acknowledgement
By accessing and using the Intranet, users acknowledge that they have read, understood, and agreed to comply with these Terms & Conditions.
Failure to comply may result in disciplinary and legal consequences.
Effective Date
These Terms & Conditions take effect from 1 May 2026.