Your privacy
matters to us.

1. Overview

Xpeed Group operates a suite of internal business software systems to support its operations across energy, hospitality, and real estate. These systems include, but are not limited to: Finance Software, Salary Software, FrontDesk Software (Property Management System / PMS), Staff Management, and various other operational tools. This Privacy Policy describes how personal and business data is collected, used, stored, and protected across all Xpeed Group software systems.

2. Scope of Systems Covered

• Finance Software: Accounting, invoicing, expense tracking, financial reporting, and budget management.
• Salary Software: Payroll processing, payslip generation, tax document management (EA/EC forms), salary history, and disbursement tracking.
• FrontDesk Software (PMS): Hotel property management including guest reservations, check-in/check-out, room allocation, billing, and guest profiles.
• Staff Management: Employee records, role-based access, attendance, leave tracking, and HR operations.
• Other Operational Tools: Reporting dashboards, inventory management, vendor management, and any additional internal systems deployed by Xpeed Group.

3. Information Collected

Depending on the system used, the following categories of data may be collected:

• Personal Identity: Name, IC/passport number, nationality, email, phone number, address.
• Employment Data: Role, department, assigned property, salary, bank details, tax information, leave balances.
• Financial Data: Transaction records, invoices, expenses, payroll entries, payment receipts, budget allocations.
• Guest Data (PMS): Guest name, contact details, reservation history, billing, payment method, stay preferences.
• Authentication Data: Hashed passwords, refresh tokens, login activity, role assignments.
• Operational Data: Reports, audit logs, inventory records, vendor information, and system usage metrics.

4. Purpose of Processing

• Managing day-to-day business operations across finance, HR, and hospitality.
• Processing payroll and generating statutory tax documents.
• Managing hotel reservations, guest services, and property operations.
• Generating financial, operational, and compliance reports.
• Enforcing role-based access control and system security.
• Complying with Malaysian statutory requirements (EPF, SOCSO, EIS, PCB, etc.).

5. Access Control & Roles

All systems enforce role-based access control. Roles include super-admin, admin, moderator, and user. Each role has defined permissions, and users can only access data and functions relevant to their role and assigned property. Cross-system access is restricted to authorized personnel only.

6. Data Security

• Passwords are hashed using bcrypt before storage.
• Refresh tokens are stored as hashes, never in plaintext.
• All endpoints require authentication; sensitive operations require elevated privileges.
• Data is transmitted over encrypted connections (HTTPS/TLS).
• Access is logged and monitored for unauthorized activity.
• Regular backups are performed to prevent data loss.

7. Data Retention

Data is retained for the duration required by business operations and Malaysian statutory law. Financial and payroll records are retained for a minimum of 7 years. Guest records are retained for the period required by hospitality regulations. Inactive accounts are archived but not permanently deleted unless legally required.

8. Data Sharing

Data collected across Xpeed Group systems is not sold or shared with third parties except:

• When required by law or statutory authorities.
• With trusted service providers (hosting, cloud storage) bound by data protection agreements.
• During business transfers such as mergers or acquisitions.

9. User Rights

• Right to access your own records and data held in the system.
• Right to request correction of inaccurate information.
• Right to request a copy of your personal data.
• Right to report suspected data breaches or unauthorized access.

10. Third-Party Services

Xpeed Group software systems may use third-party services for hosting, file storage, email delivery, and analytics. These providers are bound by their own privacy policies and data protection agreements.

11. Changes to This Policy

We may update this Privacy Policy as systems evolve. Changes will be communicated to users through the respective systems or via internal channels.

12. Contact

For privacy-related inquiries regarding any Xpeed Group software system, contact: