Savanna 360 HR & Payroll (System) Use and Confidentiality Acknowledgement

Important Notice: By clicking "I Accept" at the bottom of this page, you formally acknowledge that you have read, understood, and agree to comply with the system use, information security, confidentiality and data protection requirements set out below:

1. Scope and authorized access

1.1. Authorized use only: This HR and payroll system contains highly sensitive personal data, including employee profiles, employment contracts, attendance and leave records, payroll information, remuneration details, bank details, performance records, and other confidential HR documents.

1.2. Role-based access: Your access to the system is granted strictly based on your role and responsibilities. You shall only access records, files, reports and system functions that you are authorised to access and that are necessary for the performance of your duties.

1.3. Prohibited access: Unauthorised browsing, viewing, searching, copying, downloading, modifying or otherwise accessing employee information is strictly prohibited, including where such access is undertaken out of curiosity or for any purpose unrelated to your authorised duties.

2. Credential security and accountability

2.1. Unique login identity Your username, password and any multi-factor authentication credentials or tokens assigned to you are personal to you and must be used only by you. Activities undertaken using your credentials shall be attributed to your user account. You are therefore responsible for safeguarding your credentials and for activity undertaken through your account, subject to applicable law and system controls.

2.2. No sharing: You shall not share your password, authentication credentials, multi-factor authentication codes or other access mechanisms with any other person, including colleagues, managers, contractors or external parties.

2.3. Workstation security: You must lock your workstation where appropriate, device or log out of the system whenever you leave it unattended. You shall take reasonable measures to prevent unauthorised persons from accessing the system through your device or active session.

3. Data confidentiality and handling

3.1. Confidentiality: All information accessed through the system shall be treated as confidential and shall only be accessed, used, disclosed or shared for authorised Company purposes. You must not disclose, copy, print, download, export, transmit or otherwise share employee information with any person who is not authorised to receive it.

3.2. Secure storage and handling: Where your role permits you to download or generate reports containing confidential or personal information, including payroll reports, bank files or employee records, you must store and handle such information only through Company approved systems, devices, networks and storage locations. Confidential HR or payroll information must not be stored on personal devices, personal email accounts, removable storage media or unauthorised cloud storage without prior authorisation.

3.3. Data protection: You shall handle personal data in accordance with the Company's data protection policies and procedures and all applicable data protection and privacy laws.

3.4. Reporting breaches: You must immediately report any suspected or actual security breach, data exposure or disclosure, unauthorized access or attempts to the HR and IT security teams, loss or theft of a device containing Company information, compromise of login credentials, suspicious system activity, or other data protection or information security incident.

4. Monitoring and Compliance

4.1. Activity auditing For security, operational and compliance purposes, the Company may monitor and audit activities undertaken within the system in accordance with applicable law and Company policies. Such monitoring may include system logins, records accessed, information viewed, data modifications, downloads, exports and other relevant system activities.

4.2. Survival of obligation: Your obligation to maintain the confidentiality and security of information obtained through the system continues after the termination, suspension or expiry of your employment, engagement or system access, to the extent required by law, contract or the nature of the information.

4.3. Company property and return of information: You acknowledge the system, its contents, records and information accessed through it are Company resources or are otherwise held or processed on the Company's behalf for authorised purposes. Upon termination, suspension or cessation of your employment or engagement, or upon withdrawal of your system access, you shall immediately cease using the system and shall not retain, copy, disclose or use confidential information obtained through the system, except where such retention or use is expressly authorised or required by law.

5. Consequences of Non-Compliance

5.1. Disciplinary action: Failure to comply with these requirements, including unauthorised access to employee information, misuse of system credentials or improper handling of confidential or personal data, constitutes a breach of Company policy and will result in disciplinary action.

5.2. Penalties: Non-compliance will result in immediate revocation of system privileges and disciplinary action, up to and including termination of employment and potential legal action under applicable data protection laws.

5.3. The Company will suspend or revoke your access to the system where there is a suspected or confirmed violation of these requirements or where such action is otherwise necessary to protect Company systems, data or information.

5.4. Depending on the nature and severity of the violation, non-compliance may result in disciplinary action, termination of employment or engagement, contractual remedies, and/or civil or criminal proceedings or regulatory action, where applicable.

Acknowledgment and Electronic Signature

By clicking "I Accept," I certify that:

• I have read and fully understand this System Use and Confidentiality Acknowledgement.
• I agree to comply with all security controls, access restrictions, and data protection practices outlined above.
• I understand that my digital acceptance holds the same legal weight as a handwritten signature.

I Accept