Privacy notice
How SYS Senju handles personal data
SYS Senju is operated by SYS Systems (Smile You're Secured Systems), Ghana. This notice explains what personal data the platform holds, why, who can see it and the choices people have. It applies to this website, the SYS Senju app and the services SYS Systems provides to customer organisations.
Who is responsible
Each customer organisation decides how SYS Senju is used at its sites and is the data controller for its workspace: its workers' accounts, warehouse records, camera events and evidence. SYS Systems processes that data on the organisation's behalf and only on its instructions. If you work at a site that uses SYS Senju, contact your employer first about your data; we will help them respond.
SYS Systems is the controller for data it collects for itself: workspace requests from this website, enquiries, owner-console accounts and billing records.
What we hold
- Workspace requests and enquiries: name, work email, phone or WhatsApp number, company, site location, interests, your message and the IP address the request came from.
- User accounts: name, email, role, staff badge identifier, the devices used, sign-in times and an audit trail of actions taken. Passwords and PINs are stored only as one-way hashes.
- Fingerprint or face unlock: the device checks the fingerprint or face. SYS Senju receives a public key only and never receives or stores biometric data.
- Operational records: scans, stock movements, tasks, notes, photos and signatures captured as evidence, with time, place and the person or device that recorded them.
- Camera detections: video is analysed by equipment at the site. Only event details (for example "person in a closed zone at 02:14"), a snapshot and, where configured, a short clip leave the site. SYS Senju does not perform facial recognition, does not identify people from video and does not score individual productivity.
- Billing: plan, payment references, amounts, dates and the card brand with its last four digits or the mobile-money network. Card and mobile-money details are entered with Paystack and are not stored by SYS Senju.
Why we use it
- To provide the service the customer organisation has contracted for: warehouse traceability, worker safety alerts, site security and the evidence and reports that go with them.
- To review workspace requests, set up workspaces, invite users, support customers and send service messages such as invites, password resets and trial reminders.
- To keep the platform secure, prevent misuse and keep audit records, and to meet legal and accounting obligations.
We rely on the performance of our contract with the customer organisation, our and our customers' legitimate interests in safe, secure and accountable operations, and legal obligations, as provided in Ghana's Data Protection Act, 2012 (Act 843). We do not sell personal data or use it for advertising.
Who it is shared with
Within a workspace, people see records according to their role. Every company's data is kept separate from every other company's. SYS Systems uses these service providers to run the platform:
- Cloudflare to deliver the website and app securely.
- Railway to host the application servers and database.
- Paystack to process subscription payments.
- Email, SMS and WhatsApp providers to deliver invites, password resets and the alerts each organisation chooses to route by those channels.
Some of these providers process data outside Ghana. We use providers with appropriate security commitments and share only what each needs to provide its part of the service. We disclose data to authorities only where the law requires it.
How long it is kept
Workspace data is kept while the organisation's subscription is active and for a limited period after it ends, so the organisation can export it. Each organisation can set how long evidence is kept (90 days by default) and can export or anonymise an individual worker's records. Workspace requests are kept as long as needed to respond and for our business records. Audit and billing records are kept as long as accounting and legal obligations require.
Security
Connections are encrypted. Access is limited by role, sessions expire, sensitive actions are recorded in an audit trail, evidence is shared through short-lived links and owner-console access can require two-step sign-in. No system is perfectly secure; we will notify affected customers and the Data Protection Commission where the law requires it.
Your rights
You can ask to access, correct or delete your personal data, object to its use, or ask questions about this notice. If your data is held in your employer's workspace, contact your employer, or write to us and we will pass the request on. You can also complain to the Data Protection Commission of Ghana.
Cookies and storage
This website does not use advertising or tracking cookies. The app stores your session and work saved offline on your device so it can keep working without a connection.
Contact
SYS Systems · hello@smileyouresecuredsystems.com · +233 55 112 9252