FIDA Global Website Terms and Conditions

We provide information about our ICT products and services, which may include Smart HRIS, human capital management, payroll services, AI automation, software development, helpdesk solutions, networking, cloud services and related technology solutions.

Website descriptions, demonstrations, case studies, indicative prices and AI responses provide general

information. They are not binding quotations, guarantees of suitability or commitments to deliver specific features, implementation dates or service levels. Availability, scope, pricing, taxes, licensing, support and delivery terms will be confirmed in an authorised quotation or written agreement.

Customer agreements, service level agreements, non-disclosure agreements and data processing agreements govern the services to which they relate. If there is a conflict, the relevant signed agreement prevails for that service. These Website Terms do not reduce rights or obligations under those agreements.

You may browse the Website and use its available features for lawful personal or business purposes. Information submitted must be accurate to the best of your knowledge and must not infringe another person’s rights.

You must not access restricted systems without permission; attempt to bypass authentication or security; introduce malicious code; disrupt the Website; impersonate another person; submit unlawful or abusive content; or use automated extraction in a way that infringes rights or materially burdens our systems. Security testing requires our prior written authorisation.

If an account is provided, protect its credentials and notify us promptly of suspected unauthorised access. We may restrict or suspend access where reasonably necessary to address misuse, security threats or legal requirements.

Unless otherwise identified, Website text, branding, graphics, designs, software, demonstrations and other materials belong to FIDA or its licensors and are protected by applicable intellectual property laws.

You may view materials and download items expressly offered for download for their intended purpose, retaining ownership notices. Reproduction, commercial redistribution, adaptation, republication or use of FIDA branding requires prior written permission, except where permitted by law. Third-party marks remain the property of their respective owners.

You retain your rights in information you submit. You authorise FIDA to use it only as reasonably needed to handle your enquiry, provide the requested interaction and carry out the purposes described in this notice.

Submission does not transfer ownership of your information to FIDA.

You decide whether to submit personal or business information. If you do not wish to provide information, please do not submit it through a form, upload, email link or AI conversation. You can browse publicly accessible pages without submitting an enquiry, although essential technical information may still be processed as described below.

By submitting an enquiry, requesting a quotation or demonstration, or asking us to contact you, you request FIDA to use the contact details and relevant information you provide to respond and follow up on that request. Follow-up may include relevant clarifications, arrangements and proposals through the channels you provide or select.

This request does not automatically enrol you in newsletters, unrelated promotions or general marketing campaigns. Where such communications are offered, we will provide a separate optional choice. You may ask us to stop enquiry follow-up or withdraw marketing consent by contacting us or using an available unsubscribe option.

Fields identified as required are needed to handle the relevant request. Without them, we may be unable to respond or provide the requested feature. Do not submit another person’s data without appropriate authority and a lawful basis. Please avoid passwords, payment card details, identification documents, health records and confidential employee or payroll information through general website forms or the public AI assistant.

Depending on your interaction, we may collect your name, organisation, designation, email address, telephone number, enquiry details, requested services and files you choose to upload. When you use the AI assistant, your messages, any information included in them and the assistant’s responses may be processed.

Our systems may also process IP addresses, browser and device details, access times, requested pages, security events and error logs to deliver and protect the Website. Optional usage measurements and similar tracking will be subject to your cookie preferences where applicable.

We collect only information reasonably needed for the stated purpose. Before collecting materially different information or using it for a new purpose, we will provide any additional notice and obtain any consent required by applicable law.

We use information to respond to enquiries, arrange demonstrations, prepare requested proposals, provide Website and AI features, maintain relevant correspondence, protect our systems, investigate misuse and meet applicable legal obligations. With a separate opt-in, we may send the marketing communications you select. Optional analytics may be used to understand and improve the Website only in accordance with applicable choices.

Depending on the activity and applicable law, processing may be based on your consent, steps taken at your request before a contract, performance of a contract, legal obligations, or legitimate interests

such as necessary website security, subject to applicable safeguards and your rights. We do not treat submission as blanket consent to every form of processing.

We do not misuse personal data, sell or rent it, or allow third parties to use it for their own unrelated advertising or commercial purposes. We do not exchange identifiable customer information for commercial gain.

Information may be accessed by authorised FIDA personnel who need it for the purposes described here. We may use service providers for website hosting, cloud infrastructure, email, enquiry management, security, analytics selected by you and AI processing. These providers may process the minimum information needed to perform their services under appropriate contractual restrictions and safeguards.

Such processing is not a sale of your information. Providers must not be authorised to exploit your information for their own unrelated purposes. Where an external AI provider is used, its processing role and any relevant transfer information will be explained in the AI notice before you begin.

We may disclose information where required by law, a competent court or regulator, or where lawfully necessary to address fraud, protect rights or respond to a security incident. Disclosure will be limited to what is reasonably necessary. A lawful business restructuring may involve a successor subject to equivalent protections and any required notices.

We will not share your enquiry with an independent distributor or business partner for its own follow up unless you request it or we first establish an appropriate lawful basis and provide the required notice or choice.

Our hosting and technology providers may operate in Sri Lanka or other countries. Consequently, information may be stored or processed outside Sri Lanka where relevant to the services used.

Where international processing occurs, FIDA will apply the safeguards and transfer mechanisms required by applicable law. The Website Privacy Notice or linked provider information will identify relevant destinations or destination categories and safeguards before applicable processing. We do not promise exclusively local storage unless separately agreed in writing.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of enquiry status, contractual requirements, security needs, legal retention duties and genuine disputes.

Enquiry records will be reviewed and deleted or anonymised when no longer needed. Security logs, AI conversation records and cookie identifiers will have retention periods proportionate to their specific purposes. The published retention schedule and cookie register will specify the applicable periods or clear criteria.

Where deletion is required, information in backups may remain until normal secure backup expiry, subject to restricted use. We may retain records needed to meet legal duties or establish, exercise or defend legal claims; we will explain relevant limitations when responding to a request.

We will apply reasonable technical and organisational measures appropriate to the information and risks, including access controls, secure communications where appropriate, and arrangements governing service providers. Access to personal information is limited to authorised persons with a legitimate need.

No internet service can guarantee absolute security. Please use secure devices and avoid submitting sensitive information through public forms or AI chats. If an incident affects personal data, we will investigate, take appropriate corrective action and notify affected persons or competent authorities where required by applicable law.

You may contact us to ask about the information we hold about you and request access, correction, deletion, withdrawal of consent, objection to or restriction of processing, and review of relevant automated decisions, to the extent available under applicable law. You may also raise a complaint with the competent data protection authority.

We may need proportionate information to verify your identity and protect your data. We will respond within the applicable legal timeframe and explain any lawful reason for declining or limiting a request.

Withdrawing consent does not invalidate processing carried out lawfully before withdrawal. We may continue processing where another valid legal ground applies. Optional cookie withdrawal can be managed through Cookie Settings; marketing withdrawal can be managed through unsubscribe links or our contact details.

Cookies are small files placed on your device. Similar technologies may include local storage, tracking pixels and embedded scripts. In this policy, “cookies” includes these technologies where relevant.

Strictly necessary cookies support functions such as website security, sessions and recording privacy preferences. They operate only to the extent needed for the requested service and cannot be disabled through our optional-cookie controls. Browser controls may block them, but this can prevent essential functions from working.

Preference cookies remember optional settings; analytics cookies measure website use; marketing cookies support advertising measurement or personalised marketing. These optional categories will be used only where deployed on the Website and only after the required opt-in. Optional categories will be off by default.

The banner will provide clearly visible choices: “Accept All”, “Reject Optional Cookies” and “Manage Preferences”. Manage Preferences will allow separate choices for each optional category and a “Save Preferences” button. Rejecting optional cookies will not prevent access to the main public Website.

Continuing to browse, scrolling or closing the banner does not give consent to optional cookies. Cookies and tracking associated with optional embedded content will remain blocked until the relevant permission is given. If a feature cannot operate without that technology, you can choose whether to enable it.

You may reopen “Cookie Settings” through the Website footer at any time to change or withdraw permission. We will stop future optional processing covered by withdrawal and remove or disable relevant identifiers within our control where technically feasible. You may also delete existing cookies through your browser.

A cookie register accessible from Cookie Settings will list the actual cookies and similar technologies used, their provider, purpose, category, expiry or duration, and whether third-party access or international processing is involved. New purposes or material changes will require an updated notice and renewed consent where required.

The Website may provide FIDA AI or another clearly identified AI assistant. Use is voluntary. You may choose to browse or contact our team without using AI.

Before an AI conversation starts, the interface will explain that you are interacting with AI, whether messages are stored or reviewed, the purpose of that processing, relevant external AI providers, retention and any international processing. Any consent required for additional processing will be requested separately.

AI responses can be incomplete, inaccurate or outdated. They provide general assistance and do not constitute professional legal, tax, financial, employment or other regulated advice. Verify material information with an authorised FIDA representative before relying on it. AI cannot bind FIDA to a quotation, contract, discount, delivery date or policy exception.

Do not enter passwords, confidential employee records, payroll files, medical information, financial account details or third-party personal data into the public AI assistant. If your request requires confidential material, ask us for an appropriate secure channel governed by the relevant agreement.

We will not use identifiable customer enquiries or AI conversations to train general-purpose AI models, or permit providers to do so, unless a separate, specific opt-in is obtained after explaining that purpose. Declining such an opt-in will not prevent ordinary enquiry handling. Any review for service quality or security will be described in the AI notice and limited to authorised reviewers.

Entering information in a chat allows processing needed to provide the requested AI interaction under the stated legal basis. It does not, by itself, request a sales call. If you ask the AI to arrange contact or submit a clearly identified contact request, Clause 5 applies.

You must not use AI to generate unlawful content, expose private information, obtain restricted information, bypass safeguards or infringe rights. We may limit or suspend the feature for security, maintenance or misuse. The public assistant will not be used to make decisions producing legal or similarly significant effects on you without an appropriate separate process and safeguards.

The Website may link to external websites or display third-party content. External services have their own terms and privacy practices, which you should review. A link is not necessarily an endorsement. Optional embedded tracking remains subject to the cookie controls described above.

Demonstrations may contain illustrative or sample data. Do not upload live employee, customer or payroll records to a demonstration environment unless FIDA expressly authorises the use and the relevant confidentiality and data processing arrangements are in place.

We take reasonable care to maintain accurate information and website availability, but do not guarantee uninterrupted operation, error-free content or fitness for every intended use. We may temporarily suspend features for maintenance, security or operational reasons.

To the extent permitted by applicable law, FIDA is not liable for indirect or consequential loss arising solely from use of this public Website or reliance on general Website or AI information. Liability for purchased products or contracted services is governed by the applicable agreement.

Nothing in these Terms excludes liability that cannot lawfully be excluded, including fraud or fraudulent misrepresentation, or removes mandatory consumer rights, statutory data protection duties or any other non-excludable obligation. This clause does not authorise improper handling of your data.

No employee, developer, administrator, contractor, agency, partner or other person may modify, amend, replace, publish or remove the Website’s official content, product statements, prices, policies, forms, consent wording, data collection settings, cookie configuration or AI instructions without prior official written approval from the Board of Directors of FIDA Global (Private) Limited.

Approval must be documented through a Board resolution or a written approval record expressly authorised by the Board. Technical access, an informal instruction or a verbal discussion does not constitute approval. Each approved change must be traceable to its approval record, authorised implementer, version and publication date.

This requirement governs persons maintaining the Website on FIDA’s behalf; it does not restrict visitors’ lawful rights or their ability to quote material as permitted by law. Any emergency change process must itself be approved in writing by the Board in advance. Mandatory legal obligations remain applicable.

These Terms and the linked privacy and cookie notices may be revised only through this approval process. Approved revisions will display a new effective date and version. We will provide additional notice and obtain fresh consent where required for material changes. Revisions will not retrospectively expand the purposes for

which your data was collected.

These Terms are governed by the laws of Sri Lanka. Subject to mandatory rights and jurisdiction rules that apply to you, disputes concerning the public Website will be submitted to the competent courts of Sri Lanka. You may first contact us to seek a practical resolution; this does not limit your right to seek legal remedies or complain to a regulator.

If a provision is held invalid or unenforceable, the remaining provisions continue to apply to the extent permitted by law. Failure to enforce a provision immediately does not waive it. These Terms do not create a partnership, agency or employment relationship.

For website enquiries, privacy requests, cookie questions or AI-related concerns, contact:

FIDA Global (Private) Limited Operational office: No. 215C, Raththanapitiya, Boralesgamuwa, Sri Lanka

Email: [email protected]

Telephone: +94 11 710 8023

Please identify the relevant website feature and the nature of your request. Do not include passwords or unnecessary sensitive information. Requests will be directed to the appropriate authorised representative.