JxPeople Privacy Policy

Welcome to JxPeople.

JxPeople is a Human Resource Management System (HRMS) platform that helps companies manage employee data, attendance, work schedules, leave, approvals, documents, and human resource administration activities through Web and Mobile applications.

We value the privacy of every user and are committed to protecting the Personal Data processed through JxPeople services.

This Privacy Policy explains the types of information we may collect, the purposes for using it, how the information is processed and shared, as well as the user's rights regarding their Personal Data.

By using JxPeople, users are expected to read and understand this Privacy Policy. The processing of Personal Data is carried out based on applicable legal grounds and does not always depend on user consent.

This Privacy Policy applies to the use of:

• JxPeople Web Application.
• JxPeople Mobile Application.
• HRIS services and features available through JxPeople.
• Notification services via Web, Email, and Mobile Push Notification.
• Official JxPeople website or landing pages to the extent that they collect Personal Data.

JxPeople can be used by employees, HR, administrators, approvers, and other users granted access by the relevant organization.

In providing HRIS services, the roles and responsibilities for data processing may differ depending on the relationship between JxPeople and the user organization.

• User Company (Tenant)
• Companies using JxPeople generally determine the purposes and needs for processing their employees' Personal Data, including managing employment information, attendance, leave, and HR administration.

• JxPeople Provider
• The JxPeople provider processes Personal Data to deliver and operate services in accordance with contractual relationships with the user company.

The JxPeople provider may also act as a controller for certain data processed for its own interests, such as managing demo requests, customer administration, or service security, in accordance with applicable roles and legal bases.

Identity of the legal entity provider: PT Digital Rantai Pasok Indonesia.

Details of controller and processor responsibilities are determined based on processing activities and applicable agreements.

To provide HRIS services, JxPeople may process the following categories of information depending on the features used by the organization.

These categories may include Personal Data of a specific or sensitive nature under applicable regulations. Processing requires appropriate protection.

• Check-in date and time.
• Check-out date and time.
• Device location during attendance recording.
• Photo or selfie for attendance verification.
• Schedules and work shifts.
• Attendance status.
• Attendance correction history.

Location and camera information are used to support attendance functions according to rules set by the company.

JxPeople only collects device location information when users perform attendance processes (check-in or check-out). This information is used to verify attendance location according to company provisions. JxPeople does not perform continuous device location tracking or collect location when the application runs in the background.

The use of cookies, analytics, or website tracking technologies will be further explained in accordance with actual implementation.

JxPeople processes Personal Data for the following purposes:

• Creating, activating, and managing user accounts.
• Verifying identity and configuring system access rights.
• Managing employment information and administration.
• Supporting employee onboarding.
• Recording and verifying attendance.
• Managing work schedules and shifts.
• Processing leave applications and attendance corrections.
• Executing approval workflows.
• Sending HRIS activity notifications through available and enabled channels.
• Providing activity history and operational reports.
• Maintaining service security, integrity, and reliability.
• Handling assistance and technical support requests.
• Complying with applicable legal obligations.

Data processed for a specific purpose will not be used for other incompatible purposes without a valid legal basis.

Processing of Personal Data through JxPeople is conducted based on valid processing grounds under applicable laws and regulations.

Depending on the context, these grounds may include:

• Fulfillment of contractual obligations.
• Compliance with legal obligations.
• Performance of legitimate tasks or interests under applicable rules.
• User consent where consent is required.
• Other processing grounds permitted by law.

For HR activities performed under the instructions of the user company, the legal basis for processing is determined based on the company's responsibility as the data controller.

The JxPeople Mobile Application may request device permissions to support specific features.

Device permissions must be used according to feature requirements. Users can manage permissions through device settings, but disabling certain permissions may affect dependent functions.

Details of actual permissions used will be adjusted according to the published version of the application.

Personal Data may be accessed by or shared with a limited number of authorized parties who have a legitimate need, including:

• User Company
• HR, administrators, superiors, and approvers authorized according to roles, permissions, and organizational scope.

• Infrastructure and Technology Service Providers
• Hosting providers, email services, push notification delivery services, and operational support services used by JxPeople.

• Legally Authorized Authorities
• Authorities or institutions with legal grounds to request information.

• Other Parties with Legitimate Legal Basis
• Disclosures are made according to permissible purposes and applicable regulations.

JxPeople does not engage in the sale of employee Personal Data to third parties as part of HRIS services.

The list of service provider categories and data transfer mechanisms will be completed based on the actual infrastructure used.

JxPeople applies or will ensure the implementation of security measures commensurate with the risks of Personal Data processing.

Relevant security controls include:

• Access restrictions based on roles and permissions.
• Data isolation between tenants.
• User authentication and session management.
• Relevant system activity logging.
• Communication and data storage security.
• Administrative access management.
• Security incident monitoring and handling.

Details of security controls implemented in production environments must be verified prior to the publication of this policy.

No electronic system is entirely risk-free. If a security incident affecting Personal Data occurs, handling and notifications will be conducted in accordance with applicable legal obligations.

Personal Data collected through the JxPeople platform is processed and managed by PT Digital Rantai Pasok Indonesia in accordance with the processing purposes described in this Privacy Policy.

JxPeople applies a Personal Data retention policy for a maximum period of 3 (three) years after the end of employment, as long as the data is still required to support service operations, employment administration, and compliance with applicable obligations.

After the retention period expires, Personal Data will be deleted, destroyed, or anonymized through appropriate mechanisms.

If there are legal obligations requiring longer retention, data may be retained for the period mandated by applicable laws and regulations.

PT Digital Rantai Pasok Indonesia applies appropriate security measures during storage and deletion of Personal Data to prevent unauthorized access, use, or disclosure.

Subject to applicable provisions, users may have the right to:

• Obtain information regarding the processing of their Personal Data.
• Access Personal Data relating to them.
• Request correction of inaccurate data.
• Request deletion or destruction of Personal Data if legal conditions are met.
• Withdraw consent for consent-based processing.
• Object to or exercise other rights granted by law.

The exercise of rights may be subject to applicable conditions, exceptions, and limitations.

For employment data managed by the company, users may submit requests through HR or designated company representatives.

Requests can also be submitted through JxPeople's privacy contact listed in this policy.

Users can request account or Personal Data deletion via:

• Email: [email protected]
• WhatsApp: +6281167051309

Requests will be verified and processed according to the respective authority and applicable legal provisions.

Account deletion does not automatically result in the immediate deletion of all employment records if there are legal obligations or other legitimate retention grounds.

In such cases, data required to be retained will be restricted in use in accordance with applicable regulations.

Details on deleted data categories, retained data, and retention periods will be communicated through the official account deletion process.

Personal Data collected through the JxPeople platform is processed and managed by PT Digital Rantai Pasok Indonesia to support the provision of Human Resource Management System (HRMS) services.

Data processing is carried out for system operational purposes, employee information management, attendance logging, leave applications, approval processes, and other supporting services as described in this Privacy Policy.

PT Digital Rantai Pasok Indonesia implements appropriate security measures to protect Personal Data from unauthorized access, use, modification, or disclosure.

Technical information regarding server locations, infrastructure configurations, and system architecture is not published to maintain operational security and confidentiality.

Personal Data processing and storage are conducted with due regard to applicable laws and regulations, including provisions on Personal Data transfers where relevant.

JxPeople provides notifications via Web, Email, and Mobile Push Notification.

Notifications may be used to deliver:

• Account and security information.
• Onboarding status.
• Work schedule changes.
• Attendance information and status changes.
• Leave submissions and decisions.
• Approval requests.
• Leave balance updates.
• Other operational information.

Delivery via Email and Mobile Push follows notification channel configurations enabled in the JxPeople system.

Notification content is kept limited to necessary information while considering risks of disclosure on user devices.

JxPeople supports multi-tenant management for multiple companies.

User access to information is restricted based on active tenant, role, permissions, and granted scope of access.

Users are not granted rights to view or manage Personal Data from other companies without proper authorization.

JxPeople services may provide links to third-party services, including Google Play Store.

When accessing third-party services, data processing follows the privacy policy of the respective third party.

Users are advised to read the privacy policies of accessed services.

This Privacy Policy may be updated to reflect changes in services, technology, business processes, or legal regulations.

Changes will be communicated through appropriate channels, such as website, app, or other notifications where necessary.

The update date will be stated at the beginning of the document.

If users have questions regarding this Privacy Policy or wish to submit requests regarding Personal Data, they can contact:

• Product Name: JxPeople
• Provider: PT Digital Rantai Pasok Indonesia
• Privacy Email: [email protected]
• Office Address: Blok HP 1 No.30 Ruko Heliconia, Pusaka Rakyat, Kec. Tarumajaya, Kabupaten Bekasi, Jawa Barat 17214
• Website: www.jxpeople.com

• JxPeople - Simplifying People Management, Empowering Business Growth
• We are committed to supporting efficient human resource management while respecting privacy, security, and user rights over their Personal Data.