Privacy Policy Gaweku HRIS

Gaweku and our partnered entities prioritize your confidentiality while engaging with our digital products, including our website at app.gaweku.co.id and the Gaweku HRIS applications on Android and iOS platforms. By accessing our programs and offerings, you consent to our handling of your information in accordance with our Privacy Policy. This document outlines our default data protection measures and procedures:

1. 1. Personal Data
2. 2. Information We Collect
3. 3. Purpose of Data Using and Data Processing
4. 4. Data Disclosure
5. 5. The Request for Data Correction
6. 6. Data Retention, Destroying Data, and Returning Data
7. 7. Third-Party Terms and Promotions
8. 8. Use of Cookies
9. 9. Your Consent
10. 10. Personal Data Protection
11. 11. Contact Us
12. 12. Changes to This Privacy Policy

PLEASE REVIEW THIS PRIVACY POLICY THOROUGHLY TO ENSURE YOU ARE FULLY INFORMED ABOUT OUR DATA HANDLING PROCEDURES.

For the purposes of this Privacy Policy, the terms "We", "Us", and "Our" are synonymous and reference the legal entity known as "Gaweku and Its Affiliate".

This document doesn't address the details you input into our Application or Services. That data is under your control, and we only access it when you require support for the Application. On rare occasions, we might collect application usage data to enhance the application's functionality and the quality of our Service

This privacy policy sets out the terms and conditions which will be described below:

1. Personal Data

This Privacy Policy shall describe the Personal Data that We collect from You. Personal Data means the data that can be identified You personally, which contains information, including but not limited to, full name, place of birth, gender, address, ID card or passport, telephone number, blood type and email, photo, biometrics, bank account, and job information.

2. Information We Collect

We gather your Personal Information to recognize you when you utilize the Application or Service. Such data is primarily collected when you first access the Application, typically via a registration form. If you are acting on behalf of a company or as an individual, you hold the responsibility for the accuracy of the personal information you provide.

As long as you engage with our Application or Service designed for you, we'll collect your Personal Data through various means, which may include, but aren't limited to:

• If you access the Application representing your company, you'll be prompted to input company-specific details on the provided form. The data required might include elements like the company's name, its organizational hierarchy, job titles, email addresses, names of employees (along with their ID card or passport numbers), bank account information, photographs, salary amounts, and payroll schedule. Should you opt for any extra services we offer, you'll need to provide supplementary data to benefit from those services.
• When accessing the Application on behalf of your company, you're required to input specific company details on the designated form page. The information might encompass aspects like the company's name, its organizational framework, job designations, email addresses, names of employees (accompanied by their ID card or passport details), bank account information, photographs, salary figures, and payroll dates. As you opt for more of our Services, you'll need to furnish additional information to fully benefit from those added Services.
• Location Data Access. When using the Application in the capacity of an employee, you'll be prompted to grant permission for location access. The approval for accessing your location is contingent upon the device permissions you've set and consented to. To utilize features like attendance recording within our application, you'll need to allow us to fetch your real-time location data from your device, which includes details like your IP Address and GPS coordinates. We gather this location information solely to pinpoint your present location in relation to the services and features we offer through our app. If you opt against granting location access, you can still engage with our Application and Services, albeit some functionalities might be accessible only in a restricted manner.
• Face Recognition Feature: When you utilize the Application as an employee, should your company mandate it for services related to attendance or absence tracking modules, you might be prompted to provide a photo of your face. The permission to access your facial photo hinges on the device settings you've established and consented to. We will gather facial photos for the express purpose of logging your attendance and cross-referencing them with pre-existing data to authenticate your presence. If you decide against providing access to your facial image, either through your device or stored files, you can still access the Application and Services. However, this might influence the documentation of your attendance within the company.

Moreover, we gather overarching details about system usage via log files to oversee performance and enhance the application's efficiency and user experience.

3. Purpose of Data Use and Data Processing

Your information, encompassing Personal Data, will be utilized for service delivery or for the duration you engage with the application, including any visits to our website.

When acting as a representative of your company, the ways we might use and process your data include:

• use, receive, store, reproduce, modify, create derivative works (such as those resulting from translations, adaptations, or other changes we make so that your content works better with our Applications or Services), and
• communicate, publish, announce, perform, display and distribute such derivative works;
• provide preferences for Services to be provided in the future and offer them to you for your business solution needs;
• have conversations with you via email, telephone, or other communications;
• administer Your account registration on the Application;
• verify and analyze Service submissions;
• provide information on the process and mechanism of payment through bank accounts;
• provide access and facilities to the Services that You use and We agree to;
• make payments to Your employees' salaries following the salary period you have informed Us;
• Notify You of Application or Service updates from time to time;
• perform monitoring, analysis, and development of the Application or Service;
• Offer additional services from third parties for Your needs;
• offer You any updates to the Application or Services including but not limited to marketing communications, feature additions, discount offers and promotions; and
• Provide continuous service support as long as You use the Application or Our Services.

Where You are a user as an employee, We may use and process Your data as follows:

• identify Personal Data while using the Application or Service;
• provide Services for attendance, leave application, overtime, business travel, performance appraisal, or other Services provided to You;
• perform direct checks on the use of the Location Access feature that You have agreed to;
• make payment for Your salary according to the payment period addressed to You;
• provide additional Services that You may take advantage of from time to time;
• respond, approve or reject the request for submission of Services that You do in the Application; and
• perform monitoring, analysis, assessment, and additional support services to You.

Furthermore, should the need arise for legal considerations, we will utilize and process your data in compliance with the relevant laws and regulations.

4. Data Disclosure

For the enhancement of our services, we may need to share your data. The potential recipients of this data include:

• Your Company: Specifically, members from finance or Human Resources departments, for company-related objectives.
• Our Affiliates: To further refine and develop our Applications or Services.
• Third-party Collaborators: This includes those who work in tandem with us to deliver services, such as professional consultants, legal counsels, financial advisors, external auditors, and other specialists.
• Banking Institutions: For processing agreed-upon payments or disbursing salaries.
• Authorized Government Bodies: This encompasses agencies like the police, labor departments, courts, or global government entities, all with the intent to uphold existing legal judgments or abide by prevailing laws and regulations.

5. The Request for Data Correction

You have the right to request corrections to your data as long as it remains within our jurisdiction. When making such a request, we would appreciate a detailed explanation regarding the rationale for the desired correction. In line with applicable laws, we will first verify the information based on your request. However, we reserve the right to decline correction requests if the data in question was sourced from third-party references or is based on your behavior within the application or during the use of our services.

6. Data Retention, Destroying Data, and Returning Data

We retain your data for the duration you're actively using and engaging with our Application or Services. The primary purpose of this data storage is to enable you to fully benefit from our Application and Services. These services function as solutions for human resource management systems (“HR Systems”). An HR System of a company might encompass data pertaining to job applications, payroll logs, training records, compensation history, retirement schemes, medical details, and so on. Over the years, an HR System accumulates a plethora of records, many of which are personal details associated with individuals.

If you decide to discontinue our Application or Services, we reserve the right to erase your data, including Personal Data. Should you wish, you can (i) request a copy of your data to be returned to you and/or (ii) ask for your data to be deleted, within 30 calendar days post the service termination date. Beyond this 30-day period, we might proceed to permanently remove your data from our systems, in alignment with and as allowed by the prevailing laws. For specifics on how to initiate such requests, please reach out to us as directed below.

7. Third-Party Terms and Promotions

Where we obtain information through third-party services, we may utilize this data for objectives outlined in our agreement, often to facilitate access to these third-party services. Our Applications or Services might offer the capability to link with third-party platforms, services, or apps. These third parties have the autonomy to gather or disseminate details about your data, and their actions are governed by their own privacy policies. We emphasize that such third-party interactions are not under our direct influence. We encourage you to familiarize yourself with the privacy stipulations and terms of service of these third parties prior to engaging with them or sharing your Personal Data. By consenting to the conditions set by third-party services for accessing, updating, or altering your data, you implicitly grant us permission to enable and/or streamline such interactions.

Pertaining to your use of our Application or Services, we might send notifications about our services, administrative alerts, and other pertinent details. You do retain the option to opt-out of receiving certain notifications from us.

8. Use Of Cookies

A cookie is a small file placed on your computer, allowing our website to recognize you and authorize your entry to certain segments of our site. If you're not keen on receiving cookies, you can configure your web browser to reject them. However, doing so might curtail your capability to navigate certain parts of our website seamlessly and/or use our service.

9. Your consent

By using our Applications and Services and continually providing your information and Personal Data, you affirm that you have perused, comprehended, and consented to the stipulations outlined in this Privacy Policy.

If you're acting on behalf of your company, you assert that you possess the requisite authority to represent it. Additionally, you confirm having secured consent from your employees to share data, including Personal Data, in alignment with the company's business objectives.

10. Personal Data Protection

We constantly endeavor to implement robust security measures to protect your Personal Data, including its storage on our servers. Our commitment is to uphold the security of your data and thwart unauthorized access, collection, processing, use, disclosure, duplication, and alteration. Yet, we urge you to exercise caution and diligence when providing your Personal Data through our Application or Service. Any lapses in safeguarding your Personal Data resulting from actions not stemming from our negligence or beyond our realm of control fall under your responsibility. Given that no technological system is foolproof in data transmission or storage, it's essential to remain vigilant about the data you share.

11. Contact Us

Should you wish to reach out to us, you may do so via email at legal@gaweku.co.id. Alternatively, written correspondence can be mailed to our registered office located at:

World Capital Tower,

12th Floor, Units 09 & 10,

Jl. Dr. Ide Anak Agung Gde Agung Lot D,

Jl. Mega Kuningan Barat,

12950, South Jakarta,

DKI Jakarta, Indonesia.

Phone: +62 (021) 5723322.

12. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy periodically, and we recommend that you review it regularly for any changes.