Privacy Policy

1. Our role

Difia HRIS is used by companies ("Customers") to manage their employees. For employee data that a Customer enters or collects through the Service, the Customer is the data controller and Difia acts as a data processor that processes the data on the Customer's instructions, as set out in our Terms of Service.

For data about website visitors, prospective customers, and the people who manage a Customer's subscription and billing, Difia is the data controller.

2. Personal data we process

• Account data: name, work email, phone number, role, company code, password (stored only as a secure hash), sign-in sessions, and the devices used to sign in.
• Employee data entered by the Customer: identity data (such as national ID number, date of birth, gender, religion, marital and PTKP status), contact details and address, family members and dependents, employment details (company, branch, department, position, contract), pay components, bank account, tax ID (NPWP), BPJS membership numbers, insurance data, and uploaded documents.
• Attendance data: clock-in and clock-out times, the device's GPS location at the moment of clocking in or out, a selfie photo, the device identifier, and signals that indicate fake GPS or a mock location. Clock-ins made without signal are stored on the device until they are sent.
• Requests: leave, permission, overtime, claims with receipt photos, cash advances, attendance corrections, and requests to change personal data, together with approval history.
• Notifications: push notification tokens and the history of in-app notifications.
• Technical data: IP address, app and browser version, error logs, and an audit log of changes and of access to sensitive data.
• Website: we do not use advertising or analytics cookies. The website stores only your language choice.

3. App permissions

The employee app asks for permissions only when a feature needs them. You can refuse or withdraw each permission in your phone settings; the related feature will then not be available.

• Location: read only while you clock in or out, to check that you are inside your branch's attendance area. The app does not track your location in the background.
• Camera: to take the attendance selfie and photos of receipts or documents.
• Photos: to choose a receipt or document from your gallery. Text on a receipt is read on your phone to suggest the amount; the image is uploaded only when you submit the request.
• Notifications: to tell you about approvals, reminders, and announcements. Notifications never contain salary figures.

4. Why we process personal data

• To provide the Service under the Customer's agreement: attendance, schedules, leave and overtime, claims, payroll and payslips, reports, and the employee app.
• To help Customers meet their legal obligations, such as income tax (PPh 21), BPJS contributions, and manpower regulations.
• With your consent, for app permissions and when you accept this policy in the app. When this policy changes materially, we ask again.
• For our legitimate interests in keeping the Service secure, preventing fraud (such as fake GPS clock-ins), resolving problems, and improving the Service.
• To manage subscriptions, invoices, and payments, and to respond to support requests.

5. Who we share data with

Within a Customer, data is visible only to users whose role allows it, for example HR, payroll, or the employee's manager. Sensitive data such as ID numbers, tax IDs, bank accounts, and salaries is shown only to authorized roles.

We use service providers that process data on our behalf, under contracts that require them to protect it:

• Cloud hosting providers that run our servers, databases, and file storage.
• Email and WhatsApp message providers that deliver notifications and sign-in messages.
• Google Firebase Cloud Messaging, to deliver push notifications to the app.
• Payment gateways that process subscription payments. They do not receive employee payroll data.

We may disclose data when required by law or by a lawful request from an authority. We do not sell personal data and we do not use it for advertising.

6. Storage and security

Data is sent over encrypted connections (HTTPS). Sensitive fields such as ID numbers, tax IDs, bank accounts, and salary figures are additionally encrypted in the database. Each Customer's data is isolated from other Customers at the database level, access is controlled by roles and permissions, and changes and access to sensitive data are recorded in an audit log.

Data is stored on the servers of our cloud hosting provider. If data is stored or transferred outside Indonesia, we apply the safeguards required by UU PDP.

7. How long we keep data

• Account and employee data: for as long as the Customer's subscription is active and the Customer keeps the data in the Service.
• Attendance selfies: 12 months by default; the Customer can set a different period.
• Payroll, tax, and audit records: for the period required by law, which the Customer is responsible for meeting.
• After a subscription ends, the Customer can export its data. We then delete or anonymize the data within 90 days, unless the law requires us to keep it longer.

8. Your rights

Under UU PDP you have the right to information about how your data is processed, to access and obtain a copy of your data, to correct or update it, to request its deletion, to withdraw consent, to object to decisions based solely on automated processing, to restrict processing, and to data portability, within the limits of the law.

If you are an employee of a Customer, please contact your company's HR first, because your company decides how your employee data is used. Many corrections can be requested directly in the app under Profile. You can also contact us and we will help your company respond. We respond to requests within the time limits set by UU PDP.

9. Deleting your account and data

Employee accounts in the app are created by the employer, not by the employee. To delete your account and personal data:

• Ask your company's HR to deactivate your account and delete your data, or
• Email support@difiatechnology.com from the email address registered in your account, with the subject "Delete account" and your company code. We will verify the request and coordinate with your company.

When your account is deleted, you can no longer sign in, and your personal data is deleted or anonymized. Your employer may need to keep some records, such as payroll and tax records, for the period required by law. Uninstalling the app removes the data stored on your phone, including clock-ins that have not been sent.

10. Children

The Service is intended for companies and their employees. We do not knowingly collect data directly from children. Customers may enter data about employees' children as family members or dependents for tax, BPJS, and insurance purposes.

11. Changes to this policy

We may update this policy. The version and effective date are shown at the top of this page. When a change is material, we will notify Customers and ask app users to accept the new version.

12. Contact

PT Difia Technology Berkah · Email: support@difiatechnology.com