Privacy Policy

Who we are and the roles

The service is provided by [not yet provided].

The customer company that uses WELGI Operations for its employees is the controller of its employees’ personal data. WELGI is the processor: we process data on behalf of and on the instructions of the customer company, under the Data Processing Agreement.

For the accounts of company admins and billing contacts, WELGI is the controller.

Data processed

Account data: name, email address or conventional login, role, status, sign-in records.

Employment data: employee number, name, branch, department, hire and leaving dates, exit reason, direct manager.

Attendance data: clock-in and clock-out times, the device location (coordinates, accuracy, mock-location signal) at attendance, the office Wi-Fi access point (BSSID) seen at attendance where the work site checks it, work site, roster, leave, permits, overtime, corrections. A face photo (selfie) at attendance only at work sites where the customer company enables it; by default there is no face photo.

Device data: the phone registered for attendance (Android device ID, app installation ID, brand, model) and its replacement history.

Work evidence: patrol, finding and incident photos, cleaning task photos, trip photos, receipts and medical notes that are uploaded.

Payroll data when the payroll module is used: pay components, bank account, NPWP.

Technical data: device and app type, IP address in server logs, authenticator codes when two-step verification is on.

Face photos are specific personal data under Law 27/2022. By default WELGI Operations processes no biometric data; a face photo is taken only at work sites where the customer company enables it and is not used for automated face recognition.

Purposes and legal bases

Recording attendance, rosters and field work for the customer company, preparing attendance and payroll summaries, preventing and investigating attendance fraud, and meeting the customer company’s legal obligations.

Processing is based on the performance of the employment agreement and the customer company’s legitimate interests. The device location, and the face photo at work sites that use it, are processed with the employee’s explicit consent, asked separately in the app and withdrawable.

If you do not agree to face photos or location

You may decline or withdraw consent to face photos and location at any time in the app. You can still record attendance without a photo at the QR kiosk with your ID card, or your supervisor records it manually with a reason. Declining must not lead to any detriment to you.

Retention

Attendance photos (selfies and kiosk photos): 60 days. Cleaning task photos: 45 days. Patrol and finding photos: 90 days. Incident photos: 24 months. Trip photos and receipts: 90 days. Leave attachments: 90 days. Company logo: while subscribed.

Attendance, roster, leave and payroll records are kept while the customer company is subscribed. The customer company can set the anonymisation of former employees’ personal data (bank account, NPWP, login) after a period it chooses; tax records are generally kept for 10 years (UU KUP).

When the customer company leaves, its data is exported to it on request and then deleted, except records the law requires to be kept.

Recipients and sub-processors

Data is visible only to users of the customer company according to their role and branch. WELGI’s platform operators do not open a company’s operational data unless the company asks for support.

Sub-processors: Supabase (database, authentication, server functions), Cloudflare (R2 file storage and web hosting), Expo (distribution and updates of the Android app), Resend (email delivery). Data may be stored in those providers’ data centres, including outside Indonesia; the locations are listed in the Data Processing Agreement.

Security

Access is limited per company, role and branch in the database; files are stored privately and opened with time-limited links; connections are encrypted; admins can turn on two-step verification; changes to important data are recorded in an audit log.

If a personal data breach occurs, WELGI informs the customer company without delay so that data subjects and the authority can be notified within 3 x 24 hours under Law 27/2022.

Your rights

You have the right to be informed, to access, correct, request deletion or restriction, withdraw consent and object to the processing of your personal data. Address your employer (the controller); WELGI assists the company in handling it. You can also contact us: [not yet provided].

Changes

This policy is versioned with an effective date. Important changes are announced in the app; consent to face photos and location is asked again when its content changes.