Privacy Policy
We are committed to protecting your privacy and ensuring transparency in how we handle your personal data.
Overview
At Simtek Attendance System, we respect your privacy and are committed to being transparent about how we collect, use, and protect your personal data. This Privacy Policy explains what information we gather, why we collect it, and what choices you have regarding your data.
This policy applies to all users of our Attendance System and covers our practices regarding data collection, processing, storage, and security. We comply with applicable data protection regulations and international best practices.
Data Collection
Personal Identification
Employee ID and full name are collected for account identification and administrative purposes. This data is essential for linking attendance records to the correct individual.
Location Data (GPS)
GPS location data is collected only during clock-in and clock-out events to verify attendance at designated locations. This data is not continuously tracked and is deleted according to our retention policy.
Device & App Diagnostics
Optional aggregated data about your device (OS version, app version) and application performance is collected to identify and resolve technical issues. This data is anonymized and never linked to individual identities.
Camera Access
Our application requests access to your device's camera for the following purposes:
Photo Capture for Attendance
The camera is used to capture a photo during check-in to verify the identity of the person clocking in. This serves as visual proof of attendance.
Biometric Verification (Optional)
When enabled by your organization, facial recognition technology may be used to enhance security and prevent unauthorized attendance claims. This is entirely optional and can be disabled.
Camera Privacy & Control
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- • You can manually revoke camera permissions at any time through your device's settings without affecting other app features.
- • Captured photos are securely stored and automatically deleted after the retention period specified in our Data Retention section.
- • Photos are never shared with third parties except as required by law or with explicit consent from your organization.
User Notifications
We use push notifications and in-app messages to keep you informed about your attendance and system activities:
Attendance Alerts
You will receive notifications when you successfully clock in or clock out, as well as reminders for pending clock-in actions.
System Updates & Announcements
Notifications may be sent regarding system maintenance, policy updates, or important announcements from your organization.
Security Alerts
In case of unusual activity or potential security concerns, we will notify you immediately to help protect your account.
Notification Settings & Control
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- • You can customize which types of notifications you wish to receive within the app settings (attendance alerts, system updates, etc.).
- • You can disable all notifications, though this may prevent you from receiving important attendance reminders.
- • Notification delivery data is processed minimally and used only to ensure reliable message delivery to your device.
How We Use Your Data
Attendance Verification
To accurately record and verify employee attendance at their designated work locations.
Administrative Reports
To generate payroll, leave management, and compliance reports required by your organization.
System Maintenance
To troubleshoot technical issues and improve the stability and performance of the application.
Legal Compliance
To comply with employment laws, tax regulations, and other legal requirements applicable in your jurisdiction.
Legal Basis for Processing
We process your personal data based on the following legal grounds:
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Employment Contract
Processing is necessary for the performance of your employment contract and to fulfill our obligations as an employer.
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Legal Obligation
We are required by law to maintain accurate records of employee attendance for tax, labor, and regulatory purposes.
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Legitimate Interest
We have a legitimate interest in maintaining a secure and efficient attendance system for all employees.
Data Retention
We retain attendance data in accordance with applicable laws and your organization's record retention policy. Generally:
You have the right to request deletion of your data where retention is not legally required. Requests are reviewed on a case-by-case basis.
Security Measures
We implement comprehensive technical and organizational security measures to protect your personal data:
All data is encrypted in transit (TLS/SSL) and at rest using industry-standard encryption protocols.
Access to personal data is strictly limited to authorized personnel who require it for their job duties. All access is logged and monitored.
Our servers are hosted in secure, ISO 27001 compliant data centers with redundancy and disaster recovery capabilities.
We conduct regular security assessments and penetration testing to identify and address vulnerabilities.
Third-Party Data Sharing
We do not sell or trade your personal data. We only share data with third parties in specific circumstances:
Service Providers
We may share necessary data with service providers (hosting, analytics, payment processing) who process data under strict contractual obligations and our direction.
Legal Requirements
We may disclose data when required by law, court order, or government request, or to protect our legal rights.
Data Processing Agreements
All third parties must sign Data Processing Agreements ensuring compliance with data protection laws and our security standards.
Your Data Rights
You have the following rights regarding your personal data:
Right to Access
Request access to all personal data we hold about you in a commonly used format.
Right to Correction
Request correction of inaccurate or incomplete personal data.
Right to Deletion
Request deletion of your data where retention is not legally required ('Right to be Forgotten').
Right to Object
Object to certain types of data processing where allowed by law.
Right to Data Portability
Receive your personal data in a structured, commonly used format for transfer to another service.
Right to Restrict
Request restriction of processing of your personal data in certain circumstances.
To exercise any of these rights, please contact us using the information provided in the Contact section below.
Account Deletion & Data Removal
If you wish to delete your account and all associated personal data, you have the right to request this at any time. We will process your deletion request in accordance with applicable data protection laws.
Deletion Process
To request account and data deletion, please contact our administrator through WhatsApp. Your request will be processed securely and you will receive confirmation once completed.
Timeline
Your deletion request will typically be processed within 30 days. This timeline ensures we can verify your identity and process your request securely.
Legal Exceptions
Some data such as attendance logs and payroll records may be retained longer if required by employment law, tax regulations, or other legal obligations. We will inform you of any data that cannot be deleted due to legal requirements.
Contact Administrator for Deletion Request
Please click the button below to send a deletion request via WhatsApp to our administrator:
Request Deletion via WhatsAppWhatsApp: +62 895-2812-8855
Important Notice
- • Account deletion is irreversible. Once deleted, you will not be able to access your account or recover your data.
- • Historical attendance records required by law may be retained separately from your account.
- • We may require additional verification before processing your deletion request for security purposes.
Contact & Support
For any questions about this Privacy Policy or to exercise your data rights, please contact our Privacy team:
Data Privacy Officer
Privacy Team
We aim to respond to all requests within 30 days. Complex requests may require additional time.
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