This Privacy Policy explains how we collect, use, store, protect, and/or share your information when you use the BiPro application (“Application”). By using the Application, you agree to these privacy practices.
We comply with applicable laws and regulations, including Law No. 27 of 2022 on Personal Data Protection (PDP Law) and Apple platform guidelines.
1) Application Overview
BiPro is a cloud-based HR application that companies use to support their employees, including attendance (with face photo verification), leave/permission requests, reimbursement claims, status notifications, performance monitoring, and scheduling. The app also supports QR code scanning for certain actions configured by your company.
2) Data We Process
- Identity & Account Data: name, email, phone number, employee ID, division, position.
- Face Data (Photos): a photo of your face captured at check-in/check-out to verify attendance, and when you register your face during account setup. The photo is also used as your profile picture. We do not sell or use face photos for marketing or advertising.
- Optional Biometric Representation: if enabled by your company, a mathematical representation (embedding/template) derived from your face photo for automated matching.
- Attendance & Location Data: clock-in/out time, device time zone, location (precise/approximate) for geofence validation.
- Request Data: leave/permission requests, reasons, attachments.
- Reimbursement Data: claim details, amounts, and supporting documents.
- Photos/Media & Camera: camera and photo library access for face photo, HR documents, QR codes, and profile updates.
- Push Notifications: device tokens to send request statuses and announcements.
- Device Data: device model and OS version.
3) Purposes of Processing
- Provide core features: attendance (face photo verification), leave/permission requests, reimbursement, schedules, and performance display.
- Support QR-based flows.
- Employee account authentication and management.
- Send push notifications related to statuses and company announcements.
- Service quality, troubleshooting, and security.
- Compliance with applicable laws and HR policies.
4) Legal Basis
We process data based on: (i) consent (e.g., camera/location access, biometric processing where applicable); (ii) performance of employment/service agreements with your company; (iii) legitimate interests to operate and secure the Application; and/or (iv) legal obligations.
5) Device Permissions & Explanations
- Camera — used to: take your face photo for attendance, capture HR documents (ID/receipts), scan QR codes, and update profile pictures. Example: face photo is captured at check-in, verified against registered template, stored securely in cloud, and displayed in HR dashboard.
- Photo Library (Read) — when selecting images for attachments or profile update.
- Photo Library (Add/Write) — only if you choose to save/export photos from the app.
- Location (When In Use) — verify presence inside office geofence at check-in/out.
- Face ID / Touch ID — optional, for faster sign-in. Authentication is handled entirely by iOS; the app only receives a success or failure result and never accesses your face or fingerprint data.
- Notifications — to receive status updates and announcements.
6) Use of Face Data (Detailed)
What we collect: face photo at attendance and at face registration during account setup. Optional biometric template for automated matching. While you take the photo, the app detects your face on the device only to help you position your face and to confirm a live person is in front of the camera; this on-device processing is not stored or sent anywhere.
How we use it: verify that the correct employee performed attendance, attach proof to HR records, display it securely in the HR dashboard, and show it as the employee's profile picture.
Sharing: not shared with third parties. Limited access to HR admins and contracted processors under strict agreements.
Storage: securely on AWS (ap-southeast-1) with encryption in transit/at rest, role-based access, audit logging.
Retention: face photos and biometric templates are kept only while the employee's account is active. When an employee leaves the company and their account is deleted, these data are permanently deleted within 3 to 7 days.
Your choices: contact HR admin or us to request access, correction, or deletion.
7) Data Sharing
- Your employer (the company using BiPro) as the controller of its HR data, and Treffix as the provider that processes it on the employer's behalf.
- Service Providers (cloud hosting on AWS, database, OneSignal and Apple Push Notification service for notifications) under strict agreements.
8) Cross-Border Transfers
Data may be processed/transferred to other jurisdictions with adequate protection per PDP Law.
9) Retention & Security
- Data retained as long as account is active or per company/law requirements.
- Face photos/biometric templates follow Section 6 retention.
- Technical and organizational measures applied for security.
- No method is 100% secure; security is continuously improved.
10) Data Subject Rights
Access, correction, update, object, restrict, withdraw consent, transfer, or request deletion via HR admin or contact below.
11) Children
App intended for employee (adult) use; not for under 18.
12) Tracking & Advertising
No cross-app/website tracking, no IDFA, no ads. ATT framework will be followed if needed in future.
13) Changes to This Policy
Updates communicated via page/app. Effective date updated accordingly.
14) Contact
- Email: faizhal@treffix.id
- Address: Treffix
- Website: https://treffix.id
“When you check in or out using attendance, BiPro captures your face photo via camera. This photo is stored securely on AWS (ap-southeast-1), displayed in the HR dashboard to confirm correct employee attendance, and used as your profile picture. If enabled, a biometric template may be created to support automated matching. These data are not shared with third parties, are kept only while your account is active, and are permanently deleted within 3 to 7 days after you leave the company and your account is deleted.”