Kebijakan Privasi · Privacy Policy

Perubahan versi 1.1

Koreksi lokasi server dan cadangan: hosting hanya di Singapura (sgp1); cadangan disimpan hingga 15 hari; pernyataan enkripsi cadangan dihapus (bagian 07).
Daftar sub-prosesor dan layanan pihak ketiga lain diperbarui; entri slip gaji via Telegram dihapus (bagian 07).
Luxavero sebagai Pengendali Data Pribadi untuk data situs web, penjualan, dan penagihan (bagian 02 dan 06).
Ketentuan tambahan untuk Australia, Filipina, Afrika Selatan, Malaysia (juga dalam Bahasa Melayu), Singapura, dan Thailand (bagian 17).
Pemberitahuan insiden ke Pemberi Kerja paling lambat 24 jam; Pejabat Pelindungan Data Pribadi ditunjuk (bagian 14 dan 16).

Daftar isi

Ringkasan
Siapa kami & peran para pihak
Data yang kami kumpulkan
Tujuan pemrosesan
Dasar hukum
Masa penyimpanan (retensi)
Penyimpanan, keamanan & sub-prosesor
Pembagian data
Transfer lintas negara
Hak Anda
Hapus Akun & Data
Anak-anak
Izin aplikasi yang digunakan
Insiden keamanan
Perubahan kebijakan
Kontak
Ketentuan tambahan per negara

01Ringkasan

CoalTrack adalah aplikasi absensi dan penggajian yang disediakan oleh Pemberi Kerja Anda kepada karyawannya. Anda menggunakan aplikasi ini karena perusahaan tempat Anda bekerja berlangganan CoalTrack.
Pemberi Kerja Anda adalah Pengendali Data Pribadi. PT Luxavero Teknologi Indonesia (pengembang CoalTrack) adalah Prosesor Data Pribadi yang memproses data hanya atas instruksi Pemberi Kerja.
Data yang diproses: identitas dan kepegawaian, kejadian absensi, koordinat GPS saat absen, pengenal perangkat, data penggajian, dan diagnostik aplikasi. Tidak ada data wajah/biometrik yang dikumpulkan.
Data disimpan di Singapura (DigitalOcean, wilayah sgp1). Jika Pemberi Kerja Anda berada di luar Indonesia, baca juga Ketentuan tambahan per negara di bagian 17.
Kami tidak menjual data dan tidak menayangkan iklan. Kami hanya membagikan data kepada Pemberi Kerja, sub-prosesor kami, dan layanan pihak ketiga terbatas yang tercantum di bagian 07. Misalnya, server penyedia peta menerima alamat IP pengguna HR dan area peta yang sedang dilihat.
Lokasi hanya diambil pada saat absen masuk/pulang — tidak ada pelacakan di latar belakang.
CoalTrack tidak mengambil, mengirim, atau menyimpan foto, video, atau data wajah apa pun untuk absensi.
Anda dapat meminta akses, koreksi, dan penghapusan data — lihat bagian Hapus Akun & Data.

02Siapa kami & peran para pihak

PT Luxavero Teknologi Indonesia (“Luxavero”, “kami”), didirikan oleh Ksatria Bintang Samudra, adalah pengembang dan pengelola platform CoalTrack, yang terdiri dari aplikasi seluler CoalTrack (Android dan iOS), portal web HR/admin, serta layanan API pendukungnya (bersama-sama disebut “Layanan”). Situs web kami: coaltrack.id. Email: support@coaltrack.id.

Luxavero adalah perseroan perorangan (PT Perorangan) berbadan hukum Indonesia dengan satu pemegang saham. Direktur: Ksatria Bintang Samudra. Alamat: Jl. Kuantan Timur RT 006 RW 003, Kel. Pasir Kemilu, Kec. Rengat, Kab. Indragiri Hulu, Riau 29316, Indonesia.

Pemberi Kerja adalah perusahaan tempat Anda bekerja yang berlangganan CoalTrack dan memberikan akun kepada Anda — nama Pemberi Kerja Anda tertera di aplikasi setelah lisensi perusahaan diaktifkan. Pemberi Kerja bertindak sebagai Pengendali Data Pribadi: ia menentukan tujuan dan cara pemrosesan, kebijakan absensi, area kerja (geofence), jadwal shift, komponen gaji, masa retensi, serta siapa saja di perusahaan yang berhak mengakses data Anda.

Luxavero bertindak sebagai Prosesor Data Pribadi. Kami memproses data Anda hanya berdasarkan instruksi terdokumentasi dari Pemberi Kerja sesuai perjanjian pemrosesan data, dan tidak menggunakan data Anda untuk tujuan kami sendiri.

Saat Luxavero menjadi Pengendali Data Pribadi. Luxavero sendiri menentukan tujuan dan cara pemrosesan data berikut:

Data pengunjung coaltrack.id. Situs ini di-hosting di GitHub Pages, dan GitHub mencatat alamat IP pengunjung untuk keperluan keamanan. Halaman situs memuat fon dari Google Fonts, yang menerima alamat IP Anda. Pilihan bahasa Anda hanya disimpan di peramban Anda. Negara yang ditampilkan untuk harga dan rujukan privasi diperkirakan di perangkat Anda dari pengaturan zona waktu dan bahasanya, tanpa menghubungi pihak ketiga mana pun; negara yang Anda pilih juga hanya disimpan di peramban Anda.
Data yang Anda kirim melalui formulir permintaan demo: nama, perusahaan, email, nomor telepon, jumlah karyawan, dan pesan, beserta alamat IP dan user agent peramban Anda. Data ini disimpan di server kami di Singapura, dikirim melalui email ke kotak surat dukungan kami, dikirim sebagai pemberitahuan internal ke akun Telegram Luxavero, dan dijawab dengan email konfirmasi penerimaan yang dikirim melalui Brevo.
Data kontak perwakilan calon klien dan klien, yang digunakan untuk komunikasi penjualan dan layanan.
Data penagihan klien: tagihan, catatan pembayaran, dan bukti transfer bank yang diunggah oleh pengguna klien, termasuk nama pengirim dan nama pengunggah. Saat bukti transfer diunggah, pemberitahuan yang memuat bukti tersebut dikirim ke akun Telegram Luxavero.

Kami menggunakan data ini untuk menjawab pertanyaan, memberikan demo, serta mengelola kontrak dan tagihan klien. Data ini tidak mencakup data absensi karyawan. Data (b) kami simpan selama 12 bulan sejak kontak terakhir, data (c) selama 24 bulan sejak kontak terakhir, dan catatan (d) selama 10 tahun sesuai kewajiban penyimpanan dokumen perpajakan dan perusahaan di Indonesia (bagian 06).

Ke mana bertanya?

Untuk pertanyaan mengenai mengapa data dikumpulkan, kebijakan absensi, sanksi, cuti, atau perhitungan gaji, hubungi HR Pemberi Kerja Anda. Untuk pertanyaan teknis atau pertanyaan privasi mengenai platform CoalTrack, hubungi kami di support@coaltrack.id.

03Data yang kami kumpulkan

Kami hanya memproses data yang diperlukan untuk menjalankan absensi, mencegah kecurangan, menghitung gaji, dan menjalankan administrasi kepegawaian Pemberi Kerja.

Kategori	Contoh data	Sumber
Identitas & kepegawaian	Nama lengkap, nomor induk karyawan (NIK perusahaan), divisi/departemen, jabatan, lokasi/site kerja, nomor telepon, alamat email, foto profil (opsional), status dan tanggal mulai kerja.	Dimasukkan oleh HR Pemberi Kerja; sebagian dapat Anda perbarui di menu Profil.
Akun & keamanan	Nama pengguna, kata sandi dalam bentuk hash (kami tidak menyimpan kata sandi asli), token sesi, catatan masuk (waktu, alamat IP, perangkat), pengaturan bahasa dan tema.	Dibuat saat akun dibuat dan saat Anda menggunakan aplikasi.
Kejadian absensi	Jenis (masuk/pulang), stempel waktu server, stempel waktu perangkat dan waktu satelit GPS (untuk absen offline), hasil keputusan (diterima/ditolak/ditandai) beserta alasannya, sesi kerja dan jam kerja terverifikasi, lembur, shift, cuti dan izin.	Dihasilkan saat Anda melakukan absen; keputusan dibuat oleh server.
Lokasi	Koordinat GPS (lintang/bujur), akurasi, ketinggian, kecepatan, penyedia lokasi, dan indikator lokasi tiruan (mock location) dari sistem operasi — hanya pada saat Anda menekan tombol absen masuk/pulang.	Sensor lokasi perangkat, dengan izin Anda.
Integritas absensi (non-biometrik)	Sinyal non-biometrik untuk menilai keabsahan absen: koordinat & akurasi GPS, indikasi lokasi tiruan, ikatan perangkat, dan cap waktu server tepercaya. Tidak ada foto, video, atau data wajah.	Dihitung di perangkat & server saat Anda menekan tombol absen.
Perangkat	Merek/model, sistem operasi dan versinya, pengenal instalasi/perangkat (device ID), versi aplikasi, indikasi root/jailbreak dan pengaturan lokasi tiruan, token notifikasi push.	Dikumpulkan aplikasi untuk mengikat 1 perangkat per karyawan.
Penggajian & keuangan	Komponen gaji (gaji pokok, tunjangan, potongan), status PTKP/perpajakan (PPh 21), NPWP, nomor kepesertaan BPJS Kesehatan/Ketenagakerjaan, nama bank dan nomor rekening, slip gaji, riwayat pembayaran (bagi Pemberi Kerja di Indonesia; modul penggajian menghitung pajak dan iuran jaminan sosial yang berlaku di Indonesia). Data keuangan pribadi termasuk Data Pribadi yang bersifat spesifik.	Dimasukkan oleh HR/keuangan Pemberi Kerja; dihitung oleh mesin penggajian.
Diagnostik	Laporan kesalahan (crash), waktu respons, versi aplikasi, jenis jaringan, dan log teknis — tanpa isi pesan pribadi sedapat mungkin.	Dihasilkan otomatis oleh aplikasi dan server.

Kami tidak menggunakan SDK iklan, tidak melakukan pelacakan lintas aplikasi, dan tidak menggunakan layanan analitik pihak ketiga yang memprofilkan pengguna.

Tentang kunci biometrik perangkat (Face ID / Touch ID / sidik jari)

Fitur membuka aplikasi dengan Face ID, Touch ID, sidik jari, atau face-unlock diproses sepenuhnya di perangkat Anda oleh sistem operasi. CoalTrack hanya menerima hasil “berhasil/gagal” dan tidak pernah menerima, menyimpan, atau mengirim data sidik jari atau geometri wajah dari fitur ini. Fitur ini opsional. Absensi CoalTrack tidak menggunakan foto atau data wajah sama sekali.

04Tujuan pemrosesan

Integritas absensi — mencatat kehadiran secara akurat menggunakan waktu server dan catatan yang tidak dapat diubah (append-only).
Pencegahan dan deteksi kecurangan — titip absen (buddy punching), lokasi palsu, manipulasi jam perangkat, penggunaan perangkat yang tidak terdaftar, dan pengulangan kejadian lama.
Integritas absensi — GPS asli, deteksi lokasi tiruan, ikatan perangkat, dan cap waktu server tepercaya saat absen.
Penggajian — menghitung jam kerja, lembur, BPJS, dan PPh 21 (metode TER), menerbitkan slip gaji, dan mengirimkannya melalui email atau saluran lain yang diaktifkan Pemberi Kerja.
Administrasi HR — cuti dan izin, jadwal shift, direktori karyawan, dan pelaporan kepada manajemen Pemberi Kerja.
Keamanan akun dan Layanan — autentikasi, ikatan perangkat, pencatatan audit, pencegahan penyalahgunaan.
Kepatuhan hukum — kewajiban ketenagakerjaan, perpajakan, jaminan sosial, dan permintaan sah dari otoritas berwenang.
Dukungan dan keandalan — menjawab permintaan bantuan dan memperbaiki kesalahan aplikasi berdasarkan data diagnostik.

Kami tidak memproses data Anda untuk iklan, penjualan data, pembuatan profil di luar konteks hubungan kerja, atau pelacakan lokasi di luar momen absen.

05Dasar hukum

Pemrosesan dilakukan berdasarkan Undang-Undang Nomor 27 Tahun 2022 tentang Pelindungan Data Pribadi (UU PDP) beserta peraturan pelaksananya, serta peraturan ketenagakerjaan dan perpajakan yang berlaku di Indonesia. Dasar pemrosesan yang digunakan (Pasal 20 ayat (2) UU PDP):

Pelaksanaan perjanjian kerja / hubungan kerja — data identitas, kepegawaian, absensi, jam kerja, dan penggajian diperlukan untuk memenuhi perjanjian kerja antara Anda dan Pemberi Kerja.
Pemenuhan kewajiban hukum — penghitungan dan pelaporan PPh 21, iuran BPJS, serta penyimpanan catatan kepegawaian dan pembukuan sesuai peraturan.
Kepentingan yang sah Pemberi Kerja — pencegahan kecurangan absensi, keamanan sistem, dan perlindungan aset perusahaan, dengan tetap memperhatikan hak Anda.
Persetujuan eksplisit — bila diperlukan menurut hukum yang berlaku, dan dapat ditarik kapan saja melalui HR Pemberi Kerja atau email kami. Penarikan persetujuan tidak memengaruhi keabsahan pemrosesan sebelumnya; Pemberi Kerja menentukan metode absensi alternatif sesuai kebijakan internalnya.

Jika Pemberi Kerja Anda berkedudukan di luar Indonesia, Pemberi Kerja menentukan dasar hukum pemrosesan berdasarkan hukum negaranya sendiri. Lihat bagian 17.

06Masa penyimpanan (retensi)

Kami menyimpan data hanya selama diperlukan untuk tujuan di atas, sesuai kebijakan Pemberi Kerja sebagai Pengendali dan kewajiban hukum yang berlaku.

Data	Masa simpan	Keterangan
Akun, identitas & kontak	Selama hubungan kerja, lalu dihapus/dianonimkan maks. 30 hari setelah akun dihapus	Kecuali sebagian data wajib disimpan lebih lama berdasarkan hukum (lihat baris absensi & penggajian).
Kejadian absensi & sesi kerja	Sesuai kebijakan Pemberi Kerja dan peraturan ketenagakerjaan/perpajakan	Dokumen pembukuan dan catatan yang terkait perpajakan umumnya wajib disimpan 10 tahun (Pasal 28 ayat (11) UU KUP). Koordinat lokasi melekat pada kejadian absensi.
Pengenal perangkat & token push	Selama perangkat terikat + 30 hari setelah dilepas	Diperlukan untuk ikatan 1 perangkat per karyawan.
Data penggajian & slip gaji	Sesuai peraturan perpajakan & ketenagakerjaan (umumnya 10 tahun)	Disimpan oleh/atas nama Pemberi Kerja sebagai Pengendali.
Log akses & audit keamanan	Maks. 12 bulan	Untuk investigasi insiden dan audit.
Diagnostik aplikasi	Maks. 90 hari	Laporan crash dan log teknis.
Permintaan demo	12 bulan sejak kontak terakhir	Luxavero sebagai Pengendali (bagian 02).
Kontak penjualan calon klien & klien	24 bulan sejak kontak terakhir	Luxavero sebagai Pengendali (bagian 02).
Catatan penagihan klien (tagihan, catatan pembayaran, bukti transfer)	10 tahun	Luxavero sebagai Pengendali (bagian 02). Disimpan sesuai kewajiban penyimpanan dokumen perpajakan dan perusahaan di Indonesia.
Cadangan (backup)	Harian, tiap cadangan disimpan hingga 15 hari	Disimpan di server yang sama di Singapura. Data yang telah dihapus akan hilang dari cadangan dalam 15 hari.

Bagi Pemberi Kerja di luar Indonesia, masa simpan wajib menurut hukum mengikuti ketentuan negara Pemberi Kerja dan ditetapkan oleh Pemberi Kerja.

07Penyimpanan, keamanan & sub-prosesor

Lokasi penyimpanan

Server produksi, basis data, berkas yang diunggah, dan cadangan di-hosting oleh DigitalOcean di Singapura (wilayah sgp1). Saat ini kami tidak menyimpan data di server mana pun di Indonesia. Personel Luxavero mengakses data dari jarak jauh dari Indonesia untuk dukungan dan pemeliharaan.

Langkah keamanan

Enkripsi dalam transit — seluruh komunikasi antara aplikasi, portal, dan server menggunakan HTTPS/TLS 1.2 atau lebih baru.
Cadangan — basis data harian; arsip berkas unggahan mingguan; tiap cadangan disimpan hingga 15 hari di server yang sama.
Kontrol akses berbasis peran — hanya pengguna dengan peran yang sesuai (mis. HR/admin Pemberi Kerja) yang dapat melihat data karyawan; staf Luxavero mengakses data produksi hanya untuk dukungan dan pemeliharaan, secara terbatas dan tercatat.
Catatan absensi append-only — riwayat absensi tidak dapat diubah atau dihapus melalui aplikasi; koreksi dicatat sebagai penyesuaian baru dengan jejak audit.
Di perangkat Anda — sesi disimpan di penyimpanan aman sistem operasi (Keychain/Keystore), data absen offline disimpan terenkripsi dan dihapus setelah tersinkron, tangkapan layar diblokir pada layar sensitif, dan aplikasi terkunci otomatis saat berpindah ke latar belakang.
Pengujian dan pembaruan — pengujian otomatis, pemantauan, dan pembaruan keamanan rutin.

Tidak ada sistem yang sepenuhnya bebas risiko. Jika Anda menemukan celah keamanan, mohon laporkan ke support@coaltrack.id.

Sub-prosesor

Kami menggunakan penyedia layanan berikut untuk menjalankan Layanan. Masing-masing memproses data berdasarkan kontrak atau ketentuan layanannya dengan kami, dan hanya sebatas peran yang disebutkan.

Penyedia	Peran	Data yang diproses	Lokasi
DigitalOcean, LLC	Hosting server, basis data, berkas yang diunggah, dan cadangan (basis data harian; arsip berkas unggahan mingguan)	Seluruh data Layanan	Singapura (sgp1)
Cloudflare, Inc.	DNS untuk coaltrack.id, penerusan email masuk yang dikirim ke alamat @coaltrack.id, dan relai email (Cloudflare Workers, api.coaltrack.id) yang dipakai aplikasi seluler untuk mengirim slip gaji ke Brevo	Kueri DNS; email masuk dalam transit (pengirim, penerima, isi; Cloudflare menyatakan tidak menyimpan isi pesan); email slip gaji yang dikirim dari aplikasi, dalam transit (nama karyawan, alamat email, periode gaji, dan PDF slip gaji)	Jaringan global
Google LLC (Gmail)	Kotak surat yang menerima email ke alamat @coaltrack.id yang diteruskan oleh Cloudflare, termasuk permintaan privasi dan penghapusan	Isi email	Amerika Serikat/global
Brevo (Sendinblue SAS)	Email transaksional (notifikasi, slip gaji, tagihan kepada kontak klien, balasan atas permintaan demo)	Nama, alamat email, isi email dan lampiran	Prancis (Uni Eropa)
Codemagic (Nevercode Ltd)	Layanan build dan rilis aplikasi (CI/CD)	Tidak memproses data pribadi karyawan (hanya kode sumber dan sertifikat penandatanganan)	Uni Eropa
Apple (APNs) / Google (FCM)	Pengiriman notifikasi push — bila notifikasi diaktifkan	Token perangkat, judul dan isi notifikasi	Global
Apple App Store & TestFlight / Google Play	Distribusi aplikasi, pengujian pra-rilis, dan laporan crash	Diagnostik dari toko aplikasi; bagi penguji TestFlight, umpan balik dan data crash yang dibagikan Apple kepada kami, yang dapat mencakup nama dan email penguji	Global

Daftar sub-prosesor dapat diperbarui. Perubahan yang material diberitahukan kepada Pemberi Kerja sebelum berlaku.

Layanan pihak ketiga lain yang menerima data terbatas

Penyedia	Peran	Data yang diterima	Lokasi
Mapbox, Inc.; Esri (Environmental Systems Research Institute, Inc., ArcGIS Online); server tile OpenStreetMap Foundation	Tampilan peta (map tiles) di panel web HR, saat pengguna HR melihat lokasi absensi pada peta	Alamat IP dan data peramban pengguna HR, serta area peta yang dilihat (koordinat tile), yang dapat mengungkap area di sekitar lokasi absen	Amerika Serikat (Mapbox, Esri); CDN global (OpenStreetMap). Mapbox menyatakan menghapus alamat IP setelah 30 hari.
unpkg (CDN publik untuk paket npm, dikirim melalui jaringan Cloudflare)	Memuat pustaka peta Leaflet di halaman bukti lokasi absensi pada panel web HR	Alamat IP dan data peramban pengguna HR	CDN global
Bunny Fonts (BunnyWay d.o.o., Slovenia, Uni Eropa)	Fon web di panel web HR dan portal admin internal Luxavero	Alamat IP dan data peramban pengguna panel	Uni Eropa/CDN global
UI Avatars (ui-avatars.com)	Gambar profil bawaan di panel web HR dan portal admin internal Luxavero	Inisial nama pengguna serta alamat IP/data peramban	CDN global
GitHub, Inc. (GitHub Pages)	Hosting situs web coaltrack.id	Alamat IP pengunjung, dicatat untuk keamanan	Amerika Serikat
Google (Google Fonts)	Halaman situs web memuat fon	Alamat IP dan data peramban pengunjung	Amerika Serikat/global
Telegram (Telegram Messenger Inc.)	Pemberitahuan internal kepada Luxavero tentang permintaan demo dan bukti transfer bank yang diunggah; Luxavero adalah pengendali (bagian 02). Tidak ada data absensi karyawan	Data kontak calon klien; data tagihan klien dan berkas bukti transfer	Server di beberapa yurisdiksi
WhatsApp (Meta)	Hanya jika Anda menghubungi kami melalui tautan WhatsApp di situs web kami	Nomor telepon dan pesan Anda	Global

08Pembagian data

Pemberi Kerja Anda — HR/admin dan atasan yang berwenang sesuai peran yang ditetapkan Pemberi Kerja sebagai Pengendali Data.
Sub-prosesor yang disebutkan di atas, sebatas diperlukan untuk menjalankan Layanan, dengan kewajiban kerahasiaan dan keamanan.
Personel Luxavero di Indonesia, yang mengakses data dari jarak jauh untuk dukungan dan pemeliharaan secara terbatas dan tercatat (bagian 07).
Penyedia peta (bagian 07), yang menerima alamat IP pengguna HR dan area peta yang dilihat. Penyedia peta tidak menerima nama karyawan. CDN unpkg dan Bunny Fonts, yang menyajikan pustaka peta dan fon panel, menerima alamat IP dan data peramban pengguna panel.
Otoritas berwenang — bila diwajibkan oleh hukum atau perintah yang sah (mis. perpajakan, BPJS, pengadilan, aparat penegak hukum), dengan sepengetahuan Pemberi Kerja sejauh diizinkan hukum.
Penerus usaha — dalam hal penggabungan, akuisisi, atau pengalihan aset, dengan tetap tunduk pada kebijakan ini.

Kami tidak pernah menjual, menyewakan, atau membagikan data Anda untuk keperluan iklan atau pemasaran pihak ketiga.

09Transfer lintas negara

CoalTrack dioperasikan dari Indonesia dan di-hosting di Singapura. Data pribadi dapat ditransfer ke, atau diakses dari, tempat-tempat berikut:

Singapura: server produksi, basis data, berkas yang diunggah, dan cadangan (DigitalOcean, sgp1).
Indonesia: personel Luxavero yang memberikan dukungan dan pemeliharaan.
Prancis (Uni Eropa): email transaksional (Brevo).
Amerika Serikat dan jaringan global: notifikasi push (Apple, Google), distribusi dan pengujian aplikasi (App Store/TestFlight, Google Play), tampilan peta di panel HR (Mapbox, Esri, OpenStreetMap), pustaka peta, fon web, dan gambar profil bawaan panel (unpkg, Bunny Fonts, UI Avatars), DNS, penerusan email masuk, dan relai email slip gaji (Cloudflare), serta kotak surat penerima email ke @coaltrack.id (Gmail, Google).

Bagi Pemberi Kerja di Indonesia, setiap transfer dilakukan sesuai Pasal 56 UU PDP: data dikirim kepada penerima di negara dengan tingkat pelindungan data yang setara atau lebih tinggi, dan/atau dengan pengamanan yang mengikat (klausul kontrak, enkripsi dalam transit, dan pembatasan akses). Bagi Pemberi Kerja di negara lain, bagian 17 menjelaskan dasar transfer menurut hukum setempat. Saat ini kami tidak menyediakan hosting di Indonesia maupun di negara Pemberi Kerja sendiri.

10Hak Anda

Sesuai UU PDP (Pasal 5–13), Anda berhak untuk:

memperoleh informasi yang jelas tentang pemrosesan data Anda;
mengakses dan memperoleh salinan data pribadi Anda;
meminta koreksi/pembaruan data yang tidak akurat atau tidak lengkap;
meminta penghapusan data, dengan memperhatikan kewajiban penyimpanan berdasarkan hukum;
menarik persetujuan untuk pemrosesan yang didasarkan pada persetujuan (bila ada);
mengajukan keberatan atas keputusan yang semata-mata otomatis dan meminta peninjauan oleh manusia; dan
mengajukan pengaduan dan menuntut ganti rugi sesuai peraturan.

Keputusan absensi otomatis dapat ditinjau

Mesin keputusan CoalTrack menandai atau menolak kejadian absensi berdasarkan bukti (lokasi GPS dan akurasinya, ikatan perangkat, cap waktu server, indikasi lokasi tiruan). Setiap penolakan atau penandaan dapat ditinjau oleh HR Pemberi Kerja. Keputusan akhir mengenai kehadiran, upah, dan sanksi ada pada Pemberi Kerja sesuai peraturan perusahaan dan hukum ketenagakerjaan — bukan pada Luxavero.

Cara menggunakan hak Anda

Ajukan permintaan melalui HR Pemberi Kerja Anda (jalur utama, karena Pemberi Kerja adalah Pengendali Data) atau melalui email support@coaltrack.id; kami akan meneruskan dan mengoordinasikan permintaan tersebut dengan Pemberi Kerja. Kami dapat meminta verifikasi identitas sebelum memproses. Kami mengonfirmasi penerimaan permintaan dalam 1 hari kerja, dan menyelesaikannya dalam batas waktu yang ditetapkan UU PDP (untuk akses dan perbaikan data umumnya 3×24 jam sejak permintaan lengkap diterima), atau paling lambat 30 hari untuk permintaan penghapusan yang memerlukan verifikasi dan koordinasi dengan Pemberi Kerja.

Jika Pemberi Kerja Anda berada di luar Indonesia, yang berlaku adalah hak, batas waktu, dan otoritas pelindungan data di negara Anda. Lihat bagian 17.

11Hapus Akun & Data / Delete Account & Data

Anda dapat meminta penghapusan akun CoalTrack Anda beserta data pribadi Anda kapan saja. Bagian ini juga menjadi rujukan permintaan penghapusan sesuai kebijakan Google Play dan Apple App Store. Versi bahasa Inggris: Delete Account & Data.

Kirim permintaanKirim email ke support@coaltrack.id dengan subjek Hapus Akun CoalTrack, berisi: nama lengkap, nama perusahaan (Pemberi Kerja), nomor induk karyawan, email/nomor HP yang terdaftar, dan jenis permintaan (hapus seluruh akun & data, atau hanya data tertentu). Kirim dari email yang terdaftar di akun Anda, atau ajukan melalui HR Pemberi Kerja.
VerifikasiDalam 1 hari kerja kami mengonfirmasi penerimaan dan memverifikasi identitas Anda. Kami dapat meminta konfirmasi dari HR Pemberi Kerja karena akun CoalTrack diterbitkan oleh perusahaan Anda.
PemrosesanSetelah terverifikasi: akun dinonaktifkan dan perangkat dilepas segera (maks. 3 hari kerja); token perangkat dihapus maks. 7 hari; data identitas dan kontak dihapus atau dianonimkan maks. 30 hari; salinan pada cadangan terhapus pada siklus rotasi berikutnya (maks. 15 hari).
KonfirmasiKami mengirimkan konfirmasi tertulis melalui email setelah penghapusan selesai.

Data yang tetap disimpan

Catatan absensi, sesi kerja, dan data penggajian yang wajib disimpan berdasarkan peraturan ketenagakerjaan dan perpajakan tetap disimpan oleh/atas nama Pemberi Kerja selama masa wajib simpan (umumnya sampai 10 tahun), diminimalkan atau dipseudonimkan bila memungkinkan. Data yang diperlukan untuk menyelesaikan sengketa hukum yang sedang berjalan juga dapat disimpan sampai sengketa selesai.

Penghapusan sebagian

Tanpa menghapus akun, Anda dapat meminta: pelepasan ikatan perangkat, atau koreksi data tertentu.

Perlu diketahui

Menghapus (uninstall) aplikasi dari HP tidak menghapus akun atau data Anda di server. Gunakan prosedur di atas.
Saat hubungan kerja berakhir, HR Pemberi Kerja menonaktifkan akun Anda; data kemudian dihapus sesuai jadwal retensi di bagian 06.

12Anak-anak

CoalTrack ditujukan untuk karyawan dewasa dan tidak ditujukan bagi siapa pun yang berusia di bawah 18 tahun. Pemberi Kerja memastikan bahwa setiap pengguna memenuhi batas usia kerja sesuai peraturan ketenagakerjaan. Jika kami mengetahui bahwa data anak di bawah 18 tahun telah terkumpul, kami akan menghapusnya dan memberitahukan Pemberi Kerja.

13Izin aplikasi yang digunakan

Aplikasi meminta izin berikut. Anda dapat mengubahnya kapan saja di pengaturan perangkat; beberapa fitur tidak akan berfungsi tanpa izin terkait.

Izin	Untuk apa	Kapan digunakan
Kamera (opsional)	Hanya bila Anda memilih mengambil foto profil. Tidak digunakan untuk absensi.	Hanya saat Anda memilih ambil foto profil. Tidak ada perekaman di latar belakang.
Lokasi (presisi, saat aplikasi digunakan)	Merekam koordinat GPS dan akurasi saat absen, memverifikasi Anda berada di area kerja (geofence), dan mendeteksi lokasi tiruan.	Hanya saat absen masuk/pulang. Tidak ada pelacakan lokasi latar belakang atau terus-menerus.
Notifikasi	Status absensi, persetujuan cuti/izin, slip gaji tersedia, dan pengumuman HR.	Opsional; dapat dimatikan di pengaturan perangkat.
Biometrik perangkat (Face ID / Touch ID / sidik jari)	Membuka kunci aplikasi setelah masuk pertama kali dengan kata sandi.	Opsional. Diproses oleh sistem operasi; data biometrik tidak pernah dikirim ke server.
Internet & status jaringan	Berkomunikasi dengan server dan mengetahui kapan absen offline dapat disinkronkan.	Selama aplikasi digunakan.
Berbagi / menyimpan berkas	Menyimpan atau membagikan slip gaji PDF.	Hanya saat Anda memilih unduh/bagikan. Tidak ada akses luas ke penyimpanan.

14Insiden keamanan

Jika kami mengetahui adanya kegagalan pelindungan data pribadi yang memengaruhi data yang kami proses untuk Pemberi Kerja, kami memberitahukan Pemberi Kerja secara tertulis tanpa penundaan yang tidak semestinya dan paling lambat 24 jam sejak kami mengetahuinya. Pemberitahuan tersebut memuat informasi yang tersedia saat itu: data yang terdampak, waktu dan cara terjadinya, kemungkinan akibatnya, serta langkah penanganan yang telah diambil. Kami terus menyampaikan perkembangannya kepada Pemberi Kerja. Pemberi Kerja, sebagai Pengendali, memberitahukan subjek data dan lembaga yang berwenang dalam batas waktu menurut hukum yang berlaku baginya: di Indonesia, paling lambat 3×24 jam (Pasal 46 UU PDP); untuk negara lain, lihat bagian 17. Kami membantu proses tersebut. Dalam hal Luxavero sendiri bertindak sebagai Pengendali (bagian 02), Luxavero yang menyampaikan pemberitahuan tersebut.

15Perubahan kebijakan

Kami dapat memperbarui kebijakan ini dari waktu ke waktu. Perubahan yang material diberitahukan melalui aplikasi, situs web ini, dan/atau Pemberi Kerja paling lambat 14 hari sebelum berlaku. Tanggal “berlaku efektif” di bagian atas selalu menunjukkan versi terbaru. Versi sebelumnya tersedia berdasarkan permintaan.

16Kontak

PT Luxavero Teknologi Indonesia (Prosesor Data untuk data karyawan; Pengendali Data untuk data situs web, penjualan, dan penagihan)

Pengembang & pengelola CoalTrack

Alamat: Jl. Kuantan Timur RT 006 RW 003, Kel. Pasir Kemilu, Kec. Rengat, Kab. Indragiri Hulu, Riau 29316, Indonesia

Direktur: Ksatria Bintang Samudra

Email: support@coaltrack.id

Web: coaltrack.id

Pertanyaan privasi dan permintaan hak subjek data dapat ditujukan ke alamat email di atas dengan subjek “Privasi”.

Pejabat Pelindungan Data Pribadi: Ksatria Bintang Samudra (Direktur), support@coaltrack.id, subjek “Privacy – DPO”.

Untuk mengajukan pengaduan kepada otoritas pelindungan data di luar Indonesia, lihat bagian 17.

Pemberi Kerja Anda (Pengendali Data)

Hubungi HR/Personalia perusahaan Anda untuk pertanyaan tentang kebijakan absensi, sanksi, penggajian, dan penggunaan data di perusahaan.

Nama perusahaan Anda tampil di aplikasi setelah lisensi diaktifkan — untuk permintaan data, hubungi bagian HR perusahaan tersebut.

17Ketentuan tambahan per negara

Untuk Pemberi Kerja dan karyawan di luar Indonesia. Ketentuan tambahan untuk Australia, Filipina, Afrika Selatan, Malaysia, Singapura, dan Thailand tersedia dalam versi bahasa Inggris kebijakan ini, pada bagian 17 Country-specific supplements; ketentuan untuk Malaysia juga tersedia dalam Bahasa Melayu. Ketentuan tambahan tersebut melengkapi bagian 01–16, dan bila ada perbedaan, yang berlaku bagi karyawan di negara bersangkutan adalah ketentuan tambahan negara itu.

Changes in version 1.1

Server location and backups corrected: hosting only in Singapore (sgp1); backups kept for up to 15 days; backup-encryption statement removed (section 07).
Subprocessors and other third-party services updated; Telegram payslip entry removed (section 07).
Luxavero as Data Controller for website, sales and billing data (sections 02 and 06).
Supplements for Australia, the Philippines, South Africa, Malaysia (also in Bahasa Melayu), Singapore and Thailand (section 17).
Breach notice to the Employer within 24 hours; Data Protection Officer named (sections 14 and 16).

Contents

Summary
Who we are & the roles of the parties
Data we collect
Purposes of processing
Legal basis
Retention
Storage, security & subprocessors
Data sharing
International transfers
Your rights
Delete Account & Data
Children
App permissions
Security incidents
Changes to this policy
Contact
Country-specific supplements

01Summary

CoalTrack is an attendance and payroll app provided by your Employer to its workforce. You use it because the company you work for subscribes to CoalTrack.
Your Employer is the Data Controller. PT Luxavero Teknologi Indonesia (the developer of CoalTrack) is the Data Processor and processes data only on the Employer's instructions.
Data processed: identity and employment data, attendance events, GPS coordinates at check-in/out, device identifiers, payroll data, and app diagnostics. No face/biometric data is collected.
Data is hosted in Singapore (DigitalOcean, region sgp1). If your Employer is outside Indonesia, also read the Country-specific supplements in section 17.
We do not sell data and show no ads. We share data only with the Employer, our subprocessors, and the limited third-party services listed in section 07. For example, map-tile servers receive an HR user's IP address and the map area being viewed.
Location is captured only at the moment of check-in/out — no background tracking.
CoalTrack does not capture, transmit, or store any photo, video, or face data for attendance.
You can request access, correction, and deletion — see Delete Account & Data.

02Who we are & the roles of the parties

PT Luxavero Teknologi Indonesia (“Luxavero”, “we”), founded by Ksatria Bintang Samudra, develops and operates the CoalTrack platform, consisting of the CoalTrack mobile app (Android and iOS), the HR/admin web portal, and the supporting API services (together, the “Service”). Website: coaltrack.id. Email: support@coaltrack.id.

Luxavero is an Indonesian sole-shareholder limited liability company (PT Perorangan). Director: Ksatria Bintang Samudra. Address: Jl. Kuantan Timur RT 006 RW 003, Kel. Pasir Kemilu, Kec. Rengat, Kab. Indragiri Hulu, Riau 29316, Indonesia.

The Employer is the company you work for that subscribes to CoalTrack and issues your account — your Employer's name is shown in the app once the company licence is activated. The Employer acts as the Data Controller: it determines the purposes and means of processing, attendance policies, work areas (geofences), shift schedules, salary components, retention periods, and who in the company may access your data.

Luxavero acts as the Data Processor. We process your data only on the Employer's documented instructions under a data processing agreement, and never for our own purposes.

When Luxavero is the Data Controller. Luxavero decides how and why it processes the following data:

Data of visitors to coaltrack.id. The site is hosted on GitHub Pages, and GitHub logs visitors' IP addresses for security purposes. Pages load fonts from Google Fonts, which receives your IP address. Your language choice is stored only in your browser. The country shown for prices and privacy references is inferred on your device from its time-zone and language settings, without contacting any third party; a country you choose is also stored only in your browser.
Data you submit through the demo-request form: name, company, email, phone, number of employees and message, together with your IP address and browser user agent. This data is stored on our servers in Singapore, emailed to our support mailbox, sent as an internal alert to Luxavero's Telegram account, and acknowledged by an email sent through Brevo.
Contact details of representatives of prospective and existing clients, used for sales and service communications.
Client billing data: invoices, payment records and bank-transfer proofs uploaded by a client's users, including the names of the sender and the uploader. When a proof is uploaded, an alert containing the proof is sent to Luxavero's Telegram account.

We use this data to answer enquiries, provide demos, and administer client contracts and invoices. It does not include employees' attendance data. We keep the data in (b) for 12 months after the last contact, the data in (c) for 24 months after the last contact, and the records in (d) for 10 years under Indonesian tax and company record-keeping obligations (section 06).

Who to ask

For questions about why data is collected, attendance policy, sanctions, leave, or pay calculations, contact your Employer's HR. For technical questions or privacy questions about the CoalTrack platform, contact us at support@coaltrack.id.

03Data we collect

We process only the data needed to run attendance, prevent fraud, calculate pay, and support the Employer's HR administration.

Category	Examples	Source
Identity & employment	Full name, employee number, division/department, position, work site, phone number, email address, profile photo (optional), employment status and start date.	Entered by the Employer's HR; some fields can be updated by you in the Profile menu.
Account & security	Username, password hash (we never store the plain password), session tokens, sign-in records (time, IP address, device), language and theme settings.	Created when your account is set up and as you use the app.
Attendance events	Type (check-in/out), server timestamp, device timestamp and GPS satellite time (for offline attendance), decision result (accepted/rejected/flagged) with its reason, work sessions and verified hours, overtime, shifts, leave and permits.	Generated when you check in/out; decisions are made by the server.
Location	GPS coordinates (latitude/longitude), accuracy, altitude, speed, location provider, and the operating system's mock-location indicator — only at the moment you tap check-in/out.	Device location sensors, with your permission.
Attendance integrity (non-biometric)	Non-biometric signals used to judge a check-in: GPS coordinates & accuracy, mock-location indicators, device binding, and a trusted server timestamp. No photo, video, or face data.	Computed on device & server when you tap check-in/out.
Device	Make/model, operating system and version, installation/device identifier, app version, root/jailbreak and mock-location indicators, push notification token.	Collected by the app to bind one device per employee.
Payroll & financial	Salary components (base pay, allowances, deductions), tax status (PTKP / PPh 21), tax ID (NPWP), BPJS health and employment membership numbers, bank name and account number, payslips, payment history (for Employers in Indonesia; the payroll module calculates Indonesian taxes and social-security contributions). Personal financial data is specific (sensitive) personal data.	Entered by the Employer's HR/finance; calculated by the payroll engine.
Diagnostics	Crash reports, response times, app version, network type, and technical logs — without personal message content wherever possible.	Generated automatically by the app and server.

We do not use advertising SDKs, do not track you across apps, and do not use third-party analytics that profile users.

About device biometric unlock (Face ID / Touch ID / fingerprint)

Unlocking the app with Face ID, Touch ID, fingerprint, or face-unlock is processed entirely on your device by the operating system. CoalTrack only receives a “success/failure” result and never receives, stores, or transmits fingerprint or face-geometry data from this feature. It is optional. CoalTrack's attendance does not use any photo or face data.

04Purposes of processing

Attendance integrity — recording attendance accurately using server time and an immutable (append-only) log.
Fraud prevention and detection — buddy punching, fake locations, device clock manipulation, use of unregistered devices, and replay of old events.
Attendance integrity — real GPS, mock-location detection, device binding, and a trusted server clock at check-in/out.
Payroll — calculating hours, overtime, BPJS contributions, and PPh 21 income tax (TER method), issuing payslips, and delivering them by email or other channels enabled by the Employer.
HR administration — leave and permits, shift schedules, the employee directory, and reporting to the Employer's management.
Account and Service security — authentication, device binding, audit logging, abuse prevention.
Legal compliance — labour, tax, and social-security obligations, and lawful requests from competent authorities.
Support and reliability — answering support requests and fixing app errors using diagnostic data.

We do not process your data for advertising, data sales, profiling outside the employment context, or location tracking outside the moment of check-in/out.

05Legal basis

Processing is carried out under Indonesian Law No. 27 of 2022 on Personal Data Protection (the “PDP Law”) and its implementing regulations, together with applicable Indonesian labour and tax regulations. The legal bases relied upon (Article 20(2) PDP Law) are:

Performance of the employment contract / employment relationship — identity, employment, attendance, working-hours, and payroll data are needed to perform the employment agreement between you and the Employer.
Compliance with legal obligations — calculating and reporting PPh 21, BPJS contributions, and keeping employment and accounting records as required by law.
Legitimate interests of the Employer — preventing attendance fraud, securing systems, and protecting company assets, balanced against your rights.
Explicit consent — where required by applicable law, and can be withdrawn at any time through the Employer's HR or by emailing us. Withdrawal does not affect the lawfulness of earlier processing; the Employer determines an alternative attendance method under its internal policy.

If your Employer is established outside Indonesia, it determines the legal basis for processing under the law of its own country. See section 17.

06Retention

We keep data only as long as necessary for the purposes above, in line with the Employer's policy as Controller and applicable legal obligations.

Data	Retention period	Notes
Account, identity & contact	For the duration of employment, then deleted/anonymised within 30 days after account deletion	Except data that must be kept longer by law (see attendance and payroll rows).
Attendance events & work sessions	Per Employer policy and Indonesian labour/tax regulations	Accounting records and tax-related documents must generally be kept for 10 years (Article 28(11) of the General Tax Provisions Law). Location coordinates are attached to the attendance event.
Device identifiers & push tokens	While the device is bound + 30 days after release	Required for one-device-per-employee binding.
Payroll data & payslips	Per tax and labour regulations (generally 10 years)	Kept by or on behalf of the Employer as Controller.
Access & security audit logs	Max. 12 months	For incident investigation and audits.
App diagnostics	Max. 90 days	Crash reports and technical logs.
Demo requests	12 months after the last contact	Luxavero is the Controller (section 02).
Sales contacts of prospects & clients	24 months after the last contact	Luxavero is the Controller (section 02).
Client billing records (invoices, payment records, transfer proofs)	10 years	Luxavero is the Controller (section 02). Kept under Indonesian tax and company record-keeping obligations.
Backups	Daily; each backup is kept for up to 15 days	Stored on the same server in Singapore. Deleted data disappears from backups within 15 days.

For Employers outside Indonesia, statutory retention periods are those of the Employer's country and are set by the Employer.

07Storage, security & subprocessors

Where data is stored

Production servers, the database, uploaded files and backups are hosted by DigitalOcean in Singapore (region sgp1). We do not currently host data in Indonesia. Luxavero personnel access the data remotely from Indonesia for support and maintenance.

Security measures

Encryption in transit — all communication between the app, the portal, and the server uses HTTPS/TLS 1.2 or newer.
Backups — database daily; uploaded-file archive weekly; each backup is kept for up to 15 days on the same server.
Role-based access control — only users with an appropriate role (e.g. the Employer's HR/admin) can view employee data; Luxavero staff access production data only for support and maintenance, on a limited and logged basis.
Append-only attendance log — attendance history cannot be edited or deleted through the app; corrections are recorded as new adjustments with an audit trail.
On your device — sessions are stored in the operating system's secure storage (Keychain/Keystore), offline attendance data is stored encrypted and removed once synced, screenshots are blocked on sensitive screens, and the app locks automatically when sent to the background.
Testing and updates — automated tests, monitoring, and regular security updates.

No system is entirely free of risk. If you discover a security vulnerability, please report it to support@coaltrack.id.

Subprocessors

We use the following providers to run the Service. Each processes data under its contract or service terms with us, and only for the role described.

Provider	Role	Data processed	Location
DigitalOcean, LLC	Server hosting, database, uploaded files and backups (database daily; uploaded-file archive weekly)	All Service data	Singapore (sgp1)
Cloudflare, Inc.	DNS for coaltrack.id, routing of inbound email sent to @coaltrack.id addresses, and the email relay (Cloudflare Workers, api.coaltrack.id) through which the mobile app sends payslips to Brevo	DNS queries; inbound emails in transit (sender, recipient, content; Cloudflare states it does not store message content); payslip emails sent from the app, in transit (employee name, email address, pay period and payslip PDF)	Global network
Google LLC (Gmail)	Mailbox to which Cloudflare forwards email sent to @coaltrack.id, including privacy and deletion requests	Email content	United States/global
Brevo (Sendinblue SAS)	Transactional email (notifications, payslips, invoices to client contacts, replies to demo requests)	Name, email address, email content and attachments	France (EU)
Codemagic (Nevercode Ltd)	App build and release service (CI/CD)	No employee personal data (source code and signing certificates only)	European Union
Apple (APNs) / Google (FCM)	Push notification delivery — when notifications are enabled	Device token, notification title and body	Global
Apple App Store & TestFlight / Google Play	App distribution, pre-release testing and crash reporting	Store diagnostics; for TestFlight testers, the feedback and crash data Apple shares with us, which may include the tester's name and email	Global

The list of subprocessors may be updated. Material changes are notified to the Employer before they take effect.

Other third-party services that receive limited data

Provider	Role	Data received	Location
Mapbox, Inc.; Esri (Environmental Systems Research Institute, Inc., ArcGIS Online); OpenStreetMap Foundation tile servers	Map tiles in the HR web panel, when HR users view attendance locations on a map	The HR user's IP address and browser data, and the map area (tile coordinates) being viewed, which can reveal the area around a check-in location	United States (Mapbox, Esri); global CDN (OpenStreetMap). Mapbox states that it deletes IP addresses after 30 days.
unpkg (public CDN for npm packages, delivered through Cloudflare's network)	Loads the Leaflet map library on the attendance location-proof page of the HR web panel	The HR user's IP address and browser data	Global CDN
Bunny Fonts (BunnyWay d.o.o., Slovenia, EU)	Web fonts in the HR web panel and Luxavero's internal admin portal	The panel user's IP address and browser data	EU/global CDN
UI Avatars (ui-avatars.com)	Default profile images in the HR web panel and Luxavero's internal admin portal	The user's initials and IP address / browser data	Global CDN
GitHub, Inc. (GitHub Pages)	Hosting of the coaltrack.id website	Visitor IP address, logged for security	United States
Google (Google Fonts)	Website pages load fonts	Visitor IP address and browser data	United States/global
Telegram (Telegram Messenger Inc.)	Internal alerts to Luxavero about demo requests and uploaded bank-transfer proofs; Luxavero is the controller (section 02). No employee attendance data	Prospect contact details; client invoice data and transfer-proof files	Servers in multiple jurisdictions
WhatsApp (Meta)	Only if you contact us through the WhatsApp links on our website	Your phone number and messages	Global

09International transfers

CoalTrack is operated from Indonesia and hosted in Singapore. Personal data may be transferred to, or accessed from, the following places:

Singapore: production servers, database, uploaded files and backups (DigitalOcean, sgp1).
Indonesia: Luxavero personnel who provide support and maintenance.
France (EU): transactional email (Brevo).
United States and global networks: push notifications (Apple, Google), app distribution and testing (App Store/TestFlight, Google Play), map tiles in the HR panel (Mapbox, Esri, OpenStreetMap), the panel's map library, web fonts and default profile images (unpkg, Bunny Fonts, UI Avatars), DNS, inbound email routing and the payslip email relay (Cloudflare), and the mailbox that receives email sent to @coaltrack.id (Gmail, Google).

For Employers in Indonesia, every transfer follows Article 56 of the PDP Law: data goes to recipients in countries with an equal or higher level of protection, and/or under binding safeguards (contractual clauses, encryption in transit and access restrictions). For Employers in other countries, section 17 describes the transfer basis under local law. We do not currently offer hosting in Indonesia or in the Employer's own country.

10Your rights

Under the PDP Law (Articles 5–13) you have the right to:

receive clear information about the processing of your data;
access and obtain a copy of your personal data;
request correction/updating of inaccurate or incomplete data;
request deletion of data, subject to statutory retention obligations;
withdraw consent for processing based on consent (where applicable);
object to decisions based solely on automated processing and request human review; and
lodge a complaint and claim compensation as provided by law.

Automated attendance decisions can be reviewed

CoalTrack's decision engine flags or rejects attendance events based on evidence (GPS location and accuracy, device binding, server timestamp, mock-location indicators). Every rejection or flag can be reviewed by the Employer's HR. Final decisions on attendance, wages, and sanctions rest with the Employer under its company regulations and labour law — not with Luxavero.

How to exercise your rights

Submit requests through your Employer's HR (the primary channel, as the Employer is the Data Controller) or by emailing support@coaltrack.id; we will forward and coordinate the request with the Employer. We may ask you to verify your identity first. We acknowledge requests within 1 business day and complete them within the time limits set by the PDP Law (for access and correction generally 3×24 hours from receipt of a complete request), or at most 30 days for deletion requests that require verification and coordination with the Employer.

If your Employer is outside Indonesia, the rights, time limits and regulator of your country apply. See section 17.

11Delete Account & Data / Hapus Akun & Data

You can request deletion of your CoalTrack account and your personal data at any time. This section is also the reference for deletion requests under Google Play and Apple App Store policies. Indonesian version: Hapus Akun & Data.

Send the requestEmail support@coaltrack.id with the subject Delete CoalTrack Account, including: your full name, company (Employer) name, employee number, registered email/phone number, and the type of request (delete the entire account & data, or specific data only). Send it from the email address registered on your account, or submit it through your Employer's HR.
VerificationWithin 1 business day we acknowledge receipt and verify your identity. We may ask the Employer's HR to confirm, because CoalTrack accounts are issued by your company.
ProcessingOnce verified: the account is deactivated and the device released immediately (max. 3 business days); device tokens are deleted within 7 days; identity and contact data are deleted or anonymised within 30 days; backup copies expire in the next rotation cycle (max. 15 days).
ConfirmationWe send written confirmation by email once deletion is complete.

Data that is retained

Attendance records, work sessions, and payroll data that must be kept under labour and tax regulations remain stored by or on behalf of the Employer for the statutory period (generally up to 10 years), minimised or pseudonymised where possible. Data needed to resolve an ongoing legal dispute may also be kept until the dispute is closed.

Partial deletion

Without deleting your account, you can request: release of the device binding, or correction of specific data.

Please note

Uninstalling the app from your phone does not delete your account or your data on the server. Use the procedure above.
When your employment ends, the Employer's HR deactivates your account; data is then deleted according to the retention schedule in section 06.

12Children

CoalTrack is intended for adult employees and is not directed at anyone under 18 years of age. The Employer ensures that every user meets the minimum working age under labour law. If we learn that data of a person under 18 has been collected, we will delete it and notify the Employer.

13App permissions

The app requests the following permissions. You can change them at any time in your device settings; some features will not work without the related permission.

Permission	What it is for	When it is used
Camera (optional)	Only if you choose to take a profile photo. Not used for attendance.	Only when you choose to take a profile photo. No background recording.
Location (precise, while in use)	Recording GPS coordinates and accuracy at check-in/out, verifying that you are inside the work area (geofence), and detecting mock locations.	Only at check-in/out. No background or continuous location tracking.
Notifications	Attendance status, leave/permit approvals, payslip availability, and HR announcements.	Optional; can be turned off in device settings.
Device biometrics (Face ID / Touch ID / fingerprint)	Unlocking the app after the first password sign-in.	Optional. Handled by the operating system; biometric data never leaves the device.
Internet & network state	Communicating with the server and knowing when offline attendance can be synced.	While the app is in use.
Share / save files	Saving or sharing the PDF payslip.	Only when you choose download/share. No broad storage access.

14Security incidents

If we become aware of a personal data breach affecting data we process for an Employer, we notify the Employer in writing without undue delay and no later than 24 hours after becoming aware of it. The notice contains the information then available: the data affected, when and how the breach occurred, its likely consequences, and the remediation steps taken. We keep the Employer updated. The Employer, as Controller, notifies data subjects and the authority within the deadlines of its law: in Indonesia, within 3×24 hours (Article 46 PDP Law); for other countries, see section 17. We assist with that process. Where Luxavero is itself the Controller (section 02), Luxavero makes these notifications.

15Changes to this policy

We may update this policy from time to time. Material changes are announced through the app, this website, and/or the Employer at least 14 days before they take effect. The “effective date” at the top always indicates the current version. Previous versions are available on request.

16Contact

PT Luxavero Teknologi Indonesia (Data Processor for employee data; Data Controller for website, sales and billing data)

Developer & operator of CoalTrack

Address: Jl. Kuantan Timur RT 006 RW 003, Kel. Pasir Kemilu, Kec. Rengat, Kab. Indragiri Hulu, Riau 29316, Indonesia

Director: Ksatria Bintang Samudra

Email: support@coaltrack.id

Web: coaltrack.id

Privacy questions and data-subject requests may be sent to the email above with the subject “Privacy”.

Data Protection Officer: Ksatria Bintang Samudra (Director), support@coaltrack.id, subject “Privacy – DPO”.

To complain to a data protection authority outside Indonesia, see section 17.

Your Employer (Data Controller)

Contact your company's HR department for questions about attendance policy, sanctions, payroll, and how data is used within the company.

Your company's name appears in the app once its licence is activated — for data requests, contact that company's HR department.

17Country-specific supplements

These supplements apply if your Employer is established in, or you work in, one of the countries below. They add to sections 01–16. Where a supplement differs from those sections, the supplement applies for that country.

Who we are. “We” means PT Luxavero Teknologi Indonesia, Jl. Kuantan Timur RT 006 RW 003, Kel. Pasir Kemilu, Kec. Rengat, Kab. Indragiri Hulu, Riau 29316, Indonesia (director: Ksatria Bintang Samudra). Privacy contact: support@coaltrack.id, subject “Privacy”.
Where your data goes (all countries).
- Servers, database, uploaded files and backups (database daily; uploaded-file archive weekly): Singapore (DigitalOcean, region sgp1).
- Remote support and maintenance access: our personnel in Indonesia.
- Transactional email: Brevo (France, EU). Payslips emailed from the mobile app first pass through our email relay on Cloudflare's global network.
- Email you send to an @coaltrack.id address: routed by Cloudflare (global network) to our Gmail mailbox (Google, United States and global).
- Push notifications and app distribution: Apple and Google (United States and global).
- Map tiles in the HR web panel: Mapbox and Esri (United States) and OpenStreetMap tile servers (global network). These receive the HR user's IP address and the map area being viewed. They do not receive your name.
Our role. For attendance and employment data, we act only on your Employer's instructions. For visitors to coaltrack.id, sales contacts and client billing contacts, we decide the purposes ourselves (section 02).

17.1 Australia

Law and roles. The Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) bind your Employer if it is an “APP entity” (generally, turnover above A$3 million). An employer's handling of employee records directly related to employment is exempt (s 7B(3)); contractors' and job applicants' records are not. We act only on your Employer's instructions; whether the Act binds us directly depends on its small-business and “Australian link” (s 5B) rules.

Overseas recipients (APPs 1.4, 8). Singapore, Indonesia, France, the United States and global networks. Your Employer stays accountable for them (s 16C) unless it keeps effective control by contract.

Breaches. We notify your Employer without undue delay. Where the Notifiable Data Breaches scheme applies, your Employer assesses a suspected breach within 30 days and, if serious harm is likely, notifies the OAIC and affected individuals as soon as practicable.

Automated decisions. From 10 December 2026, APPs 1.7–1.9 require disclosure of automated decisions that could significantly affect individuals. CoalTrack accepts, flags or rejects check-ins using GPS position and accuracy, mock-location indicators, device binding and server time; HR can review each (section 10).

Your rights. Seek access or correction (APPs 12–13) through your Employer; we assist. Complain to your Employer first, then to the OAIC (www.oaic.gov.au) if unresolved after 30 days. Serious invasions of privacy are also actionable in court (statutory tort, from 10 June 2025).

Employer duties.

NSW: written notice at least 14 days before surveillance starts, and a notified computer-surveillance policy (Workplace Surveillance Act 2005 ss 10, 12).
ACT: 14 days' notice and good-faith consultation (Workplace Privacy Act 2011 ss 13–14).
Vic, WA, SA, NT: express or implied consent before using a tracking device to locate a person (surveillance devices laws: Vic s 8, WA s 7, SA s 7, NT s 13).

17.2 Philippines

Law and roles. The Data Privacy Act of 2012 (RA 10173), its Implementing Rules and Regulations (IRR) and National Privacy Commission (NPC) issuances apply. Your Employer is the personal information controller (PIC). We are its personal information processor (PIP) under an outsourcing agreement that must state, among other things, where processing takes place (IRR Rule X). The Act reaches processing abroad relating to Philippine citizens or residents (s 6). For our own website, sales and billing data, we are the PIC.

Cross-border. No transfer approval is required. Your Employer remains accountable for data processed abroad and must ensure comparable protection by contract or other reasonable means (s 21). The NPC's model contractual clauses (Advisory 2024-01) may be used.

Breaches. We notify your Employer promptly. Where notification is required, your Employer notifies the NPC and affected data subjects within 72 hours of knowledge or reasonable belief of the breach (NPC Circular 16-03). Outsourcing does not shift this duty.

Your rights. You may be informed, object, access (including information on automated processing), rectify, have data erased or blocked, claim damages and use data portability (DPA ss 16–18; IRR s 34). Exercise these rights through your Employer's Data Protection Officer (DPO); we assist. Complaints: NPC (www.privacy.gov.ph), which generally requires that you first raise the matter in writing with your Employer.

DPO. Every PIC and PIP subject to the Act must designate a DPO (IRR s 26). Ours: Ksatria Bintang Samudra (Director), support@coaltrack.id, subject “Privacy – DPO”.

Employer duties. Give employees a privacy notice and sign an outsourcing agreement with us. Where NPC Circular 2022-04 thresholds apply (e.g., 250 or more employees, or sensitive personal information of 1,000 or more individuals), register its DPO and data processing systems with the NPC, including any required notice of automated decision-making.

17.3 South Africa

Law and roles. The Protection of Personal Information Act 4 of 2013 (POPIA) applies. Your Employer is the responsible party. We are its operator: we process personal information only with its authorisation, in confidence and under a written contract requiring security safeguards (ss 20–21). We are the responsible party for our own website, sales and billing contacts.

Transfers abroad (s 72). Personal information goes to Singapore, Indonesia, France and the United States. Your Employer relies on s 72(1)(a): we are bound by a binding agreement providing an adequate level of protection, including limits on onward transfer.

Security compromises. We notify your Employer immediately where there are reasonable grounds to believe personal information was accessed or acquired by an unauthorised person (s 21(2)). Your Employer notifies the Information Regulator (through its eServices portal) and affected data subjects as soon as reasonably possible (s 22).

Automated decisions (s 71). A decision with legal or substantial effect may not rest solely on automated profiling of work performance, location or conduct unless safeguards apply. These include the right to make representations and to receive sufficient information about the underlying logic. HR can review CoalTrack flags and rejections (section 10); make representations through HR.

Your rights. Access (s 23), correction or deletion (s 24, Form 2), objection (s 11(3), Form 1) and complaint to the Information Regulator (s 74, Form 5): www.inforegulator.org.za, enquiries@inforegulator.org.za. Make requests to your Employer's Information Officer; we assist.

Employer duties.

Register its Information Officer with the Regulator before the officer performs any duties (s 55(2)).
Give employees the s 18 notice, including the transfer abroad.
Ensure its contract with us meets s 21.

17.4 Malaysia

Law and roles. The Personal Data Protection Act 2010 (PDPA), as amended by Act A1727 (in force in stages on 1 January, 1 April and 1 June 2025), applies. Your Employer is the data controller (formerly “data user”); we are its data processor, and since 1 April 2025 processors must themselves comply with the Security Principle (s 9). For our own website, sales and billing data, we are the data controller.

Language. Notices to data subjects must be in Bahasa Melayu and English (s 7(3)). This supplement is published in both.

Transfers (s 129). Data goes to Singapore, Indonesia and the providers in section 07. Your Employer may transfer data where the destination has a law substantially similar to the PDPA or ensures adequate protection, or on a s 129(3) ground such as all reasonable precautions and due diligence (for example, ASEAN Model Contractual Clauses; Commissioner's guideline of 29 April 2025).

Breaches (s 12B, from 1 June 2025). We notify your Employer promptly. Your Employer notifies the Commissioner as soon as practicable and within 72 hours. Where significant harm is likely, it also notifies affected data subjects without unnecessary delay and within 7 days of notifying the Commissioner.

Your rights. Access (s 30; answered within 21 days), correction (s 34), withdrawal of consent (s 38), preventing processing likely to cause damage or distress (s 42), stopping direct marketing (s 43) and data portability (s 43A, where technically feasible). Exercise them through your Employer; we assist. Complaints: Personal Data Protection Commissioner (www.pdp.gov.my).

Data protection officer. Controllers and processors must appoint a DPO when the Commissioner's thresholds are met (s 12A): more than 20,000 data subjects, more than 10,000 for sensitive personal data (including financial information), or regular and systematic monitoring. Your Employer notifies the Commissioner within 21 days of appointment.

17.4 Malaysia — Bahasa Melayu

Undang-undang dan peranan. Akta Perlindungan Data Peribadi 2010 (APDP), sebagaimana dipinda oleh Akta A1727 (berkuat kuasa secara berperingkat pada 1 Januari, 1 April dan 1 Jun 2025), terpakai. Majikan anda ialah pengawal data (dahulunya “pengguna data”). Kami ialah pemproses data bagi majikan anda. Sejak 1 April 2025, pemproses data sendiri wajib mematuhi Prinsip Keselamatan (seksyen 9). Bagi data laman web, jualan dan pengebilan kami sendiri, kami ialah pengawal data.

Bahasa. Notis kepada subjek data hendaklah dalam bahasa kebangsaan dan bahasa Inggeris (seksyen 7(3)). Suplemen ini diterbitkan dalam kedua-dua bahasa.

Pemindahan ke luar Malaysia (seksyen 129). Data dihantar ke Singapura, Indonesia dan kepada penyedia perkhidmatan dalam seksyen 07. Majikan anda boleh memindahkan data jika tempat destinasi mempunyai undang-undang yang pada substansinya serupa dengan APDP atau memastikan perlindungan yang mencukupi. Majikan juga boleh bergantung pada alasan dalam seksyen 129(3), seperti segala langkah berjaga-jaga yang munasabah dan usaha wajar, contohnya Klausa Kontrak Model ASEAN (garis panduan pemindahan rentas sempadan oleh Pesuruhjaya, 29 April 2025).

Pelanggaran data peribadi (seksyen 12B, mulai 1 Jun 2025). Kami memaklumkan majikan anda dengan segera. Majikan anda memaklumkan Pesuruhjaya dengan seberapa segera yang praktik dan dalam tempoh 72 jam. Jika kemudaratan yang ketara berkemungkinan berlaku, majikan juga memaklumkan subjek data yang terjejas tanpa kelengahan yang tidak perlu dan dalam tempoh 7 hari selepas memaklumkan Pesuruhjaya.

Hak anda. Anda mempunyai hak akses (seksyen 30; dijawab dalam tempoh 21 hari), pembetulan (seksyen 34), penarikan balik persetujuan (seksyen 38), menghalang pemprosesan yang mungkin menyebabkan kerosakan atau distres (seksyen 42), menghentikan pemasaran langsung (seksyen 43) dan kemudahalihan data (seksyen 43A, jika boleh dilaksanakan secara teknikal). Gunakan hak ini melalui majikan anda; kami akan membantu. Aduan: Pesuruhjaya Perlindungan Data Peribadi (www.pdp.gov.my).

Pegawai perlindungan data. Pengawal data dan pemproses data wajib melantik Pegawai Perlindungan Data (DPO) apabila ambang Pesuruhjaya dipenuhi (seksyen 12A): lebih daripada 20,000 subjek data, lebih daripada 10,000 subjek data bagi data peribadi sensitif (termasuk maklumat kewangan), atau pemantauan data peribadi secara tetap dan sistematik. Majikan anda memaklumkan Pesuruhjaya dalam tempoh 21 hari selepas pelantikan.

17.5 Singapore

Law and roles. The Personal Data Protection Act 2012 (PDPA) applies. Your Employer is the organisation responsible for your data, with the same obligations for data we process for it as if it processed the data itself (s 4(3)). We are its data intermediary. Processing under a written contract, we are directly bound only by the protection, retention and breach-notification-to-the-Employer obligations (s 4(2)). For our own website, sales and billing data, we are an organisation under the PDPA; business contact information is largely outside its data protection rules (s 4(5)).

Employment data. Consent is not needed where collection, use or disclosure is reasonable for managing or terminating employment. Your Employer must still tell employees the purposes (s 20(4)–(5)).

Transfers (s 26). Data is stored in Singapore (DigitalOcean, sgp1). Data that leaves Singapore must be protected by legally enforceable obligations, such as a contract, giving comparable protection. This covers support access from Indonesia, EU email, and US/global push, app-store and map services.

Breaches (Part 6A). We notify your Employer without undue delay (s 26C(3)(a)). Your Employer assesses whether the breach is notifiable (likely significant harm, or 500 or more individuals affected). If it is, your Employer notifies the PDPC within 3 calendar days of that assessment, and notifies affected individuals where significant harm is likely (ss 26B, 26D).

Your rights. Access, including how your data was used or disclosed in the past year (s 21), correction (s 22) and withdrawal of consent (s 16). Exercise them through your Employer's data protection officer; we assist. Complaints: Personal Data Protection Commission (www.pdpc.gov.sg), after you have first approached the organisation.

Employer duties. Designate a data protection officer and publish the business contact information of at least one (s 11(3), (5)).

17.6 Thailand

Law and roles. The Personal Data Protection Act B.E. 2562 (2019) has applied in full since 1 June 2022. Your Employer is the data controller; we are its data processor and, under a written agreement, act only on its instructions, keep data secure, notify breaches and keep processing records (s 40). The Act can reach processors outside Thailand that offer services to, or monitor the behaviour of, people in Thailand (s 5). For our own website, sales and billing data, we are the data controller.

Transfers (ss 28–29). Data goes to Singapore, Indonesia and the providers in section 07. Absent an adequacy decision by the Personal Data Protection Committee (PDPC), transfers rely on appropriate safeguards, such as standard contractual clauses accepted under the PDPC's cross-border Notifications (in force 24 March 2024).

Breaches. We notify your Employer without delay (s 40(2)). Your Employer notifies the Office of the PDPC without delay and, where feasible, within 72 hours of becoming aware, unless the breach is unlikely to result in risk to individuals. Where the risk is high, it also notifies them without delay (s 37(4)).

Your rights. Access and a copy (s 30), portability (s 31), objection (s 32), erasure (s 33), restriction (s 34), rectification (ss 35–36) and withdrawal of consent (s 19). Exercise them through your Employer; we assist. Complaints: Expert Committee via the Office of the PDPC (www.pdpc.or.th) (s 73).

Data protection officer. Controllers and processors must designate a DPO where s 41 applies, for example large-scale regular monitoring (100,000 or more data subjects under a PDPC Notification in force since 13 December 2023), and give its contact details to data subjects and the Office.

Employer duties. Inform employees of the s 23 matters at or before collection, and rely on a lawful basis in s 24.