Security and data privacy

How Logixbase HRIS protects company and employee data — Google sign-in, permissions checked on the server, data separated per workspace, audit logs, sensitive fields, and consent under Indonesia's PDP law.

HR data is the most sensitive data in your company: identities, salaries, bank details, locations, and photos of your people. This page explains what Logixbase HRIS does to protect it, in plain language and without promises we cannot keep.

#At a glance

#Sign in with Google, no new password

Admins and employees sign in with a Google account. Logixbase never receives or stores your Google password, so sign-in security follows your Google account settings — including 2-step verification if you have turned it on. Invites are tied to a specific email address: if a link is opened with a different Google account, the result is Akun Google tidak cocok (Google account does not match), not access to your workspace.

#Role-based access, checked on the server

Every team member has a position — Admin, HR Manager, Manager, Finance, or one you create — and every data request is checked on the server against that position. Managers are limited to their own department, and Finance cannot change attendance. See roles and permissions.

#Data separated per workspace

Each company has its own workspace with a unique address. Every data request is limited to the workspace that owns the data, and this rule is checked automatically every time our code changes — rather than relying on programmers being careful.

#Audit log for manual changes

Manual changes — such as attendance corrections, changes to employee records, and payroll steps — are recorded: who made them, when, and what changed. The log can only be added to; it cannot be edited or deleted. On a pay period's detail page, the Jejak Audit (Audit trail) section shows that period's activity history.

When an Admin or HR opens the employee app on someone's behalf with the Akses (Access) button in the employee list, the session starts in Baca saja (Read only) mode. Write mode has to be turned on deliberately, and every action in it is recorded in the audit log.

#Sensitive fields only for those authorised

Base salary, allowances, deductions, bank account details, NIK (national ID number), and NPWP (tax ID) are Bidang Sensitif (Sensitive fields). Roles without permission see a Terkunci (Locked) label — the value is not even sent to their device. Admins decide who may see them under Posisi & Hak Akses (Positions & permissions).

#Selfie and GPS only to verify attendance

• GPS location is captured when an employee records attendance, for example when they clock in or out — it is not continuous tracking.
• A selfie is required for every clock-in and clock-out as proof of attendance. The on-phone face check only shows a warning; it never decides anything automatically.
• Employees are told on the sign-in screen: "Dengan masuk, Anda menyetujui penggunaan GPS dan selfie untuk validasi absen." (By signing in, you agree to the use of GPS and selfies to validate attendance.)
• Selfies and locations are visible only inside your workspace, to the people who handle attendance and payroll, and are not shared with outside parties unless you allow it yourself through Akses Pihak Ketiga (Third-party access).

#Consent under Indonesia's PDP law

• An employee's NIK is optional. When a NIK is saved, the system requires and records consent for processing under the PDP law (UU PDP) — make sure the employee has actually given it.
• In the employee edit form, BPJS data is only saved after you tick the confirmation that the employee has given consent.
• For employee data, your company is the Data Controller, and Logixbase processes it on your instructions as the Data Processor.

#Third-party access that is explicit and revocable

Want a client or auditor to see a specific team's attendance? With Akses Pihak Ketiga you choose the scope (one department or selected employees), which data is visible — GPS location and selfies are marked Sensitif (Sensitive), and the payroll summary is marked Sangat sensitif (Highly sensitive) and needs an extra confirmation — and an expiry date in Berlaku hingga (Valid until). The access is view-only, and you can Cabut (Revoke) it at any time. See third-party access.

#Money does not move through the system

Logixbase calculates pay and produces payslips, but it does not hold funds or make transfers. You make the payments yourself through your bank or a licensed payment provider of your choice.

#Encrypted connections

All connections to the admin app, the employee app, and our servers use HTTPS (TLS). Details on data storage and encryption are in the Data Processing Agreement.

#Legal documents

These documents are in Bahasa Indonesia:

• Kebijakan Privasi (Privacy Policy)
• Syarat & Ketentuan (Terms and Conditions)
• Perjanjian Pemrosesan Data (Data Processing Agreement, DPA)

They cover employees' rights over their data, data retention after the service ends, and our obligations as a data processor. Have a security questionnaire from your IT or legal team? Send it through the contact form.

#Next steps

• Roles and permissions
• Third-party access
• Frequently asked questions