Privacy Policy

This Policy applies to users of the KampusHub mobile apps, visitors to our websites, and employees/lecturers/staff who use the system through an institution (tenant) that subscribes to KampusHub.

KampusHub is a campus ERP platform (HR, operations, and academics) for higher education. Employment data is typically managed on behalf of your institution. The institution (campus/tenant) is the data controller for operational employee data; we process that data as a service provider under the institution's contract and configuration.

The types of data processed depend on the modules your institution enables and the features you use. In general, we may process:

• Account and authentication data: login identifiers (such as email/username), encrypted/hashed credentials, session or app access tokens, and device information needed to secure sessions.
• Employee profile data: name, employee/lecturer ID numbers, unit/faculty/position, work contact details, profile photo, and other HR data entered by the institution or by you under enabled modules (HRIS, recruitment, performance, and similar).
• Location data (GPS): coordinates and accuracy when you check in/out or use location-based attendance. Location is requested when the related feature is used, not continuously tracked in the background for unrelated purposes.
• Camera, photos, and documents: images or files you upload (for example profile photos, evidence, HR documents, expense/travel attachments, or other workflow files). Camera/gallery access is used only to capture or select files you choose to upload.
• Technical and log data: IP address, device/OS/app version, error logs, and system activity records needed for security, audit, and service maintenance.

Data may come from:

• You directly (login, forms, photo/document uploads, attendance actions).
• Your device (GPS when attendance/location features are used; camera/gallery when you choose an upload).
• Your institution (employee master data, organization structure, roles/permissions, and module configuration).
• Our systems automatically (technical logs, transactional audit trails, session status).

We use data to:

• Provide and operate HR ERP features (login, HRIS, attendance, payroll, recruitment, performance, claims, and other enabled modules).
• Verify location-based attendance according to your institution's policy.
• Store and display documents/photos you or your institution upload in relevant workflows.
• Enforce role- and permission-based access control (RBAC).
• Support security, abuse prevention, audit, backups, and service reliability.
• Communicate about the account or technical support (for example via info@kampushub.id).
• Comply with applicable Indonesian legal obligations.

We process data to deliver services to customer institutions, perform contractual obligations, pursue legitimate interests in operating and securing the system, and comply with applicable law. When a feature needs a device permission (location, camera/storage), we request it through the operating system; you may refuse or revoke it in device settings, which may limit related features.

We do not sell your personal data. Data may be shared only in these cases:

• With your institution (tenant) and authorized users in that campus environment, according to configured roles and permissions.
• With infrastructure/support providers we use to run the product (for example hosting, storage, monitoring), limited to what is necessary and under appropriate confidentiality obligations.
• When required by law, legal process, or a lawful request from competent authorities.
• In connection with a corporate transaction (merger, acquisition, or reorganization), with reasonable protections for the data.

KampusHub service data is generally processed and stored on infrastructure we manage or contract for product operations. If your institution uses a dedicated deployment (for example on-premise or a specific region), storage location follows that agreement. Each institution runs on an application instance and database separate from other institutions.

Data is retained while the account/institution is active and as needed for the purposes above, including retention requested by the institution for HR, audit, or legal reasons. After the service relationship ends, data is handled under the institution contract (return, deletion, or limited retention) and our internal security practices.

We apply reasonable technical and organizational measures to protect data, including HTTPS transmission, permission-based access control, credential hashing, and audit trails for important changes. No method of electronic transmission or storage is fully secure; we continue to improve our security practices.

Subject to applicable law and your institution's policies, you may request access to, correction of, updates to, or deletion of certain data, and ask about processing of your data. For employment data controlled by the institution, please contact your campus administrator/HR first. You may also email info@kampushub.id. Requests are handled within our role as a service provider and applicable law.

KampusHub is intended for higher-education HR operations and authorized adult users. We do not target children. If you believe a child's data was collected inadvertently, contact us for review and appropriate deletion.

The site or apps may contain links to third-party services (for example a demo site or external resources). Their privacy policies apply to those services; we encourage you to review them.

We may update this Privacy Policy from time to time. The latest version will be published on this page with an updated date. Continued use after changes means you understand the then-current version, to the extent permitted by law.