Privacy Policy

PT Peoplyee Tech Indonesia (“we”, “us”, or “our”) acknowledges our responsibility as a company which provides: 1) support for employment and career change, 2) financial services, and 3) media, and 4) human resource information system. Under the basic philosophy that we want to contribute to society through human and technology, we are committed to protecting the privacy of our candidates, clients and users of our system.

Peoplyee Tech Indonesia entity acting as controller of your data will depend on the services we perform for you, as described below.

We want to provide a safe and secure user experience. We will ensure that the data you submit to us, or which we collect, via various channels (including our website, through written correspondence (including e-mail), conversations or meetings with our consultants, or through any of our offices or websites globally), is only used for the purposes set out in this Privacy Policy.

Through this Privacy Policy, we aim to inform you about the types of personal data we collect, the purpose for which we use the data and the ways in which the data is handled. We also aim to satisfy the obligation of transparency under the Indonesia Law No.27 of 2022 on Protection of Personal Data (“PDP Law”) which came into force on 17 October 2022.

1. Scope

Protecting your personal data is our priority. This Privacy Policy explains how Peoplyee Recruit processes and protects personal data about:

Candidates who register with us for roles that we are managing for other employers and for roles at Peoplyee Recruit, or through our website, job boards, social media sites or other sources;
Prospective candidates,
Business contacts at our clients and suppliers; and
Users of our websites;

(collectively “you” or “your”)

It also tells you about your privacy rights including your right to object to our processing. If you would like to contact us, please send email to: info@peoplyee.com

2. Personal Data We Collect

a. Candidates

When you register with us as a candidate to provide work finding services to you, you provide and we process your personal data, including but not limited to your name, contact details and data from your CV, current benefits and your expectations for future roles. Where permitted by law, we may also collect data relating to your health (for example, disability data for reasonable work adjustment purposes), diversity data, including race, ethnic origin, sexual orientation and religion (for equal opportunity monitoring purposes) as well as details of any unspent criminal convictions where required by a client or by us if you apply for a role with us.

Candidates who register with us for roles that we are managing for other employers and for roles at Peoplyee Recruit, or through our website, job boards, social media sites or other sources;
Prospective candidates,
Business contacts at our clients and suppliers; and
Users of our websites;

If you use our website, click on links in emails we send to you, open or forward them, or sign up to receive job alerts or other content from us, we also collect personal data from those interactions.

We also obtain personal data about you from third parties, including:

referees - when you are offered a job;
former employers - to confirm dates of employment;
educational institutions - to check your academic qualifications;
background checks - if we need to obtain details of unspent criminal convictions or confirmation that there are none to the extent permitted by law;
credit reference agencies - if we need to check your financial standing;
publicly available sources such as LinkedIn and social media sites to enhance the data we hold about you, in order to help us find more suitable roles for you;
clients to whom we have provided your CV and who have engaged with you as part of a job application or who have given feedback on your CV.

b. Prospective Candidates

We collect personal data about you, including your name and contact details and professional biographical details obtained from publicly available sources such as LinkedIn and social media sites, so that we can contact you if we think you may be interested in our work finding services at a future date. We may also obtain your personal data through another candidate or an employer who recommends you as a contact.

c. Prospective Business Clients

We collect your contact details and data relating to your function or position to establish commercial relationships with your company.

d. Clients

We collect personal data such as your name, job title and contact details. We also process personal data about what communications we have had with you, including whether you have opened or forwarded any emails, newsletters or other content we have sent to you. We also process feedback that you provide about our candidates.

If you provide information to us about a candidate (for example, if you confirm a candidate has worked with you or if you provide a reference), then we will obtain your details from the candidate and we will keep a record of the personal data that you provide to us about that candidate.

We process personal data about you from public domain sources such as LinkedIn and social networking sites or because you were a delegate at one of our events or at an event where the event organizer is permitted to share delegate details with us.

3. Providing your personal data

In some cases, it will be necessary for you to provide personal data to us for us to work together. If you do not provide us with the personal data we request for, we may not be able to provide you with our services effectively.

4. How we use your personal data

a. Candidates

We use your personal data to:

provide you with work finding services;
communicate with you;
enable you to upload your CV and apply for jobs;
personalize your experience by creating a candidate profile;
enable us to monitor equality and diversity;
provide you with interviewing and salary advice and
send you direct marketing for the purposes of informing you about job opportunities, industry reports and insights, events, promotions and competitions, and other content in accordance with your marketing choices. We also run targeted and relevant banner advertising on our website and within your social networks to present you and people like you with jobs and content that we believe will be of interest. We target these ads based on your previous interactions with our website, emails and through your engagements with our consultants. Your interaction with our ads may be used to measure the effectiveness of our ad campaigns and to improve our marketing strategy.

b. Prospective Candidates and Business Clients

We use your personal data to:

Determine if you may be interested in our services and how we can assist you;
To contact you and find out if you are interested in our services.

c. Clients

We use your personal data to:

to get feedback from you on our services through client satisfaction surveys, in order to improve our services and to develop new services;
to maintain our business relationship with you;
to answer your enquiries when you contact us;
to fulfill contractual obligations to you;
to establish, exercise or defend legal claims; and
for direct marketing purposes.

5. Legal grounds for processing your personal data

Under the Regulation and other applicable laws, we rely on the following grounds to process your personal data:

a. Performing a contract – where, in order to perform our obligations under a contract with you or take steps at your request to enter into a contract with us, it is necessary for us to process your personal data;

b. Compliance with legal obligations – where we need to process your personal data to comply with legal or regulatory obligations;

c. Our legitimate interests or those of a third party – including:

Providing our services to you;
Responding to your requests and enquiries (the legitimate interest of the companies in this case is to maintain a constant and updated communication with clients and candidates, which is part of any commercial relationship);
Optimizing the performance of our website and user experience;
Informing you about our services (job opportunities, industry reports and insights, events, promotions and competitions (the legitimate interest of Page is to inform clients and candidates about similar services and products);
Ensuring that our operations are conducted in an efficient manner;
Providing satisfaction surveys of our services;
Contacting prospective business clients in order to establish commercial relationships with business clients (the legitimate interest of Page is to maintain relations of any kind with the company where the contact person works).

d. Consent – in some circumstances, we will ask for your consent to process your personal data in a particular way – to manage your marketing preferences. For example, if you register for a job, we will offer you the possibility of registering for similar job alerts. To the extent that we are processing your personal data based on your consent, you have the right to withdraw your consent at any time. Please send email to info@peoplyee.com, if you would like to withdraw your consent

6. Automated decision making

We do not make decisions based solely on automated processing; there is always human intervention before making and taking a decision.

We perform 4 types of automation based on candidate’s personal data:

Matching is a tool available on our system for candidates to start contacting candidates and send recommended jobs that might align with their experience and skills. However, this profiling sometimes has human error and when the consultant is pending the process of introducing the job vacancy, we will send automation emails for candidates on the list to recheck whether candidates are interested or not for the job vacancy.

Rejection Mail is an automation email within our candidate database when we have information from our client that the CVs have not passed the screening or can not continue to the next step.

Survey is an automated process to help us improve our services. We have several surveys that need to be fulfilled such as: after interviewing with our client, after joining our client, consultant survey and marketing survey, etc.

Mail magazine is our marketing strategy to maintain our relationship with candidates and clients. We will share blind profiles to clients or share several vacancies to candidates. Before sending the emails, our consultant will filter and select based on your personal data or keywords on your profiles.

Please note, there is always a recruiter who verifies this process, so there are not automated decisions. However, if you would like to know more or feel uncomfortable with the automation email, please contact us through email info@peoplyee.com

7. Who we share your personal data with

While your personal data will be kept confidential, in certain circumstances, it may be necessary for us to provide or disclose your personal data if required for any of the foregoing purposes. Where we do so, we would merely disclose data that is necessary for the purpose of such disclosure.

a. Other companies within our Group

Peoplyee Tech Indonesia is part of the PT Peoplyee Tech Indonesia which has operated since October 2013 in Indonesia, previously known as PT Reeracoen Indonesia. We have several business lines such as Peoplyee Kasbon, Peoplyee HRIS, HRPods, and other businesses which may be established in the future. We may share with or give access to your personal data to other businesses within PT Peoplyee Tech Indonesia. You can find a list of businesses on our website www.peoplyee.com

b. Third parties

If you are a candidate, we share your personal data with clients who have vacancies for jobs which you are interested in.

We also share your personal data and where necessary, special category data with third party services who perform services and functions on our behalf, such as:

Conducting employment reference checks;
Conducting qualification checks;
Carrying out criminal convictions checks (as required);
Verifying details you have provided from third party sources;
Conducting psychometric evaluations or skills tests;
Hosting personal data for us;
Providing professional advice to us;
Providing data analytics to us;
Carrying out testing and development work on our business technology systems;
Administering surveys or competitions on our behalf;
Assisting us to communicate with you; and providing research and mailing house or other direct marketing services.

8. Other disclosures

In addition, we may disclose your personal data: if we are legally required to do so; to law enforcement agencies, regulators or other government officials; and to the new business owners and their advisers in the event of a re-organisation, merger, sale, joint venture, assignment, or other transfer or disposition of all or any part of our business

a. Keeping your personal data secure

We have implemented and maintained appropriate technical and organizational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access. Only authorized personnel and third-party service providers are provided with access to personal data on a need-to-know basis, and these employees and service providers are contractually obliged to treat this data as confidential.

b. How long we hold your personal data for

We will keep your personal data for as long as we need to in order to fulfil the purpose we collected it for, which may be an ongoing purpose. For example, if you’re a candidate, we will retain your personal data for the duration of our business relationship with you and beyond, as we often support candidates with job placements over many years and potentially throughout their careers.

We keep some personal data for longer than others. To determine the appropriate retention period for personal data, we consider factors such as the purposes for which we process your personal data, including any legal, regulatory, accounting and reporting obligations, the nature and amount of personal data that we hold about you, and the potential risk of harm to you from unauthorized use or disclosure of your personal data.

These rights may be limited, for example, if complying with your request would reveal personal data about another person, where they would infringe the rights of a third party (including our rights) or if you ask us to delete data which we are required by law to keep or have compelling legitimate interests for keeping. We will inform you of any relevant exemptions we are relying on when we respond to your request.

Where we process your personal data for direct marketing purposes, we will do so until you ask us to stop, and for a short period after this (to allow us to implement your request). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely, so that we can respect your request.

c. Your rights in relation to personal data we hold about you

You have several rights under the Regulations and other relevant laws. These rights include the right to ask us for a copy of your personal data, to correct, delete or restrict processing of your personal data; to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format, and to ask us to share (port) this data to another controller.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process your personal data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

9. How to Contact Us

You can contact Peoplyee Recruit by writing to us at our email address or postal address below, if you wish to request for access to your personal data held by us, request that your personal data be updated or corrected, or withdraw your consent to the processing of your personal data by us. If you would like to have any further data, or if you have any comments about this Privacy Policy or any questions or complaints on any privacy issue, this should also be communicated to us in the same manner.

Email: info@peoplyee.com

Post: World Capital Tower, 12th Floor unit 09 & 10, Jl. Dr. Ide Anak Agung Gde Agung Lot D, Jl. Mega Kuningan Barat, Jakarta 12950 Indonesia

10. Changes to this Privacy Policy

We may amend this Privacy Policy from time to time without prior notice to you. We suggest that you visit our website regularly to keep up to date with any changes.