Privacy Policy

Last updated: 18 October 2026

This policy sets out the personal data processed through the Jadwal HR system, the purpose of each type, the legal basis for processing it, how long it is kept, and the rights you hold over it and how to exercise them.

In short: if you are an employee, your employer is the controller of your data and we process it on their behalf. If you asked us for a demo, we are the controller of what you sent us. System data is stored in Riyadh, inside the Kingdom of Saudi Arabia; limited parts of it may be processed by service providers outside the Kingdom, as set out below. We do not sell your data and we do not use it for advertising. Location is read at the moment you clock in or out, and is never tracked in the background.

Who is the controller and who is the processor

Jadwal is a platform that an employer subscribes to in order to manage their own staff. For that data:

Your employer (the subscribing business) is the data controller. They decide what data is entered into the system, for what purpose, who may see it, and when it is deleted.
Jadwal is the processor. We process the data only on your employer's instructions and under the contract we hold with them, and we do not use it for any purpose of our own.

So if you are an employee and you want your data corrected or deleted, the right place to start is your own HR department. You can also write to us directly if you receive no reply, and we will pass your request on to the controller.

There is one exception, and it is set out in full under requesting a demo: if you fill in the demo request form on this website, nobody employs you in relation to us and there is no employer above us. For that information we are the controller ourselves, and we do use it for a purpose of our own — replying to you about Jadwal.

The data we process and why

We do not collect data "just in case". Every field in the table below exists because a specific function of the system requires it.

The types of data processed, the purpose of each, and its legal basis
Data	Purpose	Legal basis
Name, employee number, job title, department, branch	Identifying the employee within the system and linking them to attendance, leave and payroll records	Performance of the employment contract
National ID number or Iqama number	Formal identification of the employee on payroll runs and official documents	Compliance with labour law and regulatory requirements
Mobile number and email address	Creating the account, password recovery, and notifications about requests and approvals	Performance of the employment contract
Clock-in and clock-out times and shifts	Calculating working hours, lateness, overtime and the pay due	Performance of the employment contract and compliance with labour law
Location at the moment of clocking in or out	Verifying that the clock-in took place inside the approved work location	The employer's legitimate interest in documenting attendance
Salary, allowances, deductions, loans and end-of-service benefits	Calculating pay and issuing payroll runs and statutory entitlements	Performance of the employment contract and legal compliance
Bank account details (IBAN)	Paying the salary	Performance of the employment contract
Leave requests, balances and approval decisions	Managing leave and keeping a record of decisions	Performance of the employment contract and compliance with labour law
Uploaded documents (ID, Iqama, certificates, transfer proofs)	Maintaining the employee file and documenting petty cash movements	Legal compliance and legitimate interest
Sign-in and change records (the audit trail)	Account security and tracing who changed which record and when	Legitimate interest in the security of the system

Location data — precisely

We know this is the question employees ask most, so here is the plain answer:

Location is read only at the moment you press the clock-in or clock-out button. That is the single occasion on which the app asks for your location.
There is no background tracking. The app does not read your location when it is closed, nor while it is open unless you press the button, nor outside working hours.
What is stored is the coordinates of that one point and the result of the check (inside the branch geofence, or outside it). No movement route or travel history is built from it.
You can refuse the location permission in your device settings. If you do, clocking in from the app will not work, and your attendance will need to be recorded another way as decided by your employer.

Where data is stored

All data is stored in the Oracle Cloud data centre in the city of Riyadh, inside the Kingdom of Saudi Arabia (the me-riyadh-1 region).

We do not claim that every part of the processing happens inside the Kingdom, because that would not be accurate: some supporting services, such as sign-in, notifications, email and the optional AI features, process limited parts of the data, and that may happen outside the Kingdom. The full list, with what reaches each provider and where it is processed, is under third-party service providers.

A nightly backup of the databases, together with their change logs, is kept separately from the primary server in Oracle Object Storage in the same Riyadh region (me-riyadh-1) for disaster recovery, under the same protective controls. Backups are therefore stored in Riyadh too.

Every subscribing business has an isolated database; your data is not stored mixed together with that of other customers.

Third-party service providers (sub-processors)

We rely on a small number of technical service providers to run the system. Each has a defined purpose, and we send each one only the data listed against it. "Where processed" below is what the provider itself publicly states about where it processes data.

Oracle Cloud Infrastructure

Purpose: Hosting the servers, databases and uploaded-file storage, and keeping the backups.
Data: All system data and files.
Where processed: Riyadh, Kingdom of Saudi Arabia (the me-riyadh-1 region).

Google: Firebase Authentication

Purpose: Sign-in and password management.
Data: Email address, account identifier and password (held by the service in hashed form, never stored by us), plus the network address and browser or device type at sign-in. No payroll data reaches it.
Where processed: United States. Google states that this service runs only from its US data centres.

Google: Firebase Cloud Messaging

Purpose: Sending push notifications to the mobile app.
Data: The device's Firebase identifier and the notification text.
Where processed: A global service. Google states it may process this data in any of its data centres worldwide.

Google: Gemini API

Purpose: Reading the data off an uploaded receipt or document automatically, instead of it being typed in by hand; and the fallback provider for answering questions in the in-app help centre when the primary provider is unavailable.
Data: For reading: the image of that receipt or document only, and only while your employer has AI extraction switched on for that kind of file: company settings carry two separate switches, one for identity documents and one for receipts, and both are off in new accounts unless switched on deliberately. For the help centre: the text of the question you type and the content of Jadwal's own help articles, with no employee or company records.
Where processed: Google states the data may be stored transiently or cached in any country where it maintains facilities. We use the paid service, and under the Gemini API terms for paid services Google does not use prompts or responses to improve its products.

Anthropic: Claude API

Purpose: Generating answers to users' questions in the in-app help centre, from Jadwal's own help articles.
Data: The text of the question the user types and the help-article content. No employee or company records reach it, so please do not type personal data into a question. As Anthropic states in its privacy centre for commercial API customers, inputs are not used to train its models, and inputs and outputs are deleted from its systems within about 30 days.
Where processed: Data is stored in the United States, and Anthropic states that processing may run in any geography it has available.

Brevo

Purpose: Sending the emails the system sends, such as account invitations, password resets and notifications.
Data: The recipient's name and email address, and the message content.
Where processed: The European Union (servers in France and Belgium), as Brevo states.

ImprovMX

Purpose: Forwarding mail sent to Jadwal addresses, such as info@jadwal.tech, to our mailbox.
Data: The messages you send us. ImprovMX states it does not log message content, and keeps the metadata (sender, subject) for seven days.
Where processed: France for receiving, and France and the United States for delivery, as ImprovMX states.

Cloudflare: Turnstile

Purpose: Checking that whoever sends the demo-request form, and the system's sign-in forms where needed, is a person rather than a bot.
Data: Network address, browser type and TLS fingerprint, plus the site key and the page the request came from. The form's content does not reach it. Cloudflare states it may use these signals to improve Turnstile itself.
Where processed: Cloudflare's global network. Cloudflare states it primarily stores data in the United States and the European Economic Area.

Apple Push Notification service

Purpose: Delivering push notifications to iPhones, through Firebase Cloud Messaging.
Data: The device token and the notification text.
Where processed: Outside the Kingdom; we have not yet verified the location Apple states.

OpenStreetMap

Purpose: Showing maps on the location and geofence screens, and looking up the company address in its settings.
Data: Network address, browser type and the map area shown, plus the address text an administrator types when searching for it.
Where processed: Outside the Kingdom; we have not yet verified the location the OpenStreetMap Foundation states.

Script delivery networks

Purpose: Loading some of the script and style files the system's pages run on, from www.gstatic.com, unpkg.com, cdn.jsdelivr.net, cdnjs.cloudflare.com and raw.githubusercontent.com.
Data: Network address and browser type only, as with any file request. No form content and no system data reach them.
Where processed: Global networks outside the Kingdom.

Mistral AI (not currently used)

Purpose: An alternative provider for reading receipts and documents automatically. We do not use it today, and we will update this list and tell our customers before any switch to it.
Data: None while it is not in use.
Where processed: Outside the Kingdom.

Transfers outside the Kingdom

Customer data, meaning the database and uploaded files, is stored in Riyadh. Some processing by the providers listed above may take place outside the Kingdom, as stated against each one, under the Personal Data Protection Law and its Regulation on the Transfer of Personal Data outside the Kingdom. We limit what reaches each provider to what its stated purpose needs, and we update this list when we add or replace a provider.

How long data is kept

During the subscription: data is kept for as long as your employer subscribes to the service and needs it for the purpose it was collected for.
Payroll and attendance records: your employer keeps these for the period the applicable regulations require, which is normally no less than five years.
When the subscription ends: your employer is given a full copy of their data within thirty days, after which their data is deleted from our operational systems.
Backups: these are rotated regularly, and deleted data disappears from them within ninety days at the latest.
Audit records: kept for a limited period for security purposes and then deleted automatically.

Your rights over your data

The system is designed in line with the principles of the Kingdom's Personal Data Protection Law, under which you hold the following rights:

The right to be informed about the data collected about you and the purpose of it — this document is part of meeting that.
The right of access to a copy of your personal data held in the system.
The right to request correction where your data is inaccurate, incomplete or out of date.
The right to request destruction of data that is no longer needed, subject to what the regulations require to be retained.
The right to obtain your data in a machine-readable format.

These rights are not absolute: your employer may be unable to delete a payroll or attendance record they are legally required to keep, even if you ask them to.

How to request a copy of your data, or its deletion

Write to the HR department at your own employer first; they are the controller of the data and the decision on your request is theirs.
If you receive no reply within a reasonable period, write to us at info@jadwal.tech stating your employer's name and the nature of your request.
We verify your identity first to protect your account, then pass the request to the controller and follow it through. We usually respond to requests within thirty days.

If you ask us for a demo

Everything above concerns employees whose employer subscribes to Jadwal. This section is different, and the difference matters: if you fill in the demo request form on this website you are not anybody's employee in relation to us, and there is no controller above us. For this information Jadwal is the data controller, and we use it for a purpose of our own — contacting you about the product.

What we collect

Only what is needed to answer you and to know whether Jadwal suits your business: your name, your company name, your email address, and the number of staff you employ. A phone number and a message are optional, and the form works without them. We also record the time you submitted the form and the network address it came from, to detect automated abuse of a form that is open to the public.

When you start filling in the form, the Cloudflare Turnstile security check loads to confirm the sender is a person, so Cloudflare receives your network address and browser type, but not the form's content. Details are under third-party service providers.

Why, and on what basis

We use it to reply to your enquiry, to arrange a demonstration, and to set up an account if you decide to go ahead. The lawful basis is our legitimate interest in responding to an enquiry you addressed to us. We do not sell it, we do not share it for anybody else's marketing, and we do not add you to a mailing list you did not ask for.

How long we keep it

The network address and browser identifier: erased after ninety days. They exist only to investigate abuse of the form, and that reason expires long before the rest does.
Your enquiry, if it does not become a subscription: deleted twelve months after we last spoke to you.
Your enquiry, if it does become a subscription: kept for as long as your business is a customer, because it is the record of how that relationship began. The network address is still erased at ninety days.

Your rights over it, and how to use them

The rights listed under your rights over your data apply here too, and for this data they are simpler to exercise, because there is no employer in between: write to info@jadwal.tech and ask us for a copy, a correction, or deletion. We will act on it and confirm, normally within thirty days. You do not have to give a reason, and asking us to delete it will not affect any other dealings with us.

Data security

All connections to the system are fully encrypted over HTTPS.
Sensitive fields — such as National ID, Iqama and IBAN — are encrypted in the database.
Permissions are set by role: whoever approves leave does not necessarily see payroll.
Every create, change or delete is written to an audit trail with the name of whoever performed it and the time.
Passwords are managed through Firebase Authentication and are never stored by us in readable form.

Children's data

Jadwal is a system for managing employees. It is not directed at children and is not used by them. We do not knowingly collect data about anyone below the statutory working age. If such data is found to have been entered into the system, it is deleted as soon as we are notified.

Cookies on this website

This marketing website uses no tracking cookies and no advertising analytics tools. Fonts are served from our own server rather than a third-party font service, so no outside party receives your IP address when you browse this site. The one exception is the demo request form: when you start filling it in, Cloudflare's security check loads, as described below. The Jadwal system itself uses only the technical cookies required to keep your sign-in session active.

Browsing this site therefore collects nothing about you. The one way this website receives your personal data is if you choose to send it: the demo request form, which is covered in full under if you ask us for a demo.

Updates to this policy

We may update this policy when the way the system works changes or when regulatory requirements change. The last updated date appears at the top of this page, and we notify subscribing employers of any material change before it takes effect.

Contacting us about privacy

This is a service operated by Jadwal, represented by Fady Saied.

For any question or request relating to this policy:

Email: info@jadwal.tech

And if you believe your data has not been handled lawfully, you have the right to lodge a complaint with the authority responsible for supervising personal data protection in the Kingdom.