Privacy Policy
This policy explains what personal data PT Jaya Dinamis Bersaudara collects through hicomsystem.com and through Hicom System, the AI teammate for ERPNext, why we use it, and the choices you have. We wrote it in plain language and follow Indonesia's Personal Data Protection Law (Undang-Undang No. 27 Tahun 2022 tentang Pelindungan Data Pribadi, "UU PDP").
1. Who we are
Hicom System is a product of PT Jaya Dinamis Bersaudara, a company registered in Indonesia, with its address at Ruko Centre View Nomor 5, Batam, Indonesia ("we", "us").
For questions about this policy or your personal data, contact bryant@hicomsystem.com or WhatsApp +62 819 0301 0001.
2. What this policy covers
- The website hicomsystem.com.
- Conversations with us by WhatsApp or email, for example when you ask about the product or its price.
- The Hicom System product, the app installed on a customer's ERPNext site, its chat panel and its WhatsApp channel.
It does not cover ERPNext itself, the customer's own hosting provider, or third-party services you use on your own account, such as WhatsApp. Their own privacy policies apply.
3. When you visit the website
hicomsystem.com has no forms, no advertising trackers, no analytics and no cookies of its own.
- Server logs. Our hosting provider records technical data for every request: IP address, browser type, the page requested and the time. We use it only to keep the site secure and working. These logs are kept for a short period set by our hosting provider and are not combined with other data.
- Fonts. The site loads fonts from Google Fonts, so your browser sends your IP address to Google when it downloads them.
4. When you contact us
If you message us on WhatsApp or by email, we receive what you send: usually your name, phone number or email address, company name and the content of your message, such as your ERPNext version, hosting and number of users.
We use it to answer you, prepare a demo or a price, and follow up on that conversation. The legal basis is your request to us before a possible contract (UU PDP Article 20(2)(b)). We do not add you to a mailing list or share your details with anyone for marketing.
WhatsApp is operated by WhatsApp LLC / Meta. Messages you send there are also handled under WhatsApp's own terms and privacy policy.
5. When your company uses Hicom System
Our role
Your company decides what data is in its ERPNext and who may use Hicom System. Under the UU PDP your company is the controller (pengendali data pribadi) of that data, and we act as a processor (prosesor data pribadi) on its instructions, under a written agreement with your company. Requests about data inside your ERPNext, such as customer, supplier or employee records, should go to your company first; we will help it answer.
What Hicom System processes
| Data | Why |
|---|---|
| User identity from ERPNext (name, user ID, roles, user permissions) | To answer each person only within what they may see in ERPNext |
| Questions and messages sent to Hicom System, in the ERPNext chat panel or on WhatsApp, including the WhatsApp number linked to a user | To understand the request and reply |
| The ERPNext documents and reports needed to answer a question, which may contain personal data such as customer names and contacts | To calculate the answer and link it to its source |
| Drafts created at a user's request | To prepare documents that a person reviews and submits |
| Activity log: each question, document read and draft created | So your company can see what was done and why, and for security and support |
How we handle it
- Read per question, no copy. Hicom System reads only what a question needs and does not copy your ERPNext database to another system.
- You choose where the log lives. Your company chooses where the activity log and chat history are stored: inside its own ERPNext site, or on a Hicom System server that we operate for it. The choice is set when Hicom System is installed and can be changed later.
- Drafts only. Hicom System never submits documents, approves payments or messages your customers on its own.
- AI providers. To produce an answer, the question and the relevant extract of ERPNext data are sent to an AI model provider. Hicom System can work with models from several providers, such as Anthropic, OpenAI and Google, and the model used is selected for each deployment. Your company can ask us at any time which providers are used for its deployment. We only use providers and plans whose commercial terms do not allow them to train models on your data; under those terms a provider may keep requests for a limited period for security and abuse monitoring.
- No sale, no advertising. We never sell data from your ERPNext or use it for advertising.
- Not used to improve the product. We do not use your company's data, its questions or its activity log to train models or to improve Hicom System.
6. Who else handles data
We share data only with service providers that help us run the website and the product, under contracts that require them to protect it:
| Provider | Purpose | Location |
|---|---|---|
| Hostinger | Website hosting and our email | Indonesia (Jakarta) |
| AI model providers selected per deployment (for example Anthropic, OpenAI, Google) | Generating answers and drafts | Mainly outside Indonesia, depending on the provider |
| WhatsApp Business Platform (Meta) | The WhatsApp channel of Hicom System | Meta data centres, including outside Indonesia |
| Hicom System server, only if your company chooses to keep the activity log with us | Storing the activity log and chat history | India (Mumbai) |
We may also disclose data when Indonesian law or a lawful order from an authority requires it.
7. Transfers outside Indonesia
Some providers above process data outside Indonesia, including AI model providers and, if your company chooses to keep its activity log with us, our Hicom System server in Mumbai, India. When that happens we make sure, as UU PDP Article 56 requires, that the receiving country or the provider's contract gives a level of protection equal to or higher than Indonesian law.
8. How long we keep data
- Conversations with us: as long as needed to answer and follow up, and no longer than 2 years after our last contact, unless you become a customer.
- Product data: for as long as the contract with your company runs. When it ends, or when your company disables Hicom System, we delete or return the data we hold within 30 days, unless the law requires us to keep it longer. Data inside your ERPNext stays with your company.
- Server logs: see section 3.
9. Security
We protect data with encryption in transit (HTTPS), access limited to the people who need it, and the permission checks described in section 5. No system is perfectly secure. If a data breach affects your personal data, we will notify you or your company and the authority within 3 x 24 hours of becoming aware of it, as UU PDP Article 46 requires.
10. Your rights
Under the UU PDP you may ask us to:
- tell you what personal data we hold about you and how we use it, and give you a copy;
- correct data that is wrong or incomplete;
- delete your data, or stop or limit its processing;
- withdraw consent you gave earlier;
- receive your data in a commonly used format.
Send your request to bryant@hicomsystem.com. We may need to confirm your identity first, and we reply within 3 x 24 hours. For data inside a customer's ERPNext, we pass the request to that company, which decides as controller. If you are not satisfied with our answer, you may complain to the Indonesian data protection authority.
11. Children
Hicom System is a business product. It is not meant for children, and we do not knowingly collect children's personal data.
12. Changes to this policy
We may update this policy when the website, the product or the law changes. The date at the top shows the latest version. If a change significantly affects how we use customer data, we tell our customers before it takes effect.
13. Contact
PT Jaya Dinamis Bersaudara
Ruko Centre View Nomor 5, Batam, Indonesia
Email bryant@hicomsystem.com
WhatsApp +62 819 0301 0001