Jesto HRMS Privacy Policy

Last updated: 1 September 2026

This policy explains what information Jesto HRMS collects, how we use it, and the choices you have. Jesto HRMS helps organisations manage their people — employee profiles, personal and employment details, attendance, leave, and HR documents and records.

Jesto HRMS is part of the Jesto platform. This page covers the data specific to Jesto HRMS; our main Jesto Privacy Policy also applies. In most cases your employer or organisation is responsible for the employee information stored in HRMS and decides how it is used; Jesto processes that information on their behalf. If you are an employee with questions about your own records, please contact your HR team first.

1. Information we collect

Account and profile information

Login details and the profile used to access the app (or the basic profile shared by your identity provider when signing in with SSO).

Employee profile information

• Name, contact details, and profile photo.
• Employee ID, job title, department, reporting manager, and work location.
• Employment dates, employment type, and status.

Personal information

Additional personal details your organisation chooses to record, which may include date of birth, gender, home address, emergency contacts, and government or identification numbers. Some of this may be sensitive information — your organisation decides what to collect and is responsible for having a lawful reason to do so.

Attendance and leave

Attendance records, leave balances, and leave requests and approvals.

Documents

HR documents that you or your organisation upload, such as contracts, letters, certificates, and identification documents.

HR records

Role and status changes, HR notes, and other employment-related records maintained by your organisation.

Technical information

IP address, browser and device type, and log data collected automatically when you use the app.

2. How we use your information

• Maintain employee profiles and central HR records.
• Manage attendance, leave requests, and approvals.
• Store and organise HR documents securely.
• Support HR processes and reporting for your organisation.
• Authenticate users, keep accounts secure, and prevent misuse.
• Respond to support requests and improve the service.
• Meet legal obligations, and help your organisation meet theirs.

3. Data storage and security

Jesto HRMS data is hosted on secure cloud infrastructure (Microsoft Azure and Amazon Web Services). Because HR data can be sensitive, we protect it with encryption in transit, access controls that limit who can view records, activity logging, and regular security reviews. No system can be guaranteed completely secure, but we work continuously to protect your information.

4. Data sharing and third-party services

We do not sell your information. We share it only in these situations:

• With service providers who help us run the app (such as cloud hosting and email delivery) under written contracts.
• With your identity provider when you choose to sign in using SSO.
• With authorised HR staff, managers, and administrators in your organisation, according to the access your organisation configures.
• When required by law, or to protect the rights, property, or safety of Jesto, our users, or others.
• As part of a merger, acquisition, or similar transaction, with appropriate safeguards.

5. Cookies and tracking

The Jesto HRMS app uses essential cookies to keep you signed in and remember your preferences. Our marketing website uses analytics cookies (such as Google Analytics and Microsoft Clarity) to understand how the site is used. You can manage cookies through your browser settings; disabling some may affect functionality.

6. Data retention

Employee records are kept for as long as your organisation's account is active and as long as your organisation needs them for employment, legal, and record-keeping purposes. Your organisation controls its own data and can export or request deletion of records. When information is no longer needed, we delete or anonymise it, subject to any retention your organisation is legally required to keep.

7. Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict, or receive a copy of your personal information, and to object to certain uses. Because your employer usually controls HR records, please direct requests to your HR team; if you contact us at support@jesto.ai, we will support your organisation in responding.

8. Account and user responsibilities

• Keep your login details secure and do not share your account.
• If you manage HR records, make sure information is accurate and access is given only to those who need it.
• Organisations are responsible for having a lawful basis to collect employee data, for informing their employees, and for handling sensitive information appropriately.

9. Changes to this policy

We may update this policy from time to time. If we make material changes, we will update the date above and, where appropriate, notify you by email or within the app. Continued use of Jesto HRMS after changes take effect means the updated policy is accepted.

10. Contact