Jikan
Privacy Policy
Last updated 1 November 2026
Jikan is a rostering and workforce app developed by Kunolabs ("we", "us"). Venues use it to manage their staff. This policy explains how Jikan handles your information when the venue you work for ("your venue") gives you access. Your venue decides how it uses Jikan and is responsible for the employment records it keeps there.
Information we collect
- Account and contact details: name, preferred name, email address, mobile number, date of birth, address, emergency contact, profile photo and language.
- Employment details: role, access level, employment type, pay basis and rate, payroll ID, and documents such as certificates.
- Work records: rostered shifts, clock-in and clock-out times, breaks, absences, timesheets, availability, and leave and shift swap requests.
- Communications: messages, photos and files you send, announcements, and what you have read.
- Location: only if your venue uses the clock-in location check, as described below.
- Device and usage information: sign-ins, app opens, last-active time, platform, operating system, app version and notification token.
How we use your information
We use your information to provide Jikan: to run rosters, record hours for payroll, handle requests, deliver messages and notifications, show your venue how the team uses the app, keep the service secure, and meet legal obligations. We do not sell your information, show advertising or track you across other apps and websites.
Location
If your venue turns on the clock-in location check, Jikan asks for permission to use your location while you are using the app. It reads your location while the clock screen is open and records it when you clock in or out. Jikan does not collect your location in the background. Your venue's owner and shift managers see your distance from the venue. If your venue requires a location, you may need to allow it or use the venue's kiosk to clock in. You can change this permission at any time in your phone's settings.
How we share your information
Within your venue. Your venue's owner and shift managers can see the information they need to manage staff. Colleagues can see your name, photo, role, published shifts and team chat messages, when you were last active in the app, and whether you have seen the messages they send you. Your mobile number and email address are shown to colleagues only if you choose to share them, except for owners and shift managers, whose contact details are shown to staff. Direct messages can be read only by the people in the conversation, unless one of them reports a message.
Service providers. We use providers to run Jikan: Oracle Cloud (hosting), Expo, Apple and Google (push notifications) and Resend (account recovery email). If your venue turns on the related feature, information may also go to its payroll provider (Xero or Reckon), other systems it connects, Cloudflare (encrypted backups) and a text-reading service for roster imports, with staff names removed. Some providers may process information outside Australia, including in the United States.
Calendar services. If you add your shifts to a calendar, your calendar provider keeps a copy under its own terms.
Legal reasons. We may disclose information where the law requires it.
Storage and security
Your information is stored on servers in Australia and encrypted in transit. Passwords are stored only as one-way hashes.
How long we keep your information
We keep your information while you work at your venue, and afterwards for as long as your venue needs it for its employment records. Time and pay records are kept for 7 years, as Australian workplace law requires. Messages and files are kept for the period your venue sets, ten years by default. Sign-in and usage records are deleted after 13 months, and backups expire within about 13 months. Deletion may be paused while a legal matter is open.
Your choices and rights
You can see and update much of your information in the app, and turn off notifications, location and calendar access in your phone's settings. To request a copy of your information or a correction, or to make a complaint, contact us below. If you are not satisfied with the response, you can complain to the Office of the Australian Information Commissioner.
Deleting your account
To delete your Jikan account and its data, open Your account in the app, choose Delete my account and enter your password. Your account is deleted within 30 days, and you can cancel until then. If you cannot use the app, email kunolabs.dev@gmail.com from the address you sign in with, using the subject Delete my Jikan account. A venue owner must transfer ownership in the workspace before deleting their account.
What is deleted: your login, profile details, documents, availability, open requests, notification and usage records, and the content of messages you sent.
What is kept: the time, leave and pay records your venue must keep by law. They are kept under a de-identified name for up to 7 years and used for nothing else.
Children
Jikan is a workplace app and is not directed at children.
Changes to this policy
We will update this page when this policy changes, and tell you in the app about changes that matter.
Contact us
Kunolabs: kunolabs.dev@gmail.com