Privacy Policy

1.Introduction

We collect only the data needed to provide and secure the Service, and we handle it in accordance with applicable data protection laws. This Policy should be read together with our Terms of Use.

2.Data We Collect

Depending on the features you use and the permissions of your account, we may collect:

• Account and profile data: name, username or user reference number, role and access permissions, email address, and phone or WhatsApp number. Passwords are never stored in readable form; we keep only a one-way cryptographic hash.
• Content you provide: records, forms, reports, inspections, tasks, notes, comments, approvals, signatures, and the photos, documents, and other files you upload.
• Form submissions: details you choose to submit through forms on the Site, such as an access request (name, position, and WhatsApp number) or other information you enter yourself.
• Messages handled by messaging features: where such features are enabled, the content of messages and attachments sent to or from the WhatsApp groups and email addresses connected to the Service, together with the sender’s name or number and the time sent, so that they can be turned into tasks, reminders, or summaries.
• Sign-in and technical data: sign-in events, IP address, browser and device type, pages requested, date and time of requests, and error logs generated by our servers.
• Cookies and local storage: as described in Section 5.

3.How We Use Data

We use personal data only to:

• operate the Service and provide its features to you;
• create, manage, and authenticate accounts and apply access permissions;
• send the notifications, reminders, reports, and messages that the Service is set up to send;
• respond to your requests and provide support;
• maintain, troubleshoot, and improve the performance and reliability of the Site;
• protect the Site, its users, and their data, including detecting and preventing unauthorised access, fraud, and abuse; and
• comply with legal obligations and enforce our Terms of Use.

4.What We Do Not Do

• We do not sell, rent, trade, or otherwise share personal data for commercial purposes.
• We do not use personal data for advertising, and we do not build advertising or marketing profiles.
• We do not use analytics, advertising, or cross-site tracking cookies.
• We do not use your data for any purpose that is incompatible with the purposes described in this Policy.

5.Cookies and Similar Technologies

The Site uses a small number of strictly necessary technologies:

• Session cookie: keeps you signed in securely and protects your session. The Site cannot function for signed-in users without it.
• Local storage in your browser: remembers interface preferences, such as filters, selected tabs, and unsent drafts. This information stays on your device.

You can delete or block cookies and local storage in your browser settings. If you block the session cookie, you will not be able to sign in.

6.Third-Party Services

We rely on the following service providers to run the Site. Each receives only the data needed for the stated purpose and processes it on our behalf:

Some of these providers may store or process data outside your country of residence. Where this happens, we take reasonable steps, consistent with applicable law, to ensure that your data remains protected.

7.Data Retention

We keep personal data only for as long as it is needed for the purposes described in this Policy:

• account data is kept while the account is active and is deleted or anonymised within a reasonable period after the account is closed;
• records, reports, and files are kept for as long as they are needed by the users who rely on them or until they are deleted;
• technical and security logs are kept for a limited period for security and troubleshooting purposes;

except where a longer period is required or permitted by law, or is needed to resolve disputes or enforce our Terms.

8.How We Protect Data

We apply reasonable technical and organisational measures to protect personal data, including encrypted connections (HTTPS), one-way hashing of passwords, role-based access permissions, restricted administrative access, and the use of reputable hosting and storage providers. No method of transmission or storage is completely secure, so we cannot guarantee absolute security; if we become aware of a breach affecting your data, we will act as required by applicable law.

9.Your Rights

Subject to applicable law, you may have the right to:

• access the personal data we hold about you and obtain a copy of it;
• correct data that is inaccurate or incomplete;
• delete your data when it is no longer needed or where there is no legal reason to keep it;
• object to or restrict certain processing, where there is a legal basis to do so; and
• withdraw your consent at any time, where processing is based on consent, without affecting processing carried out before withdrawal.

To exercise any of these rights, contact us at alrazi.ahmedg@gmail.com. We may need to verify your identity before acting on a request, and we will respond within the period required by applicable law. You may also have the right to lodge a complaint with the competent data protection authority.

10.Children’s Privacy

The Site is not directed to children, and we do not knowingly collect personal data from anyone under the age of eighteen (18). If you believe that a child has provided us with personal data, please contact us and we will delete it.

11.Changes to This Policy

We may update this Policy from time to time to reflect changes to the Service or to legal requirements. The updated Policy will be posted on this page with a new “Last updated” date, and significant changes will be highlighted on the Site where appropriate.

12.Contact

For any question or request about this Policy or your personal data, contact the Site Owner at alrazi.ahmedg@gmail.com.