Privacy Notice - Aptora Mobile 360

This notice explains what the Aptora Mobile 360 app (the App) does with information. It is written for the people who use it: technicians, installers, service managers and office staff at a business that licenses Aptora software.

The short version. The App is a work tool. Everything in it belongs to your employer. It collects what it needs to do the job and nothing else. There is no advertising, no analytics, no tracking across other apps, and nothing is sold.

1. Who is responsible for your information

Two organizations are involved and it matters which is which.

1. Your company — the business that licenses the App and set up your account — decides what the App is used for, what it collects, who inside the business can see it and how long it is kept. In privacy law they are the controller, or business.
2. Aptora Corporation — we build and run the software. We handle information on your company’s instructions and for no purpose of our own. In privacy law we are the processor, or service provider.

Practically, this means questions about your records — what is held, why, who can see it, please delete it — are answered by your company. We help them answer; we do not answer over their head. Section 9 says how to ask.

2. What the App collects

2.1 Your account and how you sign in

• Your user name, and your password, which is checked by Aptora’s sign-in service and is never readable by the App.
• The company file you signed in to, and the employee record your sign-in is linked to.
• What you are allowed to do in the App, which your company sets.
• The fact and time of each sign-in and sign-out.

You cannot create an account in the App. Accounts are created by your company in Aptora 360 or Total Office Manager, and removed there.

2.2 The work you record

This is most of what the App holds, and it is your company’s business records: customers and jobs, work orders, invoices, estimates, purchase orders, equipment, parts, service agreements, timesheets, notes and contact logs. Those records contain personal information about other people — your company’s customers, and your colleagues. You are handling it on your company’s behalf.

2.3 Location

The App can use your device’s location in four separate ways. Each one is separate, each one needs your device’s permission, and none of them happens without it.

• Location sharing while you work. Where your company has turned this on, the App sends your position every few minutes while you are signed in and the App is on screen, so the office can see where you are alongside the trucks. It is off unless your company turns it on, it stops when you sign out, and a browser cannot do it in the background at all. Where your company uses the Android app, that app reports while it is running; it stops when you sign out and does not restart by itself after a reboot.
• Photos. A photo taken with the camera inside the App can carry the spot it was taken at, in the picture file itself. A photo you pick from your gallery keeps whatever it already had and is never re-stamped with where you are now. You can turn the stamping off in your settings.
• Signatures. Where your company has asked for it, the place a customer signed is saved with the signature.
• Maps and directions. When you ask the App to show where you are or to route you to a job, it uses your position for that and does not keep it.

Location sharing is workplace monitoring, and several states require your employer to give you notice, or to obtain your agreement, before monitoring you electronically. Aptora provides this notice and the consent screen so your company can meet that obligation; whether and how they use the feature is their decision and their responsibility.

2.4 Photos, files and signatures

• Pictures you take or choose for a job, and files you attach.
• Signatures captured on the screen, and the name and title typed with them.

These are stored with the record they belong to, in your company’s document store. The App reads your camera and your files only when you tap to add something; it does not browse your device.

2.5 Payments

When you take a card payment, you key the customer’s card number, expiry date and security code. Those details are sent over an encrypted connection to the payment gateway your company has an account with, which authorizes the payment. The security code is never stored. What comes back — an approval, an authorization code, the amount, and the last digits of the card — is saved with the payment record so the office can reconcile it. Aptora is not a payment processor and never holds the money.

2.6 Notifications

If you turn on notifications, your browser or phone creates a subscription that lets us send a message to that one device, and the App stores it. It identifies the device, not you personally, and it is deleted when you turn notifications off or the device stops accepting them.

2.7 Your device and connection

• Device model and operating system, browser and version, screen size and time zone. The About screen shows you exactly what your device reported.
• IP address, in server logs.
• Where your company uses the Android app, an identifier that app generates for itself so the office can match the handset to a person. It is not your phone’s serial number, IMEI or advertising ID; the App cannot read those and does not try.

2.8 The audit trail and diagnostics

Your company’s audit trail records events with your name and the time: signing in and out, adding and changing records, deleting a document or a photo, changing another user’s permissions, taking a payment, and agreeing to this notice. It is a record of what was done, not of what was looked at.

When something goes wrong the App writes a diagnostic entry with a reference number so support can find it. Those entries can contain the address of the page and technical detail about the failure.

3. What the App does not collect

The App does not read your contacts, your text messages, your call log, your microphone, your health data or your browsing history. It has no advertising, no advertising identifier, no analytics package and no third-party tracker of any kind. It does not collect biometric data; where your device unlocks with a fingerprint or a face, that stays on your device and the App never sees it. It does not track you across other apps or websites, and it never will.

4. What it is used for

• Doing the job: showing you your work, letting you record what you did, and getting it back to the office.
• Proving who you are and enforcing what your company allows you to do.
• Taking payments, where your company uses that feature.
• Telling you about work assigned to you, where you have turned notifications on.
• Showing the office where their people are, where your company has turned location sharing on.
• Keeping your company’s audit trail.
• Keeping the App working: finding and fixing faults, and protecting it against misuse.
• Meeting a legal obligation, or defending a legal claim.

We do not use your company’s information, or yours, to build products, to train anything, to profile anybody or to market to anybody.

5. Who else sees it

5.1 Inside your company

Whoever your company allows. Managers, dispatchers and the office see the work you record and, where it is switched on, where you are.

5.2 Service providers

A short list, each used for one job, each bound to use the information only to provide that service. Some appear only where your company has chosen to use the feature.

5.3 Nobody else

We do not sell personal information, and we do not share it for cross-context behavioral advertising, under any state privacy law. We disclose information outside the list above only where the law requires it — a subpoena, a warrant, a court order — or where it is necessary to protect somebody’s safety or the security of the service. Where we are permitted to, we tell your company first.

6. Where it is kept

Your company’s information is held in the United States. If you use the App from outside the United States, your information is transferred there and handled under United States law. Aptora’s Data Processing Addendum, at aptora.com/legal/dpa, covers the terms your company can rely on for that transfer.

7. How long it is kept

Your company decides. Business records are generally kept for as long as the business needs them and as long as tax and employment law requires. Two things have their own shorter life:

• A notification subscription is deleted when you turn notifications off, or when the device stops accepting them.
• Diagnostic entries are kept only as long as they are useful for fixing a fault.

When your company stops using Aptora software, their data is dealt with under their agreement with us and the Data Processing Addendum.

8. Security

Traffic between the App and the server is encrypted. Access is controlled by your company’s own user permissions, so people see what their role allows. Stored card details, where the system keeps any, are encrypted. Aptora’s Information Security Policy and its Data Security and Incident Response Commitment, both at aptora.com/legal, describe the controls and what happens if there is an incident.

No system is perfectly secure, and we do not claim otherwise. If you think an account has been compromised, tell your company’s Aptora 360 administrator immediately.

9. Your rights and choices

9.1 On your device

Location, camera, files and notifications are all permissions you grant and can withdraw at any time in your device’s settings. The App keeps working without them; the feature that needed one stops. See Permissions and disclosures for what each one costs you.

9.2 In the App

Under Settings you can turn notifications on and off for each device, and turn off stamping photos with where they were taken.

9.3 Access, correction and deletion

Depending on where you live, you may have the right to see what is held about you, to correct it, to have it deleted, to get a copy of it, or to object to some uses of it. Because the records belong to your company, those requests go to them. Your data explains how, and what to do if you cannot get an answer.

9.4 Refusing

You are free not to agree to this notice, and to sign out instead. You will not be able to use the App, because we cannot run it without doing the things described here. That is a decision to discuss with your employer, not with us.

10. Children

The App is a workplace tool for people of working age. It is not directed to children and we do not knowingly collect information from anybody under 13. If you believe a child’s information has reached the App, tell us and we will have it removed.

11. Canada and other countries

Aptora publishes a separate Canadian privacy policy at aptora.com/legal/privacy-ca. Where you are covered by it, or by another country’s law, that law’s requirements apply in addition to this notice.

12. Changes

We will update this notice when what the App does changes. The version and date at the top of this page tell you which one you are reading. When a change alters what the App collects, who receives it, or what you are agreeing to, the App asks you to read and accept the new version before you carry on. Your agreement is recorded with the version number and the date, so it is always clear what you agreed to.

13. How to contact us

Ask your company first for anything about your own records. For questions about this notice or about how the App works, contact us:

Aptora Corporation
8877 Bourgade Avenue
Lenexa, Kansas 66219
United States

Email: helpdesk@aptora.com
Phone: (913) 492-9930
Web: https://www.aptora.com