Privacy Policy

1. Introduction

Delisys Technologies Ltd values your privacy. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our OPS360 platform and related services, including mobile applications, AI chatbot, e-signature functionality, file management, real-time communication, payment processing, and site audit tools.

We comply with applicable data protection laws including GDPR, CCPA, PDPA, and other relevant regulations.

Data Protection Officer: dpo@vops360.com

2. About Our Services

2.1 Business Context

OPS360 is a business-to-business (B2B) platform. When your organization provides you access:

• Your organization is the Data Controller for employment-related processing
• Delisys Technologies is the Data Processor for service delivery
• Both this policy and your organization's policies may apply

2.2 Our Services Include

• Platform Services: Project management, task tracking, team collaboration
• Mobile Applications: iOS and Android apps with offline capabilities
• AI Chatbot: Intelligent assistant for platform support
• E-Signature: Proprietary digital signature system with compliance tracking
• File Management: Secure cloud storage and document management
• Communication: Real-time chat and WhatsApp Business integration
• Payment Processing: Invoice generation and payment handling
• Site Audits: Location-based audit tools with offline functionality

2.3 Age Restrictions

Our services are not intended for individuals under 16 years of age.

3. Information We Collect

3.1 Personal Information

• Basic Details: Name, email, phone number, company information
• Account Data: Username, encrypted passwords, security settings
• Identity Verification: Government IDs, biometric data (with consent)

3.2 Platform Usage Data

• Work Activities: Projects, tasks, forms, calendar events
• Communication: Messages, file sharing, voice recordings
• AI Interactions: Chatbot conversations and queries

3.3 Financial Information

• Payment Data: Credit card details, bank information (processed securely)
• Transaction Records: Payment history, invoices, billing information
• Tax Information: VAT numbers, tax IDs as required

3.4 E-Signature Data

• Documents: Content and metadata of signed documents
• Signature Process: Digital signatures, timestamps, IP addresses
• Verification: Device fingerprints, location data during signing
• Compliance: Audit trails, completion certificates, consent records

3.5 Mobile App Data

• Location Information: GPS coordinates for site audits and location features
• Camera Data: Photos, document scans, videos
• Device Information: Device type, operating system, app version
• Offline Data: Temporarily stored audit data and files

3.6 Technical Data

• Usage Analytics: Feature usage, performance data, error reports
• Network Data: IP addresses, connection information
• Cookies: Website functionality and analytics cookies

3.7 Communication Data

• Chat Messages: Real-time messages and file sharing
• WhatsApp Integration: Business messages and contact information
• Notifications: Push notification preferences and delivery status

4. How We Use Your Information

4.1 Service Delivery (Contract Performance)

• Provide and maintain OPS360 platform functionality
• Process payments and generate invoices
• Enable e-signature workflows and compliance
• Facilitate communication and file sharing
• Deliver mobile app features and offline capabilities

4.2 Business Operations (Legitimate Interests)

• Improve service quality and develop new features
• Ensure security and prevent fraud
• Analyze usage patterns and optimize performance
• Provide customer support and troubleshooting

4.3 With Your Consent

• Marketing communications (withdrawable anytime)
• Location services and camera access
• Biometric data processing for identity verification
• Optional platform features and integrations

4.4 Legal Compliance

• Meet regulatory requirements and legal obligations
• Respond to legal requests and court orders
• Maintain required business and financial records
• Comply with e-signature and identity verification laws

5. Information Sharing

We do not sell your personal data. We may share information with:

5.1 Service Providers

• Cloud Services: Microsoft Azure, MongoDB Atlas for hosting
• AI Services: Azure OpenAI, Google Vision API for intelligent features
• Payment Processors: Stripe, PayPal, RazorPay for transaction processing
• Communication: WhatsApp Business API, Firebase for messaging
• Identity Verification: Third-party verification services (future)
• Analytics: Google Analytics, Firebase Analytics for usage insights

5.2 Legal Requirements

• Government authorities when required by law
• Law enforcement for valid legal requests
• Regulatory bodies for compliance purposes
• Financial institutions for payment processing

5.3 Business Transfers

In case of merger, acquisition, or asset sale (with same protections)

5.4 Emergency Situations

• To prevent harm or protect safety
• To respond to security threats or fraud

6. Data Security

We implement comprehensive security measures including:

6.1 Technical Safeguards

• Encryption: AES-256 for data at rest, TLS 1.3 for data in transit
• Access Controls: Multi-factor authentication and role-based access
• Secure Processing: Encrypted API communications and secure storage
• Mobile Security: App-level encryption and secure offline storage

6.2 E-Signature Security

• Proprietary System: Internal digital signature creation and validation
• Fraud Prevention: Device fingerprinting and location verification
• Audit Trails: Complete signing process documentation
• Compliance: Secure certificate generation and legal enforceability

6.3 Organizational Measures

• Staff Training: Regular security awareness training
• Access Management: Regular review of user permissions
• Incident Response: Comprehensive breach response procedures
• Vendor Management: Security assessments of third-party providers

7. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this Privacy Policy and as required by applicable laws.

Retention periods vary by data type and are detailed in our Data Retention Policy.

7.1 General Principles

• Service Duration: Data is retained while you use our services
• Legal Compliance: Some data must be retained for legal or regulatory requirements
• User Control: You can request deletion of your data subject to legal obligations
• Automatic Deletion: Data is automatically deleted according to our retention schedules

7.2 Key Retention Categories

• Account Data: Retained during service use plus additional period for business purposes
• Financial Data: Retained for 7 years as required by law
• E-Signature Data: Retained for 7 years for legal enforceability
• Communication Data: Retained for operational purposes
• File Storage: Retained until user deletion or account closure

For complete details on retention periods for all data types, please see our Data Retention Policy.

7.3 Data Deletion

When retention periods expire or upon your request, we will:

• Securely delete personal data from our systems
• Remove data from backup systems according to our schedules
• Provide confirmation of deletion when requested
• Retain some data longer only when required by law

If your account was created by an organization (e.g., your employer or service provider), your data is managed and owned by that organization. In such cases:

• You may request deletion of your personal data via the "Request My Data Deletion" option in your account settings
• Your request will be forwarded to the account administrator for review and action
• We will notify you of the outcome or any further steps required by your organization

8. Your Rights

Under applicable data protection laws, you have the right to:

8.1 Access and Correction

• Request access to your personal data
• Correct inaccurate or incomplete information
• Receive copies of your data in portable format

8.2 Deletion and Restriction

• Request deletion of your personal data (subject to legal obligations)
• Restrict processing under certain circumstances
• Object to processing based on legitimate interests

8.3 Consent Management

• Withdraw consent for marketing communications
• Disable location services, camera access, or push notifications
• Opt-out of biometric data processing

8.4 Automated Decision Making

• Request human review of automated decisions
• Understand how AI processing affects you
• Object to automated decision-making

8.5 How to Exercise Your Rights

Contact us at:

• General Privacy: privacy@vops360.com
• Data Protection Officer: dpo@vops360.com
• Service-Specific Requests: Use relevant contact for AI, e-signature, financial, or mobile app data
• Response Time: Within 30 days of your request

9. International Data Transfers

Your data may be processed in countries outside your jurisdiction. We ensure protection through:

• Standard Contractual Clauses: EU-approved terms for international transfers
• Adequacy Decisions: Transfers to countries with adequate protection
• Technical Safeguards: Encryption and security measures during transfer

9.1 Key Processing Locations

• Microsoft Azure: Global data centers with regional controls
• Google Services: Global infrastructure for maps and AI services
• Payment Processors: Regions specific to payment provider networks
• WhatsApp Business: Meta's global infrastructure

10. Cookies and Tracking

We use cookies and similar technologies for:

• Essential Functions: Website functionality and authentication
• Analytics: Usage statistics and performance monitoring
• Marketing: Targeted advertising (with consent)
• AI Enhancement: Improved chatbot responses

Cookie Management: You can control cookies through your browser settings or our consent manager.

11. Mobile App Permissions

Our mobile apps request permissions for:

• Location: Site audits and location-based features
• Camera: Document scanning and photo capture
• Storage: File management and offline data storage
• Notifications: Real-time alerts and updates
• Microphone: Voice messages and audio recordings

User Control: All permissions can be managed through device settings.

11.1 Mobile App Privacy

When you use the OPS360 mobile app, we may collect additional data specific to mobile environments, such as:

• Device identifiers (e.g., device ID)
• App usage analytics (e.g., screen views, feature usage)
• Crash logs and performance diagnostics
• Permissions (e.g., camera, storage, notifications) — only when you grant access

We use this data to ensure app performance, diagnose issues, and enhance user experience. No data is sold or shared with third parties without your consent, and we honor your opt-out preferences as per applicable laws.

You can manage your privacy settings from within the app at any time.

12. Data Breaches

In case of a data breach:

• Authority Notification: Within 72 hours to relevant authorities
• User Notification: Prompt notification when required by law
• Remediation: Immediate action to contain and remedy the breach
• Prevention: Enhanced security measures to prevent future incidents

13. Updates to This Policy

We may update this policy to reflect:

• Changes in our services or legal requirements
• New features or technology developments
• Industry best practices

Notification: Significant changes will be communicated via email and platform notifications.

14. Contact Information

14.1 Company Details

Delisys Technologies Ltd
Address: Suite 5, 22-26 Nottingham Rd, Stapleford, Nottingham NG9 8AA, United Kingdom
Email: info@vops360.com
Website: OPS360-Home Page

14.2 Privacy Contacts

• Data Protection Officer: dpo@vops360.com
• Privacy Team: privacy@vops360.com
• Security Incidents: security@vops360.com

14.3 Regulatory Authorities

If unsatisfied with our response, contact:

• UK: Information Commissioner's Office (ICO) - Home
• EU: Your local data protection authority
• US (California): California Attorney General's Office
• Singapore: Personal Data Protection Commission (PDPC)

15. Jurisdiction-Specific Provisions

15.1 European Union (GDPR)

• Clear legal basis for all processing activities
• Data Protection Officer appointed and contactable
• Rights to access, rectify, erase, restrict, port, and object
• Right to lodge complaints with supervisory authorities

15.2 California (CCPA/CPRA)

• Right to know what personal information is collected and how it's used
• Right to delete personal information (subject to exceptions)
• Right to opt-out of sale of personal information
• Right to non-discrimination for exercising privacy rights

15.3 Singapore (PDPA)

• Consent requirements for collection and use of personal data
• Data breach notification obligations
• Individual rights to access and correct personal data

15.4 Other Jurisdictions

We comply with applicable local data protection laws in all jurisdictions where we operate.

16. Final Provisions

16.1 Acceptance

By using OPS360 services, you acknowledge that you have read, understood, and agree to this Privacy Policy.

16.2 Right to Update

Delisys Technologies Ltd reserves the right to update, modify, or replace this Privacy Policy at any time at our sole discretion without prior notice.

16.3 Governing Law

This policy is governed by UK law, with additional compliance to local laws where services are used.

16.4 Entire Agreement

This Privacy Policy, together with our Terms of Service, constitutes our complete privacy commitment to you.

If you do not agree with this Privacy Policy, please discontinue use of our services and uninstall our mobile applications.