HireLogic Mobile App Privacy Policy

Who is responsible for your data

The App is used by people who work for a hire business (your "employer"). Which of us is responsible for a given piece of data depends on what it is.

• Your employer is the data controller for the business records you see and create in the App: stock items, bookings, hire contracts, delivery jobs, customer names and site addresses, and any photos you take as part of your work. HireLogic processes that data on your employer's instructions under the agreement between HireLogic and your employer. Requests about that data should go to your employer in the first instance.
• HireLogic is the data controller for your account and login details, for diagnostic and crash data generated by the App, and for any correspondence you have with us directly.

What data the App collects

The App collects only what it needs to sign you in, do your job and stay working.

• Account details. Your name, work email address, role and the HireLogic account you belong to, all of which are set up by your employer in HireLogic. The App stores a session token on the device so you stay signed in.
• Business records synced to the device. Stock items, bookings, hire contracts, delivery jobs and the customer contact details and site addresses attached to them. The App keeps a local copy of the records you need so it keeps working without a connection.
• Photos. When you use the camera or choose an image from your photo library in the App, the photo is attached to the relevant item, contract or delivery job and uploaded to your employer's HireLogic account. Photos are used for nothing else. The App does not read or upload other photos on your device.
• Diagnostic and crash data. If the App crashes or hits an error, a report is sent to our error-monitoring service. A report contains the device model and operating system version, the App version, the time of the error, a technical trace of what the App was doing and a pseudonymous identifier for your installation. Your IP address is visible to the service when the report is received and is not stored with the report.

The App does not collect your location, read your contacts, use the microphone, or use advertising identifiers. It contains no advertising and does not track you across other apps or websites.

Device permissions

• Camera. Requested the first time you take a photo in the App. You can take photos of stock items, delivery proof and similar records. Deny or revoke the permission in your device settings and the App works normally except for taking photos.
• Photo library. Requested only if you choose to attach an existing image rather than take a new one. On recent versions of iOS and Android you can limit access to the images you select.
• Network access. Used to sync with HireLogic and to send crash reports.

How we use your data

• To sign you in and show you the records your employer has given you access to.
• To sync the changes you make in the App, including photos, back to your employer's HireLogic account.
• To find and fix faults in the App using crash and diagnostic data.
• To respond to support requests and to notify you or your employer about security or service issues.

We do not use your data for marketing, profiling or automated decision-making, and we do not sell it.

Our legal basis

Where HireLogic is the controller, we rely on the following bases under the UK GDPR and the Data Protection Act 2018:

• Performance of a contract: providing the App and the HireLogic service to your employer, which includes managing your access to it.
• Legitimate interests: keeping the App secure, reliable and free of faults. We have weighed this against your interests and collect the minimum diagnostic data needed to do so.
• Legal obligation: where we must keep or disclose data to comply with the law.

Where HireLogic processes business records on behalf of your employer, your employer is responsible for the legal basis and for telling you how it uses your data at work.

Who we share data with

We share personal data only with the following, and only as far as needed to run the App:

• Your employer, who can see the records and photos you create in the App through their HireLogic account.
• Hosting and infrastructure providers that store and serve the HireLogic platform.
• Sentry (Functional Software, Inc.), which receives crash and diagnostic reports as described above.
• Professional advisers, regulators or law enforcement where we are legally required to disclose data.

Each provider acts on our written instructions and may only use the data to provide its service to us.

International transfers

HireLogic is based in the United Kingdom. Some of our providers process data outside the UK, including in the United States. Where that happens we rely on a UK adequacy decision or on the UK International Data Transfer Agreement or Addendum, together with any further safeguards required, so that your data has equivalent protection.

How long we keep data

• Account details are kept while your employer's HireLogic subscription is active and your account is enabled, and are deleted or anonymised within 90 days of your account or the subscription being closed.
• Business records and photos are kept for as long as your employer keeps them in HireLogic and are governed by the agreement between HireLogic and your employer.
• Crash and diagnostic reports are kept for 90 days and then deleted automatically.
• Data cached on your device is removed when you sign out of the App or uninstall it.

Security

Data moving between the App and HireLogic is encrypted in transit. Data stored on the device is held in the App's private storage and is protected by your device passcode or biometric lock. Access to the HireLogic platform is restricted to staff who need it and is logged. Keep your device locked and sign out of the App if the device is shared or leaves your possession.

Your rights

Under UK data protection law you have the right to ask for a copy of the personal data we hold about you, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Some rights are limited where we need to keep data to provide the service or meet a legal obligation.

To exercise a right in relation to data HireLogic controls, email info@hirelogic.co.uk. We will respond within one month. For business records controlled by your employer, contact your employer; we will help them respond.

You can also complain to the Information Commissioner's Office at ico.org.uk. If you use the App outside the UK, you may have similar rights under your local law and can raise them with us in the same way.

Children

The App is a workplace tool and is not intended for anyone under 16. We do not knowingly collect data from children.

Changes to this policy

We will update this page if the App starts collecting new data or using it differently, and will change the effective date above. Where a change materially affects you we will also tell you in the App or through your employer.

Contact us

HireLogic Ltd, Belfast, Northern Ireland. Email: info@hirelogic.co.uk.