Privacy Policy

1. Introduction

iTenance ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our maintenance management system.

2. Information We Collect

We collect the following types of information:

• Personal Information: Name, email address, phone number
• Account Information: Username, password (encrypted), role, and preferences
• Work Information: Group assignment, shift schedule, machine assignments, hourly rate
• Usage Data: IP address, browser type, access times, and pages viewed
• Session Data: Login sessions, authentication tokens

3. How We Use Your Information

We use the collected information for:

• Providing and maintaining our service
• Managing your account and authentication
• Assigning and tracking maintenance tasks and tickets
• Sending notifications about work assignments and updates
• Analyzing usage patterns to improve our service
• Ensuring security and preventing fraud
• Complying with legal obligations

4. Data Sharing and Disclosure

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

• Within Your Organization: Other users in your tenant can see your name, role, and work-related information
• Service Providers: Third-party services that help us operate our platform (hosting, analytics)
• Legal Requirements: When required by law or to protect our rights

5. Your GDPR Rights

Under GDPR, you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a machine-readable format
• Right to Object: Object to processing of your personal data
• Right to Withdraw Consent: Withdraw consent at any time

To exercise these rights, please contact your system administrator or use the data export and account deletion features in your profile settings.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of passwords and sensitive data
• Secure HTTPS connections
• Regular security updates and monitoring
• Access controls and authentication
• Multi-tenant data isolation

7. Data Retention

We retain your personal data only as long as necessary for the purposes set out in this Privacy Policy, or as required by law. When you delete your account, we will either delete or anonymize your data within 30 days, unless we are required to retain it for legal purposes.

8. Cookies and Tracking

We use essential cookies for authentication and session management. For more information, please see our Cookie Policy.

9. International Data Transfers

Your data may be transferred to and processed in countries other than your country of residence. We ensure that appropriate safeguards are in place to protect your personal data in accordance with GDPR requirements.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact your system administrator or reach out to us at the contact information provided in your organization's settings.