Privacy Policy

This policy explains what personal data the iopoint mobile app, the iopoint web platform and the iopoint.io website collect, why, who receives it, how long it is kept and how to have it deleted.

Who we are

iopoint is provided by IOPOINT SOFTWARE L.L.C, a limited liability company registered in Dubai, United Arab Emirates (Department of Economic Development commercial licence no. 1575491).

• Address: Office 1801-38, Ontario Tower, Business Bay, Dubai, United Arab Emirates
• Email: [email protected]

iopoint is a business tool. Brands, distributors and agencies (our clients) use it to run retail field teams. Their field staff use the mobile app to record store visits, take photos, complete surveys and record interactions with consumers. Their managers review the results on the web platform.

For most data in this policy, we act on behalf of the client that uses iopoint. The client decides what its teams record and what it does with the results. If you are a client’s employee or a consumer who met one of its field teams, the client’s own privacy notice also applies to you.

What we don’t do

• We don’t show advertising in the app, the web platform or the website.
• We don’t sell personal data, and we don’t share it with anyone for their advertising.
• We don’t track you across other companies’ apps or websites. The app does not use the advertising identifier on iOS or Android, and it contains no advertising or marketing analytics SDKs.
• We don’t track your location in the background.
• The iopoint.io website sets no cookies and loads no analytics or tracking scripts.

Data we collect

Account data (field staff and platform users)

• Name, email address, country, role, supervisor, and the company you work for.
• Your password, which we store only in hashed form, and two-factor authentication settings if you turn them on.
• A profile photo, if you add one.
• Time-off requests you submit, including dates, reason and notes.
• Your device’s name, platform and app version, which the app sends with each request. On some Android phones, the device name is one you chose yourself.
• For web sign-ins, your IP address and browser type, stored with your session.

Your account is created by your employer, not by you.

Location

The app asks for location permission and reads your device’s location only while you are using it, at these moments:

• when you check in to, check out of, skip or cancel a store visit;
• when you tap the button to fill in a new store’s location.

We store the coordinates, their accuracy and the time with the visit or the store. This lets your employer confirm that visits happened at the right store. The app never collects your location in the background or records a route. If you deny the permission, visits are saved without your location.

Photos

The app uses your camera to take photos for your work, such as shelves, displays, point-of-sale materials, planograms, deliveries and receipts, store fronts and competitor activity. Some tasks ask for a selfie to confirm attendance. Photos are taken in the app only; the app does not read your photo library. Work photos can incidentally show people who were in the store.

Consumer data

Some clients run brand activations in which field staff talk to adult consumers and record the conversation in the app. Depending on the client’s questionnaire, this can include:

• the consumer’s name and mobile phone number;
• age or age group, gender and nationality;
• their answers to survey questions, such as which brands they use, how often, for how long and why they did or did not try a product. For tobacco brands, these answers include smoking habits;
• whether they bought something, how many items, and any gift or incentive they received;
• free-text comments from the field staff member.

To confirm that a phone number is real, the app can send a one-time verification code to the consumer by WhatsApp. We send the code only to verify the number. We don’t use it to send marketing messages.

Surveys and purchase records

• Store and market surveys: questions about a store, such as its products, prices, stock, displays and its customer mix. These are recorded per store and don’t identify individual shoppers.
• Purchase records: consumer purchases recorded during activations (see above), and business orders, sales, deliveries and invoices between stores and the client. Business records include store contact names, phone numbers and VAT numbers.

Diagnostics

When the app or the web platform runs into an error, it sends a diagnostic report to Sentry, our error-monitoring provider, so that we can fix problems. Reports can include:

• your user ID, name and email address, and your IP address;
• your device type, operating system and app version;
• app activity logs, which can include the coordinates of a visit check-in or check-out, visit IDs and the web address of an uploaded photo.

The web platform also uses Sentry to record a sample of sessions, and every session that has an error, as a screen replay. By default, Sentry masks text and images in these replays.

Consumer names, phone numbers and survey answers are not included in diagnostic logs.

Website visitors

The iopoint.io website has no forms, cookies or analytics. Cloudflare hosts it and processes your IP address and request details to deliver pages and protect the site from abuse. If you book a demo, the booking is handled by Calendly under its own privacy policy.

How we use data

We use personal data only to provide the Service to our clients, specifically for:

• Field operations: planning and verifying store visits, tracking attendance and time off, checking that stores meet agreed displays and planograms, managing stock, orders, deliveries and invoices, and measuring team performance.
• Research: producing reports and dashboards for the client, such as consumer and market insights, brand and product mix, trial rates, prices and distribution.
• Running the Service: signing you in, syncing data between devices and servers, providing support, keeping the Service secure, and diagnosing and fixing errors.
• Legal reasons: meeting legal obligations and responding to valid requests from authorities.

We don’t use personal data for advertising, and we don’t build advertising profiles.

Who can see or receive data

The client and its team

Each client’s data is kept in its own database. People with access to a client’s workspace can see its data:

• the client’s managers and supervisors;
• the brand the activity is run for, which can see consumer records, including names and phone numbers, and export them to spreadsheets;
• a small number of iopoint staff, who need access to support, maintain and secure the Service.

The client, not iopoint, decides how it uses the data it receives, under its own privacy notice.

Service providers

We use these service providers. Each receives only the data it needs to provide its service to us:

Provider	What it does	Data it receives
Our hosting provider	Runs our servers and databases	All data in the Service
Cloudflare	Stores photos, documents and database backups (R2), resizes images, renders invoice PDFs, hosts the website	Photos, invoices, backups, website requests
Sentry	Error monitoring and diagnostics, EU region for the app	Diagnostics described above
Bulk SMS Iraq and WhatsApp (Meta)	Delivers phone verification codes	Consumer phone number and the code
Expo	Delivers app updates	A random per-install ID, platform and app version
Email delivery provider	Sends password-reset and service emails	Your email address and the message
Carto, Bunny Fonts, STRICH	Map tiles, fonts and barcode scanning on the web platform	Your IP address and browser details

Barcode scanning in the mobile app runs on your device using Google ML Kit. Barcode images are not sent to Google. ML Kit may send Google technical performance data that does not identify you.

Other disclosures

We may disclose personal data if the law requires it, to protect people’s safety, or to protect the rights and security of iopoint and our clients. If iopoint is merged or sold, personal data may transfer to the new owner under this policy.

International transfers

We are based in the United Arab Emirates. Our clients and their teams work in several countries. Our service providers process data in other countries, including in the European Union for Sentry and across Cloudflare’s global network. We use providers that protect data in line with this policy.

How long we keep data

• Visit, location, photo, survey, consumer and purchase records: for as long as we provide the Service to the client, unless the client or the person concerned asks us to delete them sooner. We don’t currently delete these records on a fixed schedule.
• Accounts: while your employer uses iopoint. When an account or record is removed in the Service, it is first deactivated and hidden; we erase it permanently when the client or you ask us to.
• Sync logs: 2 months.
• Diagnostic reports: for Sentry’s retention period.
• Database backups: up to 2 years. Data deleted from the live Service disappears from backups as older backups expire.
• On your device: the app keeps work data on your device so it can work offline. Photos are removed from the device once uploaded. Signing out clears your account details; other work data stays on the device until a different user signs in or you choose Reset database in Settings.

Deleting data and your rights

Depending on the law where you live, you may have the right to access, correct or delete your personal data, or to object to how it is used.

• Field staff and platform users: your employer manages your account. Ask your employer, or email us at [email protected] and we’ll work with your employer to handle the request.
• Consumers: contact the brand that ran the activation, or email us at [email protected] with the phone number you gave. We will help the client find the records linked to that number and delete or anonymise them.

We may need to confirm your identity first. Data that a client is legally required to keep, such as invoices, may be kept for the required period.

Security

We protect data using:

• encryption (TLS) for all data sent between the app, the web platform and our servers;
• hashed passwords and optional two-factor authentication on the web platform;
• separate databases for each client;
• role-based access, so that people see only what their role allows.

No system is completely secure, and we cannot guarantee that data will never be accessed without permission.

Children

iopoint is a workplace tool and is not meant for children. Consumer activations recorded in the app are meant for adults only. If you think we hold data about a child, email [email protected] and we will delete it.

Changes to this policy

When we change this policy, we will post the new version on this page and update the date at the top. For significant changes, we will also notify our clients.

Contact

Questions or requests about privacy: [email protected], or write to IOPOINT SOFTWARE L.L.C, Office 1801-38, Ontario Tower, Business Bay, Dubai, United Arab Emirates.