Privacy Policy
This policy explains what personal data the Captisworx platform handles, why, and what your choices are. It covers the web application, the workshop kiosk mode, and the Captisworx Field App for Android and iOS.
1. Who is responsible
Captisworx provides the platform to organisations (our customers). Your organisation decides who gets an account, which features are switched on, and how long its records are kept. For the data it records about you, your organisation is the data controller and Captisworx is its processor. For the account and contact details we need to run and support the service, Captisworx is the controller.
2. Data we process
| Category | What it contains |
|---|---|
| Account | Name, email address, role, a hashed password, an encrypted two-factor secret if you enable one, and the sign-in identifier from your organisation's single sign-on if it uses one. |
| Sign-in records | The email address used, the time, and the network address of each sign-in attempt. |
| Activity | An audit trail of the actions you take (for example checking equipment in or out, recording a calibration, changing a setting), and equipment custody records that show who holds an item. |
| Operational records | Vehicle telemetry including GPS positions, asset-tracking positions, inventory and stock records, driver and supplier contact details entered by your organisation, and documents, photographs and certificates uploaded by your organisation's users. |
| Phone app | The device name, platform and app version of each phone that signs in, so an administrator can see and sign out phones. |
| Usage metering | Counts of API calls and stored bytes per organisation, used for limits and billing. No message content. |
3. The Captisworx Field App
- You sign in with the account your organisation gave you. A sign-in token is kept in the phone's secure storage (Android Keystore or iOS Keychain) so you stay signed in; it expires under your organisation's session policy and when an administrator signs the phone out.
- The camera is used only when you choose to scan a barcode or photograph a calibration or test certificate. Photographs are uploaded to your organisation's records and are not saved to your photo library.
- The app does not collect your location, contacts, or advertising identifiers, contains no advertising, and includes no analytics or tracking software.
- The app talks only to Captisworx servers over encrypted connections.
4. Why we process it
- To provide the service your organisation subscribes to: dashboards, alerts, reports, equipment management and the phone app.
- To keep the service secure: authenticating you, detecting misuse, and keeping an audit trail your organisation can review.
- To support your organisation and to measure usage for limits and billing.
We do not sell personal data and we do not use it for advertising.
5. Where it is stored
The platform, its database and the files your organisation uploads are hosted by Railway in the European Union (Netherlands). Data is encrypted in transit and at rest, and uploads are held under a per-organisation quota.
6. Who we share it with
We use a small number of service providers, each bound by their own terms and data-processing agreements:
| Provider | Purpose | What they receive |
|---|---|---|
| Railway | Hosting and backups | All platform data, as the host of the application and database. |
| Microsoft 365 | Sending email | Alerts, reports, purchase orders and password-reset messages addressed by your organisation. |
| Sentry | Error monitoring | Error reports with passwords, tokens and cookies removed; no request bodies or session recordings. |
| Anthropic | AI features, only when your organisation switches them on | Aggregated operational context for insights (equipment holders' names for inventory insights; no GPS coordinates or email addresses), and the image of a certificate when certificate reading is enabled. |
| Sensolus | Asset-tracking integration, only when your organisation connects it | Device positions, readings and zone definitions exchanged with your organisation's own Sensolus account. |
| Microsoft Entra ID | Single sign-on, only when your organisation enables it | The standard sign-in exchange: your identifier, name and email from your organisation's directory. |
| OpenStreetMap / Nominatim and Esri | Map tiles and place names | Map coordinates only, rounded and with no identifiers; tiles are fetched through our servers. |
7. How long we keep it
- Accounts: for as long as your organisation keeps them. An administrator can delete a user in the web app; historical activity keeps a numeric reference for audit integrity, not your details.
- Sign-in and error logs: 180 days. Audit trail: 365 days. Usage metering: up to 730 days.
- Telemetry, tracking and inventory records: for the period your organisation configures in its retention settings.
- When an organisation's subscription ends and it is deleted, its live data is purged within hours; copies in backups age out within about three months.
8. Your rights
Under the GDPR and similar laws you may ask to access, correct, export or delete your personal data, or to object to or restrict its processing. Because your organisation controls your account, the quickest route is its administrator, who can update or delete your account in the web app. You can also write to us at no-reply@captisworx.com, and you may complain to your local data-protection authority.
9. Security
Passwords are stored as salted hashes, two-factor secrets and integration credentials are encrypted, every request is checked against your organisation and role, and administrators can end any session, including a phone's, at any time.
10. Children
The platform is a business tool for working adults. It is not directed at children and we do not knowingly process children's data.
11. Changes
When this policy changes we will update the effective date above. Material changes are announced to our customers' administrators.
12. Contact
Questions about this policy or your data: no-reply@captisworx.com.