Privacy Policy

1. Introduction

Welcome to Xyvaro, a field service management platform designed for small to mid-size businesses. This Privacy Policy explains how Xyvaro ("we," "our," or "us") collects, uses, discloses, and protects your personal information when you use our mobile applications, web platform, and related services (collectively, the "Service").

By using our Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Personal Information

We collect personal information that you voluntarily provide to us when you:

• Register for an account and create your organization/tenant
• Use our mobile application or web platform
• Contact us for customer support
• Subscribe to our newsletters or marketing communications
• Participate in surveys or feedback sessions

This personal information may include:

Account Information: Name, email address, phone number, password, company name, job title
Business Information: Organization details, billing address, payment information
Client Data: Information about your customers including names, addresses, contact details, property information, service history
Job Data: Work orders, quotes, invoices, scheduling information, service details
Communication Data: Messages, notes, emails, SMS communications related to service delivery

2.2 Technical Information

When you use our Service, we automatically collect certain technical information:

Device Information: Device type, operating system, browser type, device identifiers
Usage Information: Pages visited, features used, time spent, click patterns
Location Data: GPS coordinates for job site check-ins and route tracking (with your permission)
Performance Data: Error logs, crash reports, response times
Network Information: IP address, internet service provider, network type

2.3 Third-Party Information

We may collect information from third-party services integrated with our platform:

Payment Processors: Transaction data from Stripe for payment processing
Communication Services: Delivery confirmations from email and SMS providers
Maps and Location: Address validation and route information from mapping services
Cloud Storage: File metadata from integrated storage services

3. How We Use Your Information

3.1 Service Delivery

We use your information to provide and improve our field service management platform:

check Account creation, authentication, and user management

check Processing and managing work orders, quotes, and invoices

check Scheduling and dispatching field technicians

check Facilitating communication between your team and clients

check Processing payments and managing billing

check Providing customer support and technical assistance

check Generating reports and analytics for your business

3.2 Platform Improvement

trending_up Analyzing usage patterns to improve user experience

new_releases Developing new features and functionality

bug_report Fixing bugs and addressing technical issues

shield Ensuring platform security and preventing fraud

science Conducting research and development activities

3.3 Communication

email Sending transactional emails and notifications

update Providing product updates and feature announcements

campaign Marketing communications (with your consent)

support_agent Customer support and technical assistance

gavel Legal notices and policy updates

4. Information Sharing and Disclosure

4.1 Service Providers

We share information with trusted third-party service providers who assist us in operating our platform:

cloud

Cloud Infrastructure: AWS/GCP for hosting and data storage

payment

Payment Processing: Stripe for secure payment transactions

send

Communication Services: SendGrid for email delivery, Twilio for SMS

analytics

Analytics: Service providers for usage analytics and performance monitoring

support

Customer Support: Help desk and support ticket management systems

4.2 Business Transfers

If Xyvaro is involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you before your personal information is transferred and becomes subject to a different privacy policy.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

gavel Court orders, subpoenas, or other legal processes

account_balance Government investigations or regulatory requests

security Protecting our legal rights and interests

report Preventing fraud, security breaches, or illegal activities

health_and_safety Protecting the safety of our users or the public

5. Multi-Tenant Data Isolation

Xyvaro operates as a multi-tenant platform, meaning multiple organizations use our shared infrastructure. We implement strict data isolation measures to ensure that:

• Your organization's data is completely separate from other tenants
• Users can only access data belonging to their organization
• Role-based permissions control access within your organization
• Data encryption protects information both in transit and at rest
• Regular security audits verify the integrity of our isolation measures

6. Data Security

We implement industry-standard security measures to protect your personal information:

• Encryption: All data is encrypted in transit using TLS 1.2+ and at rest using AES-256
• Authentication: Multi-factor authentication and secure token-based API access
• Access Controls: Role-based permissions and principle of least privilege
• Network Security: Firewalls, intrusion detection, and DDoS protection
• Regular Audits: Security assessments and penetration testing
• Employee Training: Security awareness and data handling procedures
• Incident Response: Procedures for detecting and responding to security incidents

7. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy:

• Active Accounts: Data is retained while your account remains active
• Closed Accounts: Data may be retained for up to 3 years after account closure for legal and compliance purposes
• Financial Records: Payment and billing data retained for 7 years for tax and audit purposes
• Communication Records: Support tickets and communications retained for 2 years
• Legal Requirements: Some data may be retained longer to comply with applicable laws

8. Your Rights and Choices

8.1 Access and Correction

You have the right to:

• Access your personal information stored in our systems
• Correct inaccurate or incomplete information
• Update your account settings and preferences
• Download your data in a portable format

8.2 Communication Preferences

• Opt out of marketing communications at any time
• Choose which notifications you want to receive
• Update your communication preferences in account settings

8.3 Data Deletion

• Request deletion of your personal information (subject to legal requirements)
• Close your account and request data removal
• Note: Some information may be retained for legal compliance

9. Location Information

Our mobile application may request access to your device's location services to provide:

• GPS tracking for job site check-ins and route optimization
• Location stamps for time tracking and service verification
• Navigation assistance to job sites
• Geofencing for automated job status updates

You can control location permissions through your device settings. Disabling location services may limit certain features of our application.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

• Essential Cookies: Required for basic platform functionality
• Performance Cookies: Help us understand how users interact with our platform
• Authentication Tokens: Keep you logged in securely
• Preference Cookies: Remember your settings and customizations

You can control cookie settings through your browser, but disabling certain cookies may affect platform functionality.

11. Children's Privacy

Our Service is not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information promptly.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that such transfers comply with applicable data protection laws and implement appropriate safeguards to protect your information.

13. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect and how it's used
• Right to delete personal information (subject to exceptions)
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

14. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Displaying in-app notifications about policy changes
• Updating the "Last Updated" date at the top of this policy

Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us:

email Email: privacy@xyvaro.com

business Data Protection Officer: dpo@xyvaro.com

location_on Address: Xyvaro, Inc.
123 Tech Street, Suite 100
San Francisco, CA 94105
United States

phone Phone: +1 (555) 123-XYVA