Hubmatrix Technology Private Limited (“Hubmatrix”, “we”, “our”, or “us”) is committed to respecting and protecting the privacy of users of the Hubmatrix mobile application (“App”). This Privacy Policy explains what information may be collected or processed through the App, how that information may be used and shared, and the choices available to users.
The App may provide business and facility-management features such as asset identification, QR code scanning, preventive maintenance (PPM), inspections, checklists, maintenance requests, operational notifications, and related reporting. Available features may differ depending on the organization’s deployment and configuration.
1. Scope of This Policy
This policy applies to information handled through the Hubmatrix mobile application and its related services. It does not automatically cover third-party websites, applications, or services that may be linked from the App. Those services may have their own privacy policies.
2. Information That May Be Collected or Processed
The categories below describe information that may be processed depending on the features enabled, the organization’s configuration, and permissions granted by the user. Hubmatrix should confirm the actual data collected by the production App before publishing this policy.
2.1 Account and Identity Information
- Name, username, employee or user identifier, and account details.
- Email address or phone number, where provided.
- Organization, department, assigned site, role, and access permissions.
- Authentication and account administration information.
2.2 Facility and Work Information
- Asset IDs, QR code values, asset descriptions, and associated site or building details.
- Preventive maintenance schedules, checklist responses, inspection results, and completion status.
- Maintenance requests, breakdown reports, work orders, comments, and operational history.
- Photos or files that users choose to submit with an inspection, maintenance request, or report.
2.3 Camera and QR Code Scanning
If the App provides QR scanning or photo capture, it may request access to the device camera. The camera may be used to scan asset codes or capture images attached to operational records. The App should access the camera only as needed for the selected feature and in accordance with the device permission and applicable law.
2.4 Location Information
If location-enabled functionality is implemented, the App may process location information to support site-related workflows or other location-based features. Whether location is collected, how precisely it is collected, and whether it is accessed while the App is in the background depend on the actual implementation and the permissions granted. Any background or continuous location use must be specifically disclosed and justified before publication.
2.5 Device, Diagnostics, and Usage Information
Where applicable, the App or its service providers may process technical information such as device model, operating system version, App version, crash reports, diagnostic logs, and performance information to maintain reliability, troubleshoot errors, and protect the service. Include this category only to the extent it reflects the actual App and its SDKs.
2.6 Notifications
The App may send notifications about assigned tasks, maintenance schedules, checklist activities, service requests, and other work-related updates. Notification delivery may rely on the device operating system or a third-party notification service, depending on the implementation.
3. How Information Is Used
Depending on the enabled features, information may be used to:
- Create, authenticate, and manage user accounts and access permissions.
- Provide facility management, asset management, and maintenance workflows.
- Identify assets through QR codes and associate records with the correct site or equipment.
- Record inspections, PPM tasks, maintenance requests, breakdowns, and work completion.
- Deliver operational notifications, reminders, and status updates.
- Provide customer support and respond to user requests.
- Maintain security, investigate errors, prevent misuse, and improve service reliability.
- Meet applicable legal, contractual, audit, and recordkeeping requirements.
Information should not be used for purposes materially different from those described here unless permitted by law and, where required, appropriate notice or consent is provided.
4. Legal Basis and Permissions
Where applicable law requires a legal basis for processing, Hubmatrix or the relevant customer organization will rely on an appropriate basis, such as providing the requested service, complying with legal obligations, pursuing legitimate operational interests, or obtaining consent where required.
Android permissions, such as camera or location access, can generally be managed through device settings. Disabling a permission may prevent the related App feature from working. Permission prompts and in-app explanations should be provided where required.
5. How Information May Be Shared
Hubmatrix does not sell personal information. Information may be shared where necessary with the following categories of recipients, depending on the App’s actual architecture and customer arrangements:
- Authorized organization users: Administrators, supervisors, employees, or other users whose roles require access to facility and maintenance records.
- Service providers: Hosting, cloud infrastructure, technical support, communications, notification, or other providers engaged to operate the service.
- Legal and regulatory recipients: Authorities or other parties when disclosure is required by law, regulation, court order, or valid legal process.
- Security and rights protection: Parties where disclosure is reasonably necessary to investigate misuse, protect users, or safeguard the rights and security of Hubmatrix or its customers.
Service providers should receive only the information necessary for their assigned role and be subject to appropriate contractual and security safeguards. The actual recipients and purposes should be confirmed against the production App and its third-party SDKs.
6. Storage, Security, and International Processing
Information may be stored or processed on Hubmatrix systems, customer-managed systems, or infrastructure operated by authorized service providers. The specific location and configuration depend on the service deployment and customer arrangements.
Hubmatrix takes reasonable technical and organizational measures appropriate to the service to protect information from unauthorized access, loss, alteration, disclosure, or misuse. Measures may include access controls, authentication, restricted administrative access, secure transmission, backups, and monitoring, where implemented.
No system or transmission method can be guaranteed to be completely secure. Users should protect their login credentials and report suspected unauthorized access promptly. If information is processed across national borders, applicable legal requirements and appropriate safeguards should be considered.
7. Data Retention
Information is retained for as long as reasonably necessary to provide the service, maintain operational and maintenance history, fulfill contractual obligations, resolve disputes, protect security, or comply with applicable laws. Retention periods may vary by data type and customer configuration.
Customer organizations may have separate obligations to retain asset, inspection, safety, or audit records. Information that is no longer required should be deleted or de-identified in accordance with applicable retention procedures and law.
8. Access, Correction, and Deletion Requests
Subject to applicable law, users may contact Hubmatrix to ask about access to, correction of, or deletion of their personal information. If an account or its records are controlled by the user’s employer or customer organization, the request may need to be directed to that organization’s administrator.
Where users can create accounts in the App, the published service should provide an appropriate account-deletion process consistent with applicable Google Play requirements. A deletion request may be subject to lawful retention obligations or other permitted exceptions. Any such exceptions should be explained to the user where required.
Account deletion instructions or URL: [Insert the actual account deletion URL or instructions before publishing.]
9. Children’s Privacy
The App is designed for authorized business and organizational use and is not intended for children to use independently. The company should handle any information relating to children in accordance with applicable law and the App’s actual audience. If you believe information has been provided inappropriately, contact us using the details below.
10. Third-Party Services and Links
The App may use third-party services or software components for functions such as hosting, authentication, crash reporting, analytics, or notifications, if those components are included in the deployed version. Such providers may process information under their own terms and privacy policies. The final policy and Google Play Data safety declaration should account for all relevant third-party SDKs and integrations.
11. Changes to This Privacy Policy
Hubmatrix may update this Privacy Policy to reflect changes in the App, data practices, service providers, or legal requirements. The latest version will be published on the official policy webpage, with the “Last Updated” date revised accordingly. Where required, users will be notified of material changes.