Privacy Policy

Who are we?

KUSHU SOFTWARE a subsidiary of WHITE-MARE TECHNOLOGY ("we," "our," or "us") operates the On-Cloc ServPal mobile application and related services (collectively, the "Service"). ServPal is the client-facing companion to the On-Cloc service management platform. It lets customers of service providers that use On-Cloc raise service requests, follow jobs, view invoices and payments, rate completed work and manage their profile.

This Privacy Policy explains how we collect, use, disclose and protect your personal information when you use ServPal. It applies only to the ServPal client app. The On-Cloc field officer app is covered by a separate On-Cloc Privacy Policy.

This privacy policy will be published in English. If this privacy policy is published in any language other than English, the English language version will be the governing agreement and shall control interpretation of all matters discussed below.

What information do we hold about you?

Account Information

We hold the following for the purpose of identification:

• Profile Information: First name, last name, username, email address, phone number
• Business Information: Business or organisation name, address and the client profiles linked to your account
• Authentication Data: Password (encrypted), access and refresh tokens
• Profile Media: Avatar/profile picture URL

Organisation Contact Information

• Primary and secondary contact persons for the organisations linked to your account
• Contact phone numbers, email addresses, websites and physical addresses

Service Requests and Jobs

• Service requests (tickets) you raise, including descriptions, priority and status
• Job cards created by your service provider in response to your requests
• Request and job history, including cancellations

Billing Information

• Invoices issued to you by your service provider
• Payment records, including amounts, dates, payment methods and reference numbers

Assets and Equipment

• Equipment registered to you, such as serial numbers, models, locations and warranty terms

Feedback and Ratings

• Star ratings and written comments you submit about completed jobs

Device Information

When you allow notifications, we register your device so we can deliver them. This includes:

• Device details: Device name, manufacturer, brand and model
• Operating system: Type (Android/iOS) and version
• Identifiers: An app installation ID generated by ServPal and a Firebase installation ID
• Notification token: A push notification token issued by Firebase Cloud Messaging

Information Stored on Your Device

• Authentication tokens, kept in the device's secure storage (Keychain on iOS, Keystore-backed storage on Android)
• App preferences such as your chosen light or dark theme

Usage and Performance Data

• Error logs and diagnostic information
• API request/response logs

What we do not collect

• ServPal does not track your location.
• ServPal does not access your contacts, camera, microphone or photo library.

How We Use Your Information?

We use your information to provide our services. This is to:

• Help us manage your account.
• Identify you for each session and load your associated account details.
• Pass your service requests to your service provider and keep you updated on their progress.
• Show you your jobs, invoices, payments and registered assets.
• Send you push notifications about payment confirmations, invoices, requests and jobs.
• Share your feedback with your service provider so they can improve their service.
• Improve our services (system diagnostics).
• Fraud detection and prevention.

Who do we share your information with?

At any time while your account is active, your information may be shared with:

• Our employees (within KUSHU SOFTWARE, WHITE-MARE TECHNOLOGY or a parent or subsidiary company) and contractors who may require access to perform their jobs.
• Business partners we use to provide our services, including software-as-a-service and/or third-party providers.
• Anyone who you give us explicit permission to share it with.

Your Service Provider

• Service provider administrators and managers: The organisation that provides services to you through On-Cloc can see your account, organisation contacts, requests, jobs, invoices, payments, assets and feedback
• Field officers/technicians: Officers assigned to your jobs can see the request details and contact information they need to complete the work

Third-Party Service Providers

• Google Firebase Cloud Messaging: Used to deliver push notifications. Firebase processes your device's notification token and installation ID. See Firebase privacy information.
• Hosting providers: Cloud infrastructure used to host the Service.

We'll also share it to comply with the law; to enforce our Terms of Use or other agreements; or to protect the rights, property or safety of us, our customers or others.

How long do we keep your data for?

We keep your data until your account is terminated by you or by your service provider. Billing records may be retained for longer where required by tax or accounting law. You can request for us to terminate your account by contacting us through contact@on-cloc.app.

Where do we store your data?

Your data is stored in Germany, although it may be processed by our employees or our suppliers in other areas including within the European Economic Area ('EEA'). We may share data with organizations and countries that:

• The European Commission say have adequate data protection.
• We've agreed standard data protection clauses with.

What are your rights?

• Request access to all personal data about you we store.
• Request for us to update your personal information. Many details can be updated directly from the Profile screen in the app.
• Request data deletion. Note this will result in the termination of your account.
• Request termination of processing. This would require the termination of your account and the subsequent deletion of your personally identifiable data.
• Withdraw consent to push notifications at any time from your device settings.

To do so, please contact your service provider or us through contact@on-cloc.app.

Legal Requirements

We may disclose your information if required to:

• Comply with legal obligations, court orders, or government requests
• Enforce our Terms of Use or protect our legal rights
• Prevent fraud, security threats, or illegal activities
• Protect the safety of users or the public

Third party links

Occasionally, at our discretion, we may include or link to third party products or services in our app, for example partner promotions shown on the home screen. These third-party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites.

Children's Privacy

ServPal is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

Account Deletion

• Contact your service provider or email contact@on-cloc.app to request account deletion
• Signing out of the app removes your tokens from the device, but does not delete your account
• Some data, such as invoices and payment records, may be retained for legal compliance after deletion

How can I contact us about privacy?

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

Changes to this policy

We'll post any changes we make to our privacy notice on this page and, if they're significant changes we'll let you know within the app or through an announcement through our Services.