Privacy policy

1 Who is responsible for your data

This policy applies to:

• the employees who use the app to record their attendance and handle their requests;
• the administrators and other users of the web panel and of the app’s administration screens;
• people who write to support or visit arizartrack.com.

Your Employer is the data controller. It is the company that hires Arizar Track: it decides which people it registers, which features it enables (for example, recording visits and their route), which schedule rules it applies and who on its team can see each piece of data.

Avanzatec LLC is the data processor, that is, the technology provider: it stores and processes the data on behalf of your Employer and following its instructions, only to provide, protect and maintain the service. It doesn’t use the data for its own purposes.

For the contact and billing details of client companies, and for the messages we receive at our email addresses, Avanzatec LLC acts as controller, in order to manage the business relationship and answer questions.

In this policy, “we” means Avanzatec LLC and “your Employer” is the company that gave you access to Arizar Track.

2 What data we process

Identification and contact

First and last name, ID number, email, phone number, employee number, date of birth, start date and, if you want, a profile photo. Your Employer enters them; you can also fill in some of them yourself from the app.

Work data

• Branch, shift, schedules and role in the system.
• Clock-ins: date, time and type (in, out, lunch start and end).
• Lunch, late arrivals and deductions that the system calculates according to your Employer’s rules.
• Leave, vacations and absence justifications, with the attachments you add (or that your Employer adds when it records a leave on your behalf). An attachment may include health data, such as a medical certificate or a sick leave note: it is sensitive data and only the people at your Employer who handle your requests see it. The type of leave may also reveal something about your health or your family (for example, maternity or paternity leave) and is protected the same way.
• Payroll settlements. Your salary is only visible to the people your Employer allows to see it.

Location

• When you clock in: depending on what your Employer decides, the app sends your location and its accuracy to check that you are inside the geofence (the area) of a branch, or only to record where you clocked in, or doesn’t ask for it. It is stored with the clock-in.
• Photo when clocking in, only if your Employer requires it: a photo you take with the camera at that moment. A person looks at it to confirm the clock-in; it is not used for facial recognition or compared with other photos. It is stored without the file’s location data and deleted when its period expires (see “How long it is kept”).
• Visits route, only if you make visits and your Employer has enabled it for you. While you make your visits, Arizar Track saves your location, even with the app closed, to back up your route and your work, and so your company can help you if your battery is running out or if you move away from your area. The app sends your position, its accuracy, your speed and your phone’s battery level: a point every few seconds while you move and nothing while you stand still. It stops sending it when you clock out, and these points are deleted automatically after 90 days (or the period your Employer chooses). They are used to build a summary of each day (where and how long you stopped, the gaps without data and the distances, without the full path), which you see in the app and which is kept longer (see “How long it is kept”).
• Help request, only if your Employer has enabled “Ask for help” for you. If you hold the button, your Employer gets an instant alert with your location and your phone’s battery level, and the app keeps sending where you are, even with the app closed, until you say you’re OK, your Employer closes the request or the maximum time set by your Employer passes (one hour by default). It works during and outside your workday: outside it, that is the only way the app shares your location, and only because you asked. The people at your Employer who handle these requests see it.
• “On my way”, only if your Employer has enabled it and you choose to share your arrival with a client. The app gives you a link to send them. Whoever opens it sees your first name and the initial of your last name, your company’s name and logo, the client you are going to, the estimated arrival time and, on a map, your location, only while the trip lasts. When you arrive, cancel or the trip ends, the link stops showing your location and only says the trip has ended; after a while (24 hours by default) it stops existing. The link never shows your ID number, your phone number or your photo. The location comes from the visits route: no other location is taken.
• “Notify my company if I don’t arrive”, only if your Employer has enabled it and you choose it. If the estimated time passes and you haven’t arrived, the app asks if you’re OK; if you don’t answer, your Employer is notified with your last location, the destination and the estimated time.
• If the visits route isn’t enabled for you, the app doesn’t use your location in the background, except while you have an open help request.

A record is kept of each help request and each trip, as a backup for you and your Employer: when it started and how it ended, who was notified and how, who saw it and the messages.

Visits (field teams with that feature only)

If your Employer has enabled visit recording for you, the location, date and time of each visit are saved, together with what you enter about the client visited: name, ID or code, address, outcome, amount, promised date, notes and photos. This is third-party data (your Employer’s clients): your Employer is responsible for that data and for informing those people.

Kilometers and note for the day (with the visits route only)

• Kilometers: with your route, the app shows you how many kilometers you traveled each day and lets you download the sheet. If your Employer set a rate per kilometer, it also shows you an estimated amount of travel allowance (the kilometers times the rate): it is only an estimate and your Employer confirms the final amount. Your Employer sees the same kilometers and amounts.
• Note for the day: you can leave a note on your day (for example, “Stopped for fuel”). Your Employer can read it but not change it. Since it is your backup, the history of changes is kept: the previous text, when you changed it and from which phone.

Device

An identifier of the app installation, the phone model, the operating system and its version, the app version and the identifier that allows us to send you notifications.

Security

• Access records: date and time, IP address and the browser or app used to sign in.
• Audit: what changes were made in the web panel or from the app’s administration screens (for example, approving a request or deactivating an account), who made them and when, and every access by Avanzatec LLC support to your Employer’s account.
• Passwords and verification codes: they are stored irreversibly, so nobody can read them, neither your Employer nor us.

Questions and requests

If you write to support or fill in the form to delete your account, the data and messages you send us.

Biometrics: we don’t receive them

If you turn on unlocking the app with your fingerprint or face, your phone’s operating system does the check. Arizar Track doesn’t receive or store biometric data. The app also doesn’t access your contacts or the photos in your gallery, except the ones you choose to attach.

3 What we use it for

• Managing attendance and the employment relationship, on your Employer’s behalf: recording and validating clock-ins, calculating late arrivals and deductions, handling leave, vacations and absence justifications, and preparing payroll settlements and reports.
• Security and fraud prevention: checking that clock-ins are made from the branch, detecting simulated locations (fake GPS), protecting accounts and keeping a record of changes.
• Visits route backup (only if it is enabled for you): saving where you went and where you stopped during the workday, to back up your visits and your work, and letting your company know if your battery is running out or if you move away from your area.
• Your safety in the field (only if your Employer has enabled these features): letting your Employer know when you ask for help or when you don’t arrive at your destination, and sharing your arrival with a client when you choose to.
• Kilometers and travel allowances (with the visits route only): showing you what you traveled and, if your Employer set a rate, an estimated amount.
• Workday notifications: shift, clock-in and lunch reminders, and answers to your requests.
• Support and operation of the service: answering questions, fixing problems and maintaining the system.

Legal basis: employees’ data is processed within the employment relationship with your Employer and the legal obligations it has as an employer. We process it because your Employer entrusts us with it, under its contract with Avanzatec LLC.

Automatic calculations (late arrivals, deductions) follow the rules your Employer configures, and your Employer can review and correct them.

We don’t sell your data or use it for advertising or to build commercial profiles.

4 Who can access your data

• Your Employer’s authorized staff, according to their role and scope (a branch or the whole company), in the web panel or in the Arizar Track app. In the app they see your attendance for the day and the month (without the location or the photo of your clock-ins), your absence justifications and leave requests with their attachments, and the visits you record (without a map). In the app they don’t see your route or where you are (the visits route, if you have it, is only shown in the web panel), except while you have an open help request or a “didn’t arrive” alert: then whoever handles it can open your last location in their phone’s maps app.
• The people at your Employer who handle help requests (the administrators and those with that permission for your branch): they get the alert when you ask for help or when you don’t arrive at your destination, and they see where you are while the request is open.
• The client you send the “On my way” link to (and anyone they forward it to): they only see what is explained in “What data we process” and only while the trip lasts.
• Avanzatec LLC, only when needed to provide support or operate the service, under a duty of confidentiality. Every support access to your Employer’s account is recorded.
• The service providers in the next section, only with the data they need for their task.
• Authorities, when a law or an order from a competent authority requires it.

Each company’s data is kept separate from the others: no company sees another company’s data.

5 Service providers

To provide the service we work with providers that process data on our behalf, only for the task we give them and with security and confidentiality obligations equal to those in this policy:

• Infrastructure: the servers where Arizar Track runs and the data is stored.
• Email delivery: verification codes, password recovery and notices.
• Notifications: the phone and browser notification services, which only receive the device identifier and the text of the notice.
• Maps: the map images of the panel and of the “On my way” link, downloaded by the browser of whoever views them, without the name or other data that identifies employees.
• Payments: charging companies for the service, with the company’s billing details and not with employees’ data.

Some of these providers may be outside your country. In that case they only receive what they need for their task, with the same security and confidentiality measures.

6 How long it is kept

When the period of a photo or a file expires, it is no longer shown and is permanently deleted 30 days later. Nothing in a request that is still pending expires, and if there is a claim or a lawsuit in progress your Employer may keep your files until it ends.

If a company’s account is paused (because it canceled the subscription or because a payment is pending), its data is kept so it can come back. When a company’s contract with Arizar Track ends (because it asks to close its account for good or because its account stays paused for more than 12 months), its data is exported to hand it over and then deleted from the system, except what must be kept by law.

7 How we protect it

• Everything travels encrypted (HTTPS).
• Each company’s data is kept separate from the others.
• Role- and permission-based access control: each person only sees what their role allows.
• Two-step verification for administrative accounts.
• Audit of the actions in the web panel and in the app, and regular backups.
• In the app, administration screens don’t store other people’s data on the phone, ask for confirmation before every change, and every action is recorded with the name of who did it.

No system is infallible. If an incident affecting personal data ever happened, we would tell your Employer without undue delay so it can inform the people affected and take action.

8 Your rights

You have the right to:

• access your data and know how it is used;
• correct it if it is wrong or incomplete;
• ask for it to be deleted;
• object to a particular processing.

How to exercise them:

• With your Employer’s administration, which can look up and correct most of your data from the panel.
• To delete your account: from the app (Profile → “Delete my account”) or at arizartrack.com/eliminar-cuenta (in Spanish).
• By writing to privacidad@arizartrack.com. As processors, we pass your request on to your Employer and help it answer.

To protect your account, we may ask you for information that confirms the request is yours. Some data can’t be deleted right away because your Employer must keep it by law; if so, we will explain it to you.

9 App permissions

• Location: to validate clock-ins. In the background (“Always”), only if you make visits and your Employer has enabled the visits route for you, and until you clock out, or while you have an open help request: without that permission your route isn’t backed up with the app closed and a help request shares your location only while the app is open, but you can still clock in.
• Camera and photos (optional): for your profile photo, the attachments to your requests, visit photos and the photo when clocking in, if your Employer requires it.
• Notifications: for workday notices and notices about your help request and your trips.
• Fingerprint or face (optional): to unlock the app. Your phone handles it; Arizar Track doesn’t receive that data.

You can change these permissions at any time in your phone’s settings. If your Employer requires location when clocking in, you won’t be able to record your attendance without access to it.

10 Cookies and storage

• Web panel: it uses the browser’s local storage only to keep you signed in and remember your preferences. It doesn’t use advertising or tracking cookies.
• App: it stores on the phone what it needs to keep you signed in and the clock-ins or visits that couldn’t be sent yet because there was no connection.
• This site (arizartrack.com), including the “On my way” link page: it doesn’t use cookies or visit measurement or tracking tools.

11 Minors

Arizar Track is a work tool and is not intended for minors, except in the cases of adolescent work allowed by labor law. In those cases, your Employer must meet the special requirements that apply.

12 Changes and contact

We may update this policy when the service or the regulations change. The current version is always at this address, with its update date at the top. If the change is important, we will announce it in the app or in the panel.

For any question about your data: Avanzatec LLC — privacidad@arizartrack.com. For help with the app or the panel, visit Support (in Spanish).