EXPL TEAMS privacy policy

EXPL TEAMS is the work app of EXPL's own field staff and of the vendors working for it. Only people the company has given an account can sign in. This page says what the app collects, why, who sees it and how long it is kept.

What the app collects

• Your account. Your username, your name and your role, set up by the company, and the email address the company gives for password reset codes. Your password is checked, never shown or kept in readable form.
• Your location during your working day. From the moment you tap Start day until you tap End day (or the company's automatic end time), the app records where the phone is, about every 2 minutes, with how far you travelled and where you stopped. A notification stays on the phone the whole time. Nothing is recorded before Start day, after End day, or when the app is not running a day.
• Location on a form. When you fill in a survey or a field activity record, the place it was filled in is saved with it.
• Photos you take in the app. Site, board and activity photos on the forms, bills for expense claims, and a photo of yourself at Start day if the company has switched that on. The app opens the camera only when you tap to take one, and reads a photo or file from the phone only when you pick it yourself - a bill from the gallery, or a file you upload.
• Clips you record at an event. A short video of an event or sponsorship, with its sound. The microphone is used only while you record a clip, and only after you allow it.
• A contact you pick. At an Expo desk stall you may pick one contact from the phone - a visitor's card you just saved - and its name and number go into that visitor's record. Outside the call tracker below, the app never reads your contacts list.
• Calls on a company phone (the call tracker). Only for staff whose role the company has set up for it, on the company's own phones and SIM cards, and only after you allow it on the app's Call tracker card: each call's number, the contact name the phone shows, incoming, outgoing or missed, its time and length, and which SIM. Contacts you save on the phone after you sign in (never the address book from before), so new numbers can be sorted as leads. Where the company has switched recording on for you, the recording the phone's own call recorder makes of each call. The app does not read messages, WhatsApp or any other app.
• Urgent leads. When a lead is marked urgent for you, the phone rings and vibrates until you answer it on the ring screen. Google's Firebase service carries that ring to the phone; it carries the lead's name and place, nothing about you.
• What you enter for work. Customers' names, phone numbers, addresses and answers on survey forms, field activity records, expense claims and the vehicle you use.
• Reminders. To tell you when a call-back is due or a lead is given to you, the app asks the company's server now and then what is waiting for you. Nothing is sent from the phone for this beyond the question.
• About the phone. Its make and model, Android version, the app's version, battery level during the day, the address it connects from, and a key made on the phone that ties your account to this phone.

Why

To record field work and attendance, to pay fuel and other expenses, to check that work reported was done where it says, and to keep accounts secure. The app has no advertising and no tracking for advertising. Nothing is sold.

Who sees it

You, your team lead, your zonal head, your head of department, and the company's Admin team. A vendor's own staff are seen by the vendor's owner and the company team that looks after the vendor. Customer details go to the company's sales team that follows the lead up. The data is kept on the company's own servers and is not shared with anybody else except where the law requires it.

How long it is kept

• Call recordings are deleted after the number of days the company sets (90 unless it changes them); the call's record stays with your work records.
• Each location point of the working day is kept for 90 days. The day's summary (start and end times, distance, stops) is kept with your attendance and expense records.
• Work records, expense claims and photos are kept as long as the company needs them for its accounts, its customers and the law.
• When you leave, your account is closed and your sign-in on the phone stops working.

Your choices

• The app asks for location while using the app only, never all the time. You can switch location, the camera, the microphone, the call log, contacts and notifications off in the phone's settings, though the working day cannot be recorded without location.
• On a company phone you can switch urgent rings off on the Call tracker card; your team lead and heads see that they are off, and when.
• Calls you mark Personal are listed but never counted as work.
• You can see your own days and claims in the app.
• You can ask to see, correct or erase what is held about you, as India's Digital Personal Data Protection Act, 2023 provides.

Security

Everything travels over HTTPS. The app's sign-in key is kept in the phone's secure keystore, the app is left out of phone backups, and every account is limited to the work its role allows.

Questions and requests

Ask your head of department or the company's Admin team. If this policy changes, the date at the top changes with it.