Privacy Policy

Effective Date: 30 June 2026  |  Last updated: 30 June 2026

This Privacy Policy explains how the Aiknify mobile application ("the App") handles your information. The App is operated by Aiken ("we," "us," or "the Service Provider").

Aiknify is a field workforce management platform. Organisations use it to assign tasks to their technicians, track technician location, and monitor the status of each task in real time.

Who the App is for

Aiknify is built for technicians in the field. Once you sign in, you can:

• See the tasks assigned to you by your Administrator or Supervisor

• Get a notification whenever a new task is assigned

• Update task details as you complete your work

• View all of your assigned tasks in one place

1 - Information We Collect

1.1 Account & Profile Information

When you are registered as a user, the Service Provider or your organisation's administrator collects:

• Full name, username, email address, and contact number

• Role and permission level within the organisation

• Profile avatar / photo

• Authentication tokens and login timestamps

1.2 Location Data

The Application collects precise GPS location (latitude and longitude) continuously while the app is in use, including in the background via a persistent foreground service. Location data is:

• Polled approximately every 10 seconds during active tracking

• Stored locally on your device (SQLite/Room database)

• Synchronised with the Service Provider's servers approximately every hour via background jobs

Why: Location tracking is a core function of the Application. It enables task dispatch based on proximity, real-time technician status visibility for supervisors, and waiting-time analytics.

1.3 Task & Work Data

• Tasks assigned to you: summary, priority, status, due dates, completion times

• Media you attach to tasks (photos/images)

• Time-at-location metrics (waiting time, dwell time per job)

1.4 Device & Technical Information

• Device registration identifier

• Firebase Cloud Messaging (FCM) token for push notifications

• IP address and network state

• Crash reports and diagnostic data (via Firebase Crashlytics)

• Usage analytics events (via Google Analytics for Firebase)

2 - How We Use Your Information

• Display tasks assigned by Administrators and Supervisors: profile, role, task data

• Notify technicians of new task assignments: FCM token, device registration

• Allow technicians to update and complete task details: task data, timestamps, media

• Real-time technician tracking for supervisors: GPS coordinates, task status

• App stability and crash diagnostics: crash reports, device info

• Usage analytics and performance improvement: anonymised analytics events

• Authentication and session security: tokens, login records

3 - Background Location

The Application requests background location access (ACCESS_BACKGROUND_LOCATION). This allows location to be recorded and synced with the server while the app is minimised or the screen is locked, which is necessary for continuous field tracking during a technician's shift.

The Application also requests RECEIVE_BOOT_COMPLETED so the tracking service can restart automatically after a device reboot, ensuring no shift data is lost.

You can revoke background location permission at any time in your device settings. Doing so will stop background tracking but may limit the Application's core functionality.

4 - Data Sharing & Third-Party Services

The Service Provider does not sell your personal data. Data may be shared in the following circumstances:

• Administrators and Supervisors within your organisation - task assignments, location, and status are visible to authorised staff only.

• Third-party service providers acting on the Service Provider's behalf, bound by confidentiality obligations: Google Play Services (location services); Google Analytics for Firebase (anonymised usage analytics); Firebase Crashlytics (crash and stability reporting); Firebase Cloud Messaging (push notifications); OpenStreetMap / OSMDroid (map tile rendering, no personal data transmitted).

• Legal obligations - when required by law, court order, or to protect rights, safety, or property.

Only aggregated or anonymised data is shared with analytics providers. Raw location data and task data remain within the Service Provider's infrastructure.

5 - International Data Transfers

Your data may be processed in countries outside your country of residence, including outside the European Economic Area (EEA). Where required, the Service Provider will apply appropriate safeguards such as Standard Contractual Clauses (SCCs) approved by the European Commission. By using the Application, you acknowledge that your data may be transferred internationally as described.

6 - Data Retention

• Location tracking data: 24 months from collection

• Task and work records: duration of employment/engagement + 12 months

• Account/profile data: duration of account + 12 months

• Crash and diagnostic data: 90 days

• Anonymised analytics: indefinitely

• Data required by law: as long as legally required

You may request deletion of your personal data by contacting the Service Provider. Note that some data may be retained to satisfy legal obligations or legitimate organisational recordkeeping.

7 - Your Rights

Depending on your jurisdiction, you may have the right to:

• Access personal data held about you

• Correct inaccurate data

• Delete your personal data (subject to legal retention obligations)

• Restrict or object to certain processing

• Withdraw consent where processing is based on consent, without affecting prior processing

• Data portability where applicable

To exercise any of these rights, contact: hashan.madusanka@aiken.com.lk

California Residents (CCPA/CPRA)

You have the right to know what personal information is collected, the right to delete it, the right to opt out of the sale or sharing of personal information (the Service Provider does not sell personal information), and the right to non-discrimination for exercising these rights. Contact hashan.madusanka@aiken.com.lk to make a request.

8 - Security

The Service Provider implements physical, electronic, and procedural safeguards appropriate to the sensitivity of the data, including encrypted local storage (Android Security/Crypto library) and token-based authentication. No method of transmission over the internet is 100% secure; the Service Provider takes reasonable steps to protect your information but cannot guarantee absolute security.

Data Breach Notification

If a data breach occurs that affects your personal data, the Service Provider will notify affected users and relevant authorities in accordance with applicable law, including the nature of the breach and remediation steps.

9 - Children

The Application is intended for adult professionals (technicians, supervisors, and administrators) and is not directed at children under 18 years of age. The Service Provider does not knowingly collect data from children. If you believe a child has provided personal data, contact hashan.madusanka@aiken.com.lk for immediate removal.

10 - Opt-Out & Uninstalling

You can stop data collection by uninstalling the Application. Uninstalling will stop new data from being collected but will not automatically delete data already transmitted to the Service Provider or third parties. To request deletion of existing data, contact hashan.madusanka@aiken.com.lk.

11 - Changes to This Policy

The Service Provider may update this Privacy Policy from time to time. Material changes will be communicated by updating the effective date and, where required by law, by seeking your consent before changes take effect. Previous versions are available upon request at hashan.madusanka@aiken.com.lk.

12 - Contact

For privacy questions, data requests, or to withdraw consent:

Service Provider: Aiken

Email: hashan.madusanka@aiken.com.lk

This privacy policy was last updated on 30 June 2026.