Privacy Policy

• Account information: name, email, phone number, job title and company — provided by your company administrator when your account is created.
• Business data: orders, reports, documents, internal messages and other work records you enter or access within your company.
• Camera and photo library: to attach photos or documents to conversations or work records. We only access photos you choose or take yourself.
• Microphone and speech recognition: for voice commands and AI assistant input. Speech is recognised on-device; we do not send audio recordings to our servers for transcription.
• Face ID / fingerprint (biometrics): to unlock the app quickly. Biometric data is processed and stored entirely on the device by the operating system (Apple/Google); we never receive, transmit or store your biometric data.
• Location (GPS): when you allow it, we collect device location while the app is in use. Location is not collected when the app is in the background or closed.
• Usage and device data: technical logs (error type, access time), push notification identifiers (push token), app and OS version — for operations, troubleshooting and sending notifications.
• Website and billing: if you use the web platform, we also collect information you submit on xbuddy.co (for example a demo request), cookies and similar technologies for the marketing site, and billing details needed to process your company's subscription.

• Customer, contract and approval data within your management scope.
• Location to show nearby customers or field-service jobs.
• Camera also used to photograph or scan business cards.

• Attendance data and work tickets.
• Location to verify attendance by area (geofence) and to support field service.
• Face ID / fingerprint also used to authenticate attendance.
• Camera also used to photograph job reports and scan QR/barcodes.

We use the data above to operate each product's business functions (management, approvals, attendance, field service, and the web platform); authenticate and secure accounts; send work-related push notifications; provide support and fix technical issues; process subscriptions; and improve product quality. We do not use your data for advertising or sell it to third parties.

• Inside your company: business data is shared with colleagues and managers according to permissions your company configures.
• Infrastructure providers: we use hosting, cloud storage and push notification services (for example Apple Push Notification service and Firebase Cloud Messaging) to run the product; they process data on our behalf under confidentiality contracts and may not use it for their own purposes.
• We do not sell, rent or share your personal data with third parties for marketing.
• We may disclose data when required by law or to protect legitimate rights.

Data is stored on servers with encryption in transit (HTTPS/TLS) and role-based access control. Tenant data is stored in isolated schemas and is not commingled with other tenants' data. We keep data while the account is active and as required for your company's business and attendance records. Biometric data never leaves your device.

You may request access to, correction of, or deletion of your personal data. Because your account is issued by your company administrator, please contact that administrator first, or send a request to hello@xbuddy.co, or use the account deletion page at https://xbuddy.co/en/delete-account. We will respond and process account/data deletion requests within a reasonable time, except where law or labour rules require retention (for example attendance records for XBuddy Work). You can revoke camera, location and microphone access at any time in the device system settings — turning off location on XBuddy Work may prevent geofence attendance.

XBuddy Office, XBuddy Work and the XBuddy platform are not intended for children under 16 and are not designed to collect data from children.

We may update this Policy from time to time. Material changes will be announced in the apps and/or on this page. Continued use after a change takes effect constitutes acceptance of the revised Policy.