Privacy Policy

1. Scope of Services & Multi-App Coverage

Our software ecosystem powers multi-tenant, cloud, and local client-server applications across various industries. This policy covers all current and future software platforms offered by the Company, including but not limited to:

• Visitor & Community Security Systems: Access control, resident identity, real-time gate entry clearance, and guard station logging.
• Workforce & Field Management: GPS tracking, shift scheduling, check-in/out logging, field agent communications, and payslip viewing.
• Point-of-Sale (POS) & Inventory Systems: Transaction processing, stock tracking, order fulfillment, and sales reporting.
• Enterprise Resource Planning (ERP) & HR: Employee records, attendance logs, and administrative controls.
• Payment & Financial Integration Platforms: Payment collection routing, transaction logging, and account billing.

2. Information We Collect

We collect data necessary to provide, secure, and improve our digital solutions.

A. Information You Directly Provide

• Account Identity & Contact Data: Name, email address, phone number, physical address, unit/lot/business details, corporate affiliation, and login credentials.
• Operational & Functional Data
  • Community Systems: Visitor names, vehicle license plates, delivery details, and homeowner-initiated entry pre-clearance logs.
  • Workforce & HR: Agent IDs, shift rosters, employee records, and internal messages.
  • POS & Sales: Customer records, orders, invoices, and transaction metadata.
• Media & Biological References: Profile photographs or visual identity photos uploaded or captured via device camera for access authorization or account verification.

B. Information Collected Automatically

• Real-Time & Telemetry Logs: Connection status, persistent socket-based connection states, real-time entry/exit timestamps, activity logs, and system audit trails.
• Location & Sensor Data: GPS location pings and check-in geolocation coordinates (when explicitly authorized for workforce and field management applications).
• Device & Network Data: IP address, unique device identifiers (UUID/IMEI), device model, OS version, app performance logs, and network metadata.

3. How We Use Your Information

We process personal data strictly for legitimate operational and business purposes, including:

• Core Operational Delivery: Authenticating users, routing real-time socket messaging, processing transactions, and updating operational dashboards.
• Access Control & Physical Security: Validating homeowner-initiated entry authorizations at access gates, logging community entry/exit, and maintaining security logs.
• Workforce & Field Coordination: Tracking location during active shifts, verifying attendance, and managing schedules.
• Commercial & Financial Operations: Processing sales orders, managing inventory levels, generating invoices, and facilitating payment routing.
• Platform Maintenance & Security: Enforcing role-based access, conducting system audits, monitoring system stability, and preventing fraud.
• Legal & Regulatory Compliance: Fulfilling statutory obligations under Philippine law and property safety compliance.

4. Data Sharing & Disclosure

We do not sell, rent, or monetize your Personal Data for advertising or third-party marketing. We share information solely with:

• Authorized Organization Administrators: Designated HOA officers, property managers, security supervisors, or corporate enterprise admins with a legitimate need-to-know for security or operations.
• Infrastructure & Operational Providers: Vetted cloud hosts, database infrastructure vendors, SMS/push notification gateways, and payment processors bound by strict confidentiality and data protection agreements.
• Legal & Regulatory Authorities: When required by law, subpoena, court order, or regulatory mandate under the National Privacy Commission (NPC) or Philippine law enforcement.

5. Data Retention & Minimization Policy

We strictly adhere to data minimization principles, ensuring that we only collect and process Personal Data that is absolutely necessary for the functionality of our Services.

A. Auto-Purge Protocol

To protect user privacy and minimize data exposure, we employ an automated data lifecycle management system. By default, temporary operational data and transient logs are automatically purged from our active databases and cloud storage environments within 30 to 45 days of creation.

B. Client-Governed Retention (Data Controller Role)

For our enterprise, residential, and corporate software Services, Vicinity Digital Solutions Inc. acts strictly as a Data Processor. The contracting enterprise (e.g., Homeowners Association, Employer, or Retail Merchant) acts as the Data Controller.

• Client Archiving: If a Data Controller requires data retention beyond our standard 45-day auto-purge window, the client is provided the option to securely download, export, and safekeep the historical data on their own localized systems.
• Regulated Entities: If the Data Controller is a regulated entity operating under specific Philippine Republic Acts, government mandates, or statutory audit guidelines that legally dictate extended data retention, our platform will securely configure data retention timelines to comply strictly with those localized regulations and client standards.

6. Account & Data Deletion (Apple & Google Play Compliance)

In strict compliance with Apple App Store Guideline 5.1.1 and Google Play’s Data Deletion Requirements, all users maintain the right to request full account deletion and the erasure of their associated Personal Data.

A. How to Request Account Deletion

You may initiate an account deletion request at any time:

• In-App Deletion: Open the mobile app → Navigate to Settings → Privacy & Security → Tap Delete Account and follow the confirmation prompts.
• Web-Based Request: Submit a request via our dedicated web portal at https://vicinitydg.com/delete-account.
• Email Request: Send an email from your registered address to privacy@vicinitydg.com with the subject line “Account & Data Deletion Request”.

B. Deletion Execution & Enterprise Data Ownership

Because our applications serve enterprise and community organizations, data deletion is executed by segregating your personal profile from the organization’s historical audit logs:

• What Gets Deleted: Upon a verified request, Vicinity will permanently delete your personal profile data within 30 days. This includes your login credentials, contact information, personal addresses, uploaded IDs, visual media (photos), and device identifiers. You will immediately lose access to the app.
• What Gets Retained by the Enterprise: Historical activity logs generated while you were an active participant in the enterprise system (e.g., timestamps of physical gate entries, shift attendance records, or processed POS transactions) are the legal property of the Enterprise Client (Data Controller). These activity logs will be retained by the client for security, audit, and legal compliance purposes. Where possible, these retained logs are anonymized or decoupled from your active personal profile.

7. Data Security & Storage

We implement robust technical and organizational measures to protect your data across our multi-tenant infrastructure:

• Encryption: End-to-end transport layer security using TLS/SSL and WSS (Secure WebSockets) for real-time application and database layers.
• Access Control: Strict role-based database authorization ensuring organizational data segregation.
• Storage & Hosting: Secured cloud infrastructure paired with isolated local database disaster recovery replicas to ensure high availability and data integrity.

8. Governing Law & Rights Under RA 10173

This Privacy Policy is governed by the laws of the Republic of the Philippines. Under the Data Privacy Act of 2012, you hold the right to be informed, right to access, right to object, right to erasure/blocking, right to damages, and right to lodge a complaint with the National Privacy Commission (NPC).

9. Contact Us

For privacy inquiries, data subject requests, or account deletion support, please contact:

• Vicinity Digital Solutions Inc.
• Attn: Data Protection Officer
• Email: privacy@vicinitydg.com
• Web Account Deletion Portal: https://vicinitydg.com/delete-account
• Website: https://vicinitydg.com