Privacy Policy
- Portal is a work app. It connects only to the Portal server run by your employer or organization, at the address entered when the app is set up.
- Your data goes to that server only. Aepix does not operate it and does not receive your data.
- The camera is used only to scan attendance QR badges. No photos are stored or sent.
- Your location is read only at the moment an attendance scan is recorded. The app does not track you in the background.
- No advertising, no analytics, no tracking, and no selling of data.
1. Who we are and how the app works
The Portal mobile app ("the app") is published by Aepix ("we", "us"). It is a companion to the Portal business application, which organizations install and run on their own servers to manage tasks, approvals, procurement, inventory, human resources and attendance.
The app has no central service of its own. When you first open it, you enter the address of your organization's Portal server, and from then on the app talks only to that server. Your organization creates your account, decides what you can see and do, and controls the data stored on its server. For the data on that server, your organization is the data controller. Aepix provides the software and has no access to the data.
2. Information the app handles
Account and sign-in
You sign in with the username and password your organization gave you. They are sent directly to your organization's server to sign you in. The app does not store your password on the device. After you sign in, the server issues a session cookie, which the app keeps on the device so you stay signed in until you sign out.
Profile
You can view your profile and change your first name, last name, profile picture and password. When you choose a profile picture, only the image you select is uploaded to your organization's server.
Work information
The app shows and lets you create or update the work records your organization's Portal holds and your permissions allow. Examples are tasks, comments, approvals, tenders, inventory information, notifications and attendance records. This information is sent to and stored on your organization's server.
Files you attach
When you attach a file to a task or tender, the app opens your device's file picker. Only the files you explicitly select are uploaded to your organization's server. The app does not browse or read any other files on your device.
Camera
The camera is used to scan employee QR badges when recording attendance. The image is processed on your device to read the badge's code, and only that code is sent to the server. The app does not take, store or upload photos or video.
Location
When an attendance event is recorded (check-in, check-out or transfer between sites), the app asks the device for its current position once. That position is attached to the attendance record and sent to your organization's server, so the organization can confirm where the attendance was registered.
- Location is read only at the moment of an attendance event. It is never collected in the background or when the app is closed.
- Location is optional. If you deny the permission or location services are off, attendance is still recorded, just without a position.
- You can change the permission at any time in your device settings.
Information stored on your device
| What | Why |
|---|---|
| Server address and connection setting | To know which organization's server to connect to |
| Session cookie | To keep you signed in |
| Language, theme and selected company | To remember your preferences |
| Pending attendance records | Scans made without a network connection are kept until they can be sent, then removed |
This information stays on the device and is removed when you uninstall the app or clear its data.
3. What we do not do
- We do not show advertising.
- We do not include analytics, crash-reporting or tracking tools from third parties.
- We do not sell, rent or share your information with anyone.
- We do not receive a copy of your data. It travels only between the app and your organization's server.
4. How information is shared
Information you enter in the app goes only to your organization's Portal server. Within your organization, who can see it depends on the roles and permissions your organization sets up. For example, your manager or HR department may see your attendance records. Any further sharing is governed by your organization's own policies.
5. Security
The app communicates with your organization's server over encrypted HTTPS connections. Your session cookie is stored in the app's private storage, which other apps cannot read. Your organization is responsible for securing its server and the data stored on it.
6. Data retention and deletion
- On your device: signing out ends your session. Uninstalling the app or clearing its data removes everything listed in section 2.
- On your organization's server: your organization decides how long data is kept. To access, correct or delete your information, or to have your account removed, contact your organization's Portal administrator.
Accounts are created and managed by your organization, not in the app. You cannot create an account from within the app.
7. Children
The app is a workplace tool intended for employees of organizations that use Portal. It is not directed at children, and we do not knowingly collect information from children.
8. Your rights
Depending on where you live, you may have rights to access, correct, delete or restrict the use of your personal information. Because your organization controls the data on its server, please send such requests to your organization first. We will help your organization respond to them where we can.
9. Changes to this policy
We may update this policy when the app changes. The effective date at the top of this page shows when it was last revised. Significant changes will also be noted in the app's release notes.
10. Contact
For questions about this policy or the app, contact Aepix at elshad.shabanov@aepix.io or visit aepix.io.
For questions about the data your organization holds about you, contact your organization's Portal administrator.