Internal Data Privacy & Protection Policy
Governing how staff activity logs, client job-site details, and field photos are processed within our internal systems.
Key Highlights (TL;DR)
Client Privacy Protection
Customer home addresses and room photos are encrypted and used solely for fulfilling orders.
Field GPS & Log Privacy
Job-site check-in location data is used strictly for technician dispatch and safety compliance.
Role-Based Access
Staff view only the customer records necessary for their assigned fittings and appointments.
Encrypted Storage
All internal database backups and job site photos are secured with AES-256 company encryption.
1. Scope of Internal Data Processing
Overview of information processed through our internal company management software.
This Internal Privacy Policy outlines how our company collects, stores, and protects data captured by staff using the MeasurePro internal software platform.
Data categories processed within the system include:
• Staff & Contractor Data: Employee ID, work email, assigned role, appointment schedules, and device login activity.
• Field & Location Data: Job-site arrival check-ins, route optimization timestamps, and Bluetooth laser pairing telemetry.
• Client & Order Data: Customer names, delivery addresses, window dimensions, room photos, fabric choices, and invoice records.
2. Customer & Job Site Data Protection
Strict company standards for protecting client home details and photos.
Customer privacy is paramount. Staff must observe strict guidelines when recording client details:
• Job Site Photographs: Photos taken of windows or rooms must focus exclusively on fitting areas. Staff must refrain from capturing personal family photos, financial documents, or sensitive home items.
• Client Contact Confidentiality: Customer phone numbers and addresses stored in MeasurePro are strictly for scheduling fittings and deliveries; personnel are prohibited from contacting clients outside official company business.
• Storage Encryption: All client records and attached room photos are stored on company-encrypted servers with AES-256 security.
3. Staff Telemetry & Field Safety Logging
Usage specifications for field GPS check-ins and appointment logging.
MeasurePro utilizes localized GPS check-ins on field tablets to facilitate dispatch, verify installer arrival at client locations, and support worker safety.
Location tracking is active only when checking in for assigned appointments or during working hours. The company does not track staff personal movements outside scheduled work hours.
4. Access Control & System Safeguards
Technical security measures restricting internal data access.
To protect company and client assets, MeasurePro enforces robust technical security measures:
• Role-Based Permissions: Sales reps, fitters, warehouse staff, and managers only have access to data required for their specific work responsibilities.
• Network Security: Access to internal admin features requires connection via company VPN or verified internal IP ranges.
• Automatic Timeout: Session lockouts trigger automatically after 15 minutes of inactivity on mobile devices to prevent unauthorized viewing.
5. Data Retention & Record Archiving
Policies on storing active jobs, completed orders, and audit history.
Completed job records, window measurements, and invoice archives are retained in the system database for 7 years to support warranty service, repeat customer orders, and tax compliance.
Field measurement photos older than 3 years are automatically archived to cold storage.
6. Internal Compliance Contacts
Reporting channels for privacy concerns or security issues.
If staff observe any potential data privacy violation, unauthorized access attempt, or security issue within MeasurePro, report it immediately to:
Data Security & IT: security@company.internal
Internal Privacy Compliance: privacy@company.internal
Need help or account permission updates?
For technical assistance with mobile laser devices, account permission upgrades, or reporting lost equipment, contact internal company support.