Privacy Policy

What we collect

Account information. Name, email address, job title, and a hashed password (we can never see the password itself) for each user in a workspace. If you enable two-factor authentication, we store the secret needed to verify your codes.

Business data you put in. Inventory, locations, vendors, invoices and customer contact details, uploaded photos and receipts, expenses, schedules, and team chat messages. Workspaces can also store employee phone numbers, birthday month and day, and pay rate and worker classification where those features are used. Customer portal records include contact details, messages, and sign-in activity. This data belongs to your business. We host and process it to provide the service.

Employee location. Location sharing requires an enabled time-clock or scheduling add-on, your individual in-app choice, and your device's permission. With sharing enabled, the time clock can record coordinates and device-reported accuracy at clock-in and clock-out and update your location about every ten minutes while you are clocked in with the mobile app open, including when you return to it. These records are visible to your employer. You can withdraw permission in your profile or mobile location-sharing settings and continue recording hours without location. Withdrawing stops future collection; it does not delete existing clock records. The app does not collect location while it is closed.

Billing. Payments run through Stripe. Card numbers go directly to Stripe and are never stored on our servers; we keep records of invoices, subscription status, and payment history.

Technical logs. Standard server logs (IP address, timestamps, pages requested) kept for security and troubleshooting.

Optional features and agreements. If you enable browser notifications, we store the push subscription needed to deliver them and your browser information. Signed agreements can record the signer's name, signature, signing time, IP address, and browser information as evidence of signing. We also record your location-sharing choice per workspace.

What we don't do

• We don't sell or rent your data, ever.
• We don't run advertising or share data with ad networks.
• We don't use third-party analytics or tracking scripts.
• We don't read your business data except to support you when you ask, or to keep the platform secure.

How we use your information

To run the platform, process your subscription, send transactional email (invoices, password resets, alerts), provide support, and keep the service secure. That's the list.

Who we share it with

We share data only with the service providers needed to operate:

• Stripe: payment processing and subscription billing.
• Resend: delivery of transactional email.
• Map and address services: OpenFreeMap and OpenStreetMap map resources receive browser requests, including your IP address. OpenStreetMap Nominatim can receive coordinates to find a street address, and Nominatim or the U.S. Census geocoder can receive addresses to place them on a map. The routing service can receive coordinates to calculate routes.
• Linked media: choosing to load a chat link preview can display images served by the linked site. Loading those images shares a browser request, including your IP address, with that site. Choosing to play an embedded YouTube video also connects to YouTube.
• Integrations you enable: if your workspace turns on an integration (for example, a dispatch service), the data needed for that integration is shared with that provider at your direction.

Beyond that, we disclose data only if required by law, or to protect the rights and safety of our clients and platform.

Employees of our clients

If you're an employee using IXV Systems because your employer set up a workspace, your employer is the controller of that workspace's data, including your clock-in records and their locations. We process it on your employer's behalf. Questions about why data is collected or requests to see it should usually go to your employer first; we'll help them fulfill those requests.

Storage and security

Data is stored on servers in the United States. Each client's workspace is isolated from every other client's. Connections are encrypted in transit (HTTPS), passwords are hashed, and access to production systems is limited to those who run the platform.

No system is perfectly secure. If a breach affects your data, we'll notify you promptly and tell you what we know and what we're doing about it.

Cookies

We use only essential cookies: a session cookie to keep you signed in and a preference cookie for your theme. No tracking cookies, no cross-site anything.

Retention and deletion

We keep your data while your account is active. After cancellation or termination, workspace data is retained for 30 days (so you can return or request an export), then deleted from our systems. Billing records are kept as long as tax and accounting law requires.

You can request an export or deletion of your data anytime at [email protected].

Your rights

You can ask us what we hold about you, ask us to correct it, export it, or delete it (subject to the employer-controlled workspace note above and records we're legally required to keep). Email us and a real person will handle it.

Children

IXV Systems is a business tool for adults. It isn't directed at children under 18, and we don't knowingly collect their information.

Changes to this policy

If we make material changes, we'll notify workspace administrators by email or in-app before they take effect. The latest version always lives at this page.

Contact

IXV Systems LLC · Cleveland, Ohio
[email protected]