Privacy Policy

1. Introduction

Signature is an enterprise resource planning (ERP) platform used by authorized employees and partners of the organization that operates this system. It supports textile and machinery business operations including leads, contracts, customers, complaints, tasks, payments, proforma invoices, and related workflows.

We respect your privacy and are committed to protecting personal information processed through our platform. This policy is designed to meet transparency requirements for web users, Google Play Store listings, and applicable data protection principles.

2. Who We Are (Data Controller)

The organization that deploys and operates Signature at https://signature-in-house.com is the data controller for information processed in the system. Authorized administrators manage user accounts and business records on behalf of that organization.

For privacy-related questions, contact us at: signaturetm2.0@gmail.com

3. Scope of This Policy

This policy applies to:

• The Signature website and authenticated web application accessed through a browser;
• The official Android app published on Google Play (package: com.signatureinhouse.app);
• Public pages such as login, password reset, mobile app download, and this privacy policy (no login required).

Access to business features requires a valid account issued by an administrator. Customer and lead data entered into the system is processed by authorized staff on behalf of the operating organization, not by the general public.

4. Information We Collect

Depending on your role and how you use the platform, we may collect the following categories of information:

4.1 Employee & User Account Information

• Name, phone number, and/or email address (used for login and identification);
• Password (stored in encrypted/hashed form, never in plain text);
• Department, role, and access permissions assigned by administrators;
• Profile photo and digital signature image (if uploaded);
• Account status (active/inactive) and audit fields such as who created the account.

4.2 Business & Customer Data (Entered by Authorized Users)

Staff may enter information about prospects, customers, and business partners, including:

• Names, phone numbers, email addresses, and postal addresses;
• Business names, GST numbers, PAN numbers, and tax-related identifiers;
• State, city, area, and location details;
• Machine specifications, order details, contract terms, and commercial records;
• Digital signatures captured on contracts;
• Complaint details, service feedback, assignment records, and task information;
• Payment amounts, dates, methods, references, and related notes;
• Proforma invoices, purchase orders, and linked business documentation.

4.3 Files & Media Uploads

• Profile images, user signatures, branding logos, and favicons;
• Payment supporting documents (e.g. SWIFT copies);
• Damage photos, serial name plates, spare part images, and other operational attachments;
• Seller or business firm logos and signatures used in documents.

Uploaded files may be stored on our servers and served through authenticated or designated public storage URLs as required for business operations.

4.4 Location Information (Optional)

For designated field employees, the platform may request device location (GPS coordinates, accuracy, and timestamp) through the browser’s geolocation API after explicit user consent. Location sharing is optional and can be declined; consent preference may be stored locally in your browser session.

4.5 Technical & Session Data

• IP address, browser or WebView user agent, and session identifiers;
• Login timestamps, session cookies, and “remember me” tokens (if enabled);
• In-app notifications stored in our database (task reminders, approval alerts, etc.).

4.6 Information We Do Not Collect

• We do not sell personal information to third parties;
• We do not use third-party advertising or analytics trackers (e.g. Google Analytics) in the application;
• The Android app does not request contacts, SMS, call logs, or calendar permissions.

5. How We Use Information

We use collected information to:

• Authenticate users and enforce role-based access controls;
• Operate ERP features: leads, contracts, customers, complaints, tasks, reports, and approvals;
• Generate business documents (contracts, proforma invoices, purchase orders);
• Track optional employee location for authorized supervisors (where enabled);
• Send in-app notifications about workflows, meetings, and approvals;
• Maintain audit trails, backups, and system security;
• Improve reliability, fix errors, and comply with legal obligations.

6. Legal Basis for Processing

We process personal information based on one or more of the following, as applicable:

• Contract / employment relationship: processing necessary for authorized employees to perform their duties;
• Legitimate interests: operating a secure business management system, fraud prevention, and internal reporting;
• Consent: optional location sharing and any optional uploads where consent is requested;
• Legal obligation: retaining records required by applicable tax, commercial, or regulatory law.

7. How We Share Information

We do not sell or rent personal information. We may share information only in these circumstances:

• Within your organization: authorized users with appropriate roles can access records required for their work;
• Service providers: hosting, CDN, mapping, or app distribution services listed in Section 8, under contractual safeguards;
• Legal requirements: when required by law, court order, or to protect rights, safety, and security;
• Business transfers: in connection with a merger, acquisition, or asset sale, with notice where required by law.

8. Third-Party Services

Our platform may rely on the following third-party services. Each may process limited technical data (such as IP address) when delivering their service:

• Google Fonts — web font delivery (fonts.googleapis.com, fonts.gstatic.com);
• CDN providers — Bootstrap, Font Awesome, Alpine.js, Chart.js, and similar libraries (e.g. cdn.jsdelivr.net, cdnjs.cloudflare.com);
• Google Maps Platform — map display for employee location features (when configured and used by authorized users);
• Expo Application Services (EAS) — building and delivering over-the-air updates to the mobile app (expo.dev);
• Google Play — distribution of the Android application.

These providers have their own privacy policies. We select services appropriate for business use and limit data shared to what is necessary.

9. Cookies, Sessions & Device Storage

We use:

• Session cookies — to keep you logged in and maintain security (CSRF protection);
• Remember-me cookies — if you choose “Remember me” on login;
• Browser local storage / session storage — e.g. to remember location-sharing consent preference;
• WebView storage — the mobile app enables cookies and DOM storage so the web session works the same as in a browser.

You can clear cookies through your browser or device settings; doing so may log you out of the application.

10. Location Information

Location collection applies only to authenticated employees where the feature is enabled by your organization. When prompted, you may allow or deny location access. If allowed, approximate GPS coordinates may be recorded periodically and visible to users with location-view permissions (e.g. supervisors).

You can revoke location access at any time through your device or browser settings. Previously recorded locations may be retained according to your organization’s retention practices.

11. Mobile Application (Google Play)

The official Android app:

• Package name: com.signatureinhouse.app;
• Displays the Signature web application inside a secure WebView connected to https://signature-in-house.com;
• Requests INTERNET and ACCESS_NETWORK_STATE permissions only (required to load the platform);
• Does not collect data independently of the web platform except standard network connectivity required to operate;
• May receive updates through Expo’s update service to deliver improvements and fixes.

After login, the same data collection and use practices described in this policy apply. This privacy policy is publicly available without login at: https://signature-in-house.com/privacy-policy

12. Data Retention

We retain personal and business data for as long as necessary to provide the service, fulfill contractual obligations, resolve disputes, and comply with legal requirements. Retention periods may vary by record type (e.g. contracts, tax records, employee accounts). Administrators may deactivate user accounts; deletion of historical business records is subject to organizational and legal requirements.

13. Data Security

We implement reasonable technical and organizational measures, including:

• HTTPS encryption for data in transit;
• Password hashing and authenticated access controls;
• Role-based permissions limiting access to sensitive modules;
• Server-side validation and secure file storage practices.

No method of transmission or storage is 100% secure. If you believe your account has been compromised, contact your administrator immediately or email signaturetm2.0@gmail.com .

14. Your Rights & Choices

Depending on applicable law, you may have the right to:

• Access personal information we hold about you;
• Request correction of inaccurate information;
• Request deletion or restriction of processing (subject to legal and business record requirements);
• Withdraw consent for optional processing (such as location sharing);
• Lodge a complaint with a relevant data protection authority.

To exercise these rights, contact your organization’s administrator or signaturetm2.0@gmail.com . We will respond within a reasonable timeframe as required by applicable law.

15. Children’s Privacy

Signature is a business application intended for authorized adults (employees and business users). It is not directed at children under 13 (or the minimum age in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided information, contact us so we can take appropriate action.

16. International Data Transfers

Our primary servers and your organization’s data may be located in India or other regions depending on hosting configuration. Third-party CDN and cloud services may process data in other countries. Where required, we take steps to ensure appropriate safeguards for cross-border transfers.

17. Changes to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top will reflect changes. Material changes may be communicated through the application or by your administrator. Continued use of the platform after updates constitutes acceptance of the revised policy where permitted by law.

18. Contact Us

If you have questions about this Privacy Policy or our data practices:

• Application: Signature
• Website: https://signature-in-house.com
• Privacy Policy URL: https://signature-in-house.com/privacy-policy
• Email: signaturetm2.0@gmail.com