Privacy Policy

1. Introduction

Welcome to Proovin ("we," "our," or "us"). Proovin is a field execution platform designed for CPG, FMCG, and distribution companies in Indonesia. We are committed to protecting the personal information of our users, customers, and visitors.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, mobile application, website, and related services (collectively, the "Services"). Please read this policy carefully. By accessing or using our Services, you agree to the terms of this Privacy Policy.

2. Information We Collect

We collect information that you provide directly to us, information collected automatically through your use of our Services, and information from third-party sources.

2.1 Information You Provide

• Account Information: Name, email address, phone number, job title, company name, and password when you register for an account.
• Profile Information: Profile photo, business unit, territory assignment, and other details you add to your profile.
• Field Activity Data: Visit check-in/check-out times, GPS location data, photos captured during visits, store audit responses, order information, and task completion records.
• Communications: Messages, feedback, and support requests you send to us.
• Payment Information: Billing details and payment method information (processed securely through third-party payment processors).

2.2 Information Collected Automatically

• Device Information: Device type, operating system, device identifiers, and mobile network information.
• Location Data: GPS coordinates, timestamps, and movement patterns when the application is in use during a work session.
• Usage Data: Features used, pages visited, actions taken, session duration, and interaction logs within the platform.
• Log Data: IP address, browser type, referring URLs, and error logs.

2.3 Information from Third Parties

• Integration data from ERP, CRM, or other enterprise systems connected to your Proovin account by your organization.
• Information from identity verification services if applicable.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Providing Our Services: To operate, maintain, and deliver the features and functionality of the Proovin platform.
• Field Execution Tracking: To enable visit verification, GPS tracking, route compliance monitoring, and performance reporting as required by your organization.
• Account Management: To create and manage your account, authenticate your identity, and maintain your preferences.
• Customer Support: To respond to your inquiries, troubleshoot issues, and provide technical assistance.
• Communications: To send you service-related notifications, updates, and important announcements.
• Analytics and Improvement: To understand how our Services are used and to improve features, performance, and user experience.
• Security: To detect, prevent, and address fraud, security breaches, and other harmful activities.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.
• Marketing: With your consent, to send promotional communications about our products and services. You may opt out at any time.

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• Within Your Organization: Field activity data, location history, and performance reports are shared with your employer or the organization that administers your Proovin account. This is core to the purpose of our Services.
• Service Providers: We work with trusted third-party vendors who provide services such as cloud hosting, data analytics, payment processing, and customer support tools. These providers are bound by confidentiality obligations.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
• Legal Requirements: We may disclose your information if required by law, regulation, court order, or government request, or to protect the rights, property, or safety of Proovin, our users, or the public.
• With Your Consent: We may share your information for other purposes with your explicit consent.

5. Data Storage and Security

Your data is stored on secure servers located in Indonesia and/or other jurisdictions as necessary for our operations. We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit using TLS/SSL protocols.
• Encryption of sensitive data at rest.
• Access controls and authentication requirements for our systems.
• Regular security assessments and monitoring.
• Employee training on data privacy and security practices.

While we take reasonable steps to protect your information, no security system is completely impenetrable. We cannot guarantee the absolute security of your data. In the event of a data breach that affects your rights and freedoms, we will notify you and relevant authorities as required by applicable law.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including to provide our Services, comply with legal obligations, resolve disputes, and enforce our agreements.

Specifically:

• Account Data: Retained for the duration of your active account and for a reasonable period thereafter (typically 3 years) for legal and business purposes.
• Field Activity Data: Retained according to your organization's data retention settings and applicable legal requirements.
• Location Data: Retained for up to 2 years from the date of collection, unless your organization requires a different retention period.
• Log Data: Typically retained for 12 months for security and operational purposes.

When data is no longer needed, we delete or anonymize it in a secure manner.

7. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access: The right to request a copy of the personal information we hold about you.
• Correction: The right to request that we correct inaccurate or incomplete information.
• Deletion: The right to request deletion of your personal information, subject to certain exceptions.
• Data Portability: The right to receive your data in a structured, machine-readable format.
• Objection: The right to object to certain processing of your information.
• Restriction: The right to request that we restrict the processing of your information in certain circumstances.
• Withdraw Consent: Where processing is based on your consent, the right to withdraw that consent at any time.

Please note that some rights may be limited when we are processing data on behalf of your employer (as a data processor). In such cases, please direct your requests to your employer as the data controller.

To exercise your rights, please contact us at [email protected]. We will respond to your request within 30 days.

8. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience and analyze usage. We use the following types of cookies:

• Essential Cookies: Required for the website to function properly. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website. We use this data in aggregate form.
• Preference Cookies: Remember your settings and preferences (such as dark/light mode).
• Marketing Cookies: Used to deliver relevant advertisements. These are only active with your consent.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our website. Our mobile application does not use advertising cookies.

9. Third-Party Services

Our Services may contain links to or integrations with third-party websites, applications, and services. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you use.

Key third-party services we use include:

• Cloud Infrastructure: Google Cloud or equivalent, for hosting and data storage.
• Maps and Location: Google Maps API for route optimization and location display.
• Analytics: We may use analytics providers to understand usage patterns.
• Payment Processing: Third-party payment processors for billing. We do not store your full payment card details.

10. Children's Privacy

Our Services are intended for business use by adults and are not directed at children under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a child, we will take steps to delete that information promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make significant changes, we will:

• Update the "Last Updated" date at the top of this policy.
• Notify you via email or in-app notification if the changes are material.
• In some cases, seek your consent for the updated terms.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our Services after changes become effective constitutes your acceptance of the revised policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We are committed to working with you to resolve any concerns about our privacy practices. If you are not satisfied with our response, you may have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.