1. Introduction

TPM System (“we”, “our”, “us”) provides a web dashboard and companion mobile applications that help businesses manage field operations. Protecting your privacy is important to us. This Privacy Policy explains what data we collect, why we collect it, and how we handle it when you use our services (collectively, the “Service”).

2. Information We Collect

• Account information you provide – only an email address and password when an admin or worker account is created.
• Location data (from workers) – GPS coordinates recorded only at the moment a worker checks in / checks out or uploads a work-related photo.
• Work metadata – timestamps, client names, project details, and photos uploaded by users as part of normal work records.

We do not collect or process any other personal information, nor do we track users outside the work activities described above.

3. How & Why We Use Location Data

GPS coordinates are captured so that administrators can verify where a task was started or a photo was taken, providing proof of attendance and improving job-site transparency. Location data is never used for continuous tracking or profiling, and it is visible only to authorized company administrators.

4. Legal Basis for Processing (GDPR)

We process data on the basis of legitimate interest (helping companies coordinate field work) and contractual necessity (providing the Service you signed up for). Where required, we rely on user consent for the mobile app to access device location services.

5. Data Storage & Security

• All data is stored in secure EU-based servers with industry-standard encryption.
• Passwords are hashed using strong, one-way cryptographic algorithms.
• Access to data is role-based; only authenticated admins can view work records and associated coordinates.

6. Sharing & Disclosure

We do not sell, rent, or trade any user data. Data may be shared only with:

• Authorized company administrators you work for;
• Service providers that host or maintain our infrastructure (under strict data-protection agreements);
• Authorities if required to comply with legal obligations or to protect rights and safety.

7. Data Retention

Work records (including location snapshots) are retained for as long as your company account remains active or as needed to comply with legal and contractual obligations. Admins can delete records at any time from the dashboard; deleted data is removed from active databases within 30 days and from backups within 90 days.

8. Your Rights

If you are in the European Economic Area (EEA) or the United Kingdom, you have the right to:

• Access the data we hold about you;
• Correct inaccurate or incomplete data;
• Request deletion of your data (“right to be forgotten”);
• Restrict or object to certain processing;
• Receive your data in a portable format.

To exercise any of these rights, please contact us using the details below.

9. Cookies & Similar Technologies

The public website uses minimal, first-party cookies for basic functionality (e.g., language preference, session login). We do not use third-party analytics or advertising cookies.

10. Children’s Privacy

TPM System is intended for professional use. We do not knowingly collect data from anyone under 16 years of age. If you believe a minor has provided personal data, please contact us so we can remove it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Significant changes will be announced via the dashboard or email. Continued use of the Service after changes take effect constitutes acceptance of the revised policy.

12. Contact Us

For any questions about this Privacy Policy or our data practices, please reach out:

• Email: privacy@tpmsystem.it
• Phone: +39 049 6988409
• Postal: TPM System, Via San Marco 13 – 35129 Padova, Italy