Ops360 Privacy Policy

1. Who this covers

This policy explains how the PluginZ Ops360 platform (the "platform", at ops360.pluginz.co) and its companion mobile apps, operated by PluginZ Solutions, handle information. Ops360 is a multi-tenant business operations platform covering IT operations, accounting, CRM, HR, recruitment and AI-powered sales.

It sits alongside two other documents. The PluginZ Privacy Policy at pluginz.co/privacy-policy/ covers the pluginz.co website, business enquiries and the rest of our services. The PluginZ Data Processing Addendum at pluginz.co/dpa/ sets out the terms on which we process personal data on behalf of a business customer.

2. Our role: controller and processor

For the business records your company puts into Ops360 (such as employee, customer, accounting and operational data), PluginZ acts as a data processor on behalf of your company, which is the data controller. Your company decides what data is entered and who can access it.

For account, billing and support data that we manage directly, PluginZ acts as the data controller.

Where your company has signed a Data Processing Addendum with us, that addendum governs our processing of your records as processor, and prevails over this policy on any data protection matter it covers. The standard version is published at pluginz.co/dpa/.

3. What we collect

Depending on the modules your company switches on, the platform may hold:

• Account information: your name, work email, job title, department and the company you belong to.
• HR data: employee records, attendance, leave, advances and payroll created by your employer.
• Attendance location: when you check in or out in the HR app, the device GPS position is read once, at that moment, to confirm you are within your workplace area (geofencing). Only that single punch coordinate is stored.
• CRM, accounting and IT-operations data: contacts, deals, invoices, expenses, assets, licences and tickets entered by your company.
• Usage and technical data: basic logs used to operate, secure and improve the platform.

4. How we use location

Location is used only to verify attendance. It is read only while the app is open, and only at the exact moment you check in or check out. The app does not track your location in the background, does not follow your movements between punches, and never sells or shares your location with third parties. If your employer marks your role as free-sign, the location check is skipped entirely.

5. Per-company isolation and sharing

Ops360 enforces strict per-company data isolation with role-based access control, so each company only ever sees its own data. Within your company, only authorised administrators and staff can see records in line with their role.

We do not sell your personal data. We share it only with service providers that help us run the platform (such as our hosting, database and payment providers) under confidentiality obligations, or where required by law.

6. Storage and security

Your data is stored securely on our infrastructure and scoped to your company. We apply technical and organisational measures, including encryption in transit, row-level access controls and monitoring, to protect the information we hold.

7. Data retention

We keep your records for as long as your company's account is active and as required for its legal and accounting obligations. When a record is no longer needed it is deleted or anonymised.

8. Your rights

You can ask to access, correct or delete your personal data. Because your company controls its records, please contact your company's HR or administrator first; you may also contact us using the details below and we will help coordinate the request.

9. App permissions

The companion mobile apps may request:

• Location: to confirm you are at your workplace when you check in or out. Foreground only.
• Notifications (optional): to alert you about approvals and reminders.

10. Changes to this policy

We may update this policy from time to time. The latest version will always be available on this page, with the "last updated" date revised accordingly.