Last updated: 23 October 2026
This Privacy Policy explains how theAssetPro.com ("AssetPro", "we", "us", or "our") collects, uses, and protects personal information when you use the AssetPro Ops mobile application (the "App"). AssetPro Ops is a business application that an organization provides to its field technicians so they can keep a duty log and submit daily work reports. It requires an AssetPro account issued by your organization. By using the App you agree to the practices described in this Policy. If you do not agree, please do not use the App.
1. Information We Collect
(a) Account information
When you sign in, the login email and password issued to you by your organization are sent to the AssetPro server to authenticate you. The server returns your name, role and account identifier, which the App uses to show your work and to associate the records you create with your organization's account. After you sign in, a session token is stored on your device in the platform's secure storage (the iOS Keychain or the Android Keystore) and is deleted from the device when you sign out. You can change your password in the App. You do not create an account inside the App; accounts are provisioned by your organization.
(b) Location data
The duty log, and the location collection described here, are available only to accounts that your organization has marked as field technicians. With your permission, the App uses your device's precise location in two ways:
- With each duty-log tap. When you tap an action such as Report on duty, leaving for or reaching a site, starting work, or End of day, the App records one location fix (latitude, longitude and accuracy) together with the time of the tap.
- While you are on duty. From the moment you tap Report on duty until you tap End of day (or sign out), the App records your location about every 2 minutes, or each time you move about 200 metres, whichever comes first. Each point contains latitude, longitude, accuracy and, where the device provides it, speed. On Android this runs as a foreground service with a persistent notification, "On duty — location shared"; on iOS the system's location indicator is shown while location is in use.
The App first asks the device for a GPS fix. Where GPS cannot get a fix (for example indoors), the App asks the device for a new location from its Wi-Fi and mobile-network positioning instead; such a point is less precise and is stored with its actual accuracy. If no location can be obtained at a 2-minute interval, the App records only the time and the reason (no GPS fix, location turned off, or permission not given), so that your organization can see why a location is missing.
The App asks only for "while using the app" location permission and does not request background-location ("Allow all the time") permission. No location is collected while you are off duty. If you deny location access, or a location fix is not available, the tap is still saved and is marked as recorded without a location; the App never invents, reuses or estimates a location.
If you do not tap End of day by midnight in your time zone, the AssetPro server records an automatic End of day for that day (at 7 pm, or at your last tap if that was later), marked as recorded by the system and not by you. No location is recorded for it.
Your duty-log taps and location points are first saved on your device so that nothing is lost without a network connection, and are uploaded to the AssetPro server when a connection is available. Each upload also includes the App's version number and your device's current time, so that the server can detect a phone clock that is set incorrectly.
(c) Camera and photos
With your permission, you can use your camera to photograph toll and parking receipts, or pick an existing photo using the system photo picker, and attach them to a trip. You can also add up to 10 photos of the work you did when you finish a work item in the duty log. The App receives only the photo you take or choose; on Android it declares no permission to read your media.
Each work photo is stamped, inside the image, with the date and time, the location of your device when the photo was added (latitude and longitude, or "Location unavailable" with the reason), and the work item it belongs to. A photo chosen from your gallery is marked "Added … (from gallery)", because the stamp records when it was added, not when it was taken. Receipt and work photos you attach are uploaded to the AssetPro server and stored privately, without public access.
(d) Voice notes
When you finish a work item, you can record a voice note (up to 5 minutes) instead of typing what was done. The App uses your microphone only while you are recording, after you tap Record, and only with your permission. You can listen to the note, record it again or delete it before saving. Saved voice notes are uploaded to the AssetPro server, stored privately without public access, and can be played by authorized people in your organization. Voice notes are not transcribed or translated, and are not used for any other purpose.
(e) Work data you enter
The App records the work information you submit: daily work reports (work type, client, linked support tickets or installations, notes, voice notes and work photos, and start and end times), trips (kilometres travelled and toll and parking amounts claimed as travel expenses, with any receipt photos), and leave or holiday days. This data is synced to the AssetPro server so that your organization can review and approve it.
(f) Notifications
On Android, the App asks for notification permission so that the "On duty — location shared" notification is visible while you are on duty. This notification is generated on your device. The App does not use a push-notification service and does not include Firebase.
(g) Information we do not collect
The App contains no analytics, crash-reporting or advertising software. It does not collect your advertising identifier or device identifiers such as the IMEI or serial number, and it does not track you across other companies' apps or websites.
2. How We Use Information
We use the information described above to authenticate you; to record your duty log, daily work reports, trips and leave for your organization's account; to show your organization your work, attendance and travel; to calculate travel distances for travel-allowance and expense claims; to provide support; and to maintain the security and reliability of the App. We do not use your information for advertising.
3. How Information Is Shared
The records you create, including your duty-log taps, the location recorded while you are on duty, your work reports, voice notes, work photos, trips, receipts and leave, are made available to the organization whose AssetPro account you use. Authorized people in that organization, such as your supervisors, can view them in the AssetPro Ops web application for work tracking, attendance, and travel-allowance review and approval.
We may share information with service providers who host and support the platform on our behalf, and only to the extent needed to provide the App. In particular:
- To calculate the road distance of a trip, the AssetPro server sends the start and end coordinates of each journey to the Google Maps Platform Routes API. Your name and account details are not included in that request.
- The App downloads the typeface it uses for its text from Google Fonts. That request contains no account, work or location data.
We may also disclose information where required by law or to protect our legal rights. We do not sell your personal information.
4. Data Retention
Duty logs, work reports, voice notes, work and receipt photos, and trips are retained as part of your organization's account for as long as needed to provide the App and to meet your organization's record-keeping and legal obligations. Retention of your organization's data is governed by the agreement between AssetPro and your organization.
The location recorded every 2 minutes while you are on duty is kept in full for 90 days. After that, only one point per 10 minutes is kept, and after 2 years it is deleted. The location of each duty-log tap, and the travel distances calculated from your trips, are kept with your duty log.
On your device, location points, voice notes and photos are deleted once they have been uploaded to the AssetPro server. Duty-log taps that have been uploaded are removed from the device once they are more than 35 days old (the next time the App starts).
5. Security
We use reasonable technical and organizational measures to protect information, including encrypted (HTTPS) transmission between the App and our servers and storage of your session token in your device's secure storage. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
6. Your Rights and Choices
You can control location, camera and notification permissions at any time through your device settings; denying a permission may limit related features. If you deny location access, you can still record your duty-log taps (they are saved without a location) and fill in and submit your daily work report. Location collection ends when you tap End of day or sign out.
Because AssetPro Ops is provided through your organization, requests to access, correct, or delete your account data are handled together with your organization. To make a request, or if you have questions about this Policy, contact us using the details below.
7. Children's Privacy
The App is intended for business use by adults and is not directed to children. We do not knowingly collect personal information from children.
8. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. Your continued use of the App after changes take effect constitutes acceptance of the updated Policy.
9. Contact Us
If you have any questions about this Privacy Policy or our handling of your information, please contact us at connect@theassetpro.com.