Privacy Policy for DPS Airem
1. LEGAL ARCHITECTURE AND BINDING CONSENT
This Privacy Policy (the “Policy”) represents the definitive legal framework regarding the data protection methodologies, information processing protocols, and privacy safeguards employed by DPS Airem (herein referred to as “the Company,” “we,” “us,” or “our”). This Policy governs all interactions with the DPS Airem digital ecosystem, including the mobile application available on the Apple App Store and Google Play Store, the centralized web-based administrative dashboard, and all associated cloud-based infrastructure and support services (collectively, the “Services”).
In the high-stakes sector of security and workforce management, digital transparency and real-time accountability are foundational requirements. The DPS Airem platform is an enterprise-grade SaaS (Software as a Service) solution specifically engineered to revolutionize how organizations oversee their human resources, manage field operations, and coordinate rapid emergency responses. Because the Services involve the real-time tracking of personnel, the documentation of sensitive site incidents, and the management of financial requests, the processing of various data types is a technical and mechanical necessity.
EXPLICIT BINDING AGREEMENT: By downloading, installing, accessing, or utilizing any portion of the Services, you hereby acknowledge that you have read, comprehended, and voluntarily agreed to be bound by the terms contained within this Privacy Policy. This document serves as a binding contract between you and the Company. If you do not agree with any provision herein, you must immediately cease all use of the Services, delete the mobile application from your device, and terminate your web-based sessions.
2. COMPREHENSIVE TAXONOMY OF DATA COLLECTION
To provide a secure, efficient, and fraud-resistant management environment, we collect several categories of information. These data points are essential for identifying users, verifying job performance, and maintaining the safety of field personnel.
A. Individually Identifiable Information (User Identifiers)
We collect data that can be used to identify, contact, or locate a specific User. This is essential for account creation, credentialing, and organizational assignment.
- Fundamental User Credentials: Legal first and last name, professional or personal email address, and verified mobile phone numbers.
- Authentication and Security: Encrypted passwords and unique device identifiers (UDID) that prevent unauthorized account hijacking and ensure secure login.
- Profile Metadata: Optional profile photographs (used for identity verification at guarded sites), age, gender, and preferred language for interface localization.
- Biometric Authentication Frameworks: Our application supports device-native biometric security features such as Apple’s Face ID/Touch ID and Android’s Biometric Prompt. Note on Privacy: DPS Airem does not capture, store, or transmit your raw biometric templates. We utilize secure, encrypted tokens provided by the device’s operating system to confirm identity locally. Your biometric hardware data never leaves your device.
B. Professional, Employment, and Financial Data
As a specialized Employee Management Software, we process data related to your professional capacity and the financial aspects of your employment.
- Corporate Hierarchy: Your job title, assigned role (e.g., Manager, Supervisor, Guard, Finance Lead), and your affiliation with a specific security organization or company.
- Clock In & Clock Out Logs: Granular data regarding shift start and end times, meal break durations, and total work hours per shift.
Payroll & Payment Records: To facilitate our Payroll & Payment Management module, we collect bank account information for salary credits, historical pay slips, and detailed records regarding any requests for salary advances or professional loans.
C. High-Precision Geolocation and Spatiotemporal Data
The core value proposition of DPS Airem is “Real-Time Operational Visibility.” To achieve this, we process precise geolocation data.
- Active Shift Monitoring: While a User is on an active shift or performing a “Start Patrol” function, the platform periodically captures GPS coordinates (latitude, longitude, altitude, and velocity).
- Geofencing Verification: We use geolocation to verify that a User is physically within the digital boundaries of a “Site” or “Zone” before allowing clock-in or clock-out actions. This is essential to prevent attendance fraud and off-site check-ins.
- Background Geolocation Access: To protect field personnel in hazardous environments, the App may require “Always Allow” location permissions. This allows the platform to maintain a safety breadcrumb trail even if the device is in a pocket or the screen is locked.
- SOS Emergency Sharing: Upon activation of an SOS Alert, the platform initiates a high-frequency location update stream, broadcasting the User’s live movement to the organizational command center.
D. Operational Content and Multimedia Data
The Services act as a digital repository for professional reporting and communication.
- In-App Messaging Transcripts: Every message, including text-based chat, audio voice notes, images, and video clips sent via the internal messaging module, is recorded and archived.
- Incident Reporting Data: Information contained within Daily Activity Reports (DAR), Incident Reports, Site Inspection logs, and Visitor Management logs.
- Media Uploads: Photos and videos attached to incident reports, vehicle status updates (Vehicle Inspection Checklists), and evidence documentation.
E. System-Level, Diagnostic, and Electronic Activity Data
We automatically collect technical data to ensure system stability and performance optimization.
- Device Metadata: Unique Device Identifiers (UDID), IP addresses, hardware models, operating system versions, and mobile carrier information.
- Session Replay Technology: We utilize tracking tools to record User interactions within the platform, such as navigation paths, button clicks, and scrolling patterns. This is used strictly for technical “forensics,” bug detection, and usability improvements.
- Offline Data Synchronization: We maintain a log of when data was generated offline (e.g., an incident report filed in a basement) and subsequently synced to the cloud, identifying potential connectivity gaps.
3. LEGAL AND OPERATIONAL BASES FOR DATA UTILIZATION
We utilize the aforementioned data categories for specific, justified business purposes aligned with our Workforce Management objectives.
A. Fulfillment of Workforce Management Services
The primary reason for processing your data is to fulfill the service agreement between DPS Airem and your organization. This includes:
- Attendance Accuracy: Replacing manual registers with GPS-based tracking to ensure accountability.
- Automated Payroll: Turning attendance data into accurate payroll records without manual calculations, reducing wage processing errors.
Payment Management: Handling the administrative flow of salary credits and financial requests.
B. Enhanced Safety and Emergency Mitigation
Security and field work are inherently high-risk. We process data to:
- Provide SOS Protection: Coordinating rapid response teams when an employee triggers a safety alert.
- Real-Time Oversight: Allowing Managers to visualize the live distribution of personnel on a GPS map to ensure safety and site coverage.
C. Organizational Transparency and Accountability
- Auditability: Providing clients of the organizations with “proof of presence” and verifiable activity logs.
- Conduct Monitoring: Using chat logs and activity reports to ensure that personnel are adhering to professional standards and platform guidelines.
4. DATA SOURCES AND COLLECTION METHODOLOGIES
We collect data through a multi-faceted approach to ensure accuracy:
- User-Submitted Data: Information you manually input during registration, shift updates, or reporting.
- Managerial Input: Data provided by your employer to set up your profile, permissions, and salary structure.
Automated Sensor Data: Data gathered via device sensors (GPS, Camera, Accelerometer) and software tracking (API tokens).
5. DATA SHARING, DISCLOSURE, AND RECIPIENTS
DPS Airem does not operate as a “Data Broker.” We do not sell your personal data to third-party marketing firms. Data disclosure is limited to:
- Vertical Organizational Sharing: Your real-time location, shift history, and reports are visible to the Managers and Supervisors of your specific organization.
- Super-Administrative Oversight: The platform owner (Super Admin) has broad rights to view all system activity, including chat histories, to ensure the platform is not being used for illegal or abusive purposes.
- Cloud Infrastructure Partners: We utilize secure cloud providers (e.g., AWS or Google Cloud) to host our data. These entities are bound by strict confidentiality protocols.
- Legal Mandates: We will disclose information if required by a valid legal order (subpoena or warrant) or if we believe in good faith that such action is necessary to prevent physical harm.
6. ADVANCED MONITORING: SESSION REPLAYS AND CHAT AUDITS
A. Session Replay Forensics
The Web Dashboard and Mobile App utilize technology that allows us to “replay” a User’s session. This is an essential tool for:
- Resolving technical support tickets by seeing exactly where an error occurred.
- Identifying “dead-end” navigation paths in the UI.
- Detecting attempts to bypass geofencing or attendance rules.
A. Session Replay Forensics
The Web Dashboard and Mobile App utilize technology that allows us to “replay” a User’s session. This is an essential tool for:
- Resolving technical support tickets by seeing exactly where an error occurred.
- Identifying “dead-end” navigation paths in the UI.
- Detecting attempts to bypass geofencing or attendance rules.
B. Professional Chat Conduct and Auditing
The In-App Chat is a professional workspace. All messages are archived and searchable. Managers and Super Admins may audit chat logs at any time to investigate incidents or verify that orders were communicated clearly.
7. DATA RETENTION, ARCHIVING, AND DELETION
- Active Retention: Personal data is kept as long as your account is active.
- Archival Retention: Operational reports (Incident Reports, Attendance Logs) are typically archived for a period (e.g., 7 years) to satisfy legal, insurance, and regulatory requirements common in the security and labor industries.
- Deletion Requests: Users may request account deletion through the App settings. Note that “Business Records” (like an incident report you authored) may remain in the system as part of the organization’s historical logs even after your profile is removed.
8. RIGOROUS SECURITY MEASURES
We employ a “Defense in Depth” strategy:
- Encryption: 256-bit SSL/TLS encryption for data in transit and advanced cryptographic standards for data at rest.
- Role-Based Access Control (RBAC): Strict permissions ensure, for example, that a Guard cannot see the financial data of a Manager.
- Physical Security: Data is stored in Tier-III/IV data centers with 24/7 surveillance and biometric access logs.
9. USER RIGHTS AND PREFERENCES
- Location Permissions: You can manage location access via device settings. However, revoking this will render core features like clock-in and clock-out non-functional.
- Notification Controls: You can opt out of non-essential push notifications, though “Critical Alerts” (Shift updates, SOS broadcasts) may be mandatory for your job.
- Access and Rectification: You have the right to view your profile and request corrections to inaccurate data.
10. INTERNATIONAL DATA TRANSFERS
DPS Airem is headquartered in the United States. Data collected may be stored and processed in the U.S. or any other country where we maintain facilities. By using the Services, you consent to the transfer of information to countries outside of your residence, which may have different data protection rules.
11. CHILDREN’S PRIVACY
The Services are strictly intended for professional use by adults (18+). We do not knowingly collect personal information from individuals under the age of 18.
12. AMENDMENTS TO THIS POLICY
We may update this Policy to reflect changes in our technology or labor laws. Significant updates will be signaled via in-app notifications or a banner on the Web Dashboard. Your continued use after an update constitutes acceptance of the new terms.
13. DETAILED DATA HANDLING ADDENDUM (SUPPLEMENTAL DEPTH)
13.1. Offline Data Synchronization and Consistency
The DPS Airem platform is uniquely designed to operate in areas of poor connectivity (e.g., basements, remote sites).
- Local Caching: When a User submits a report while offline, the data is encrypted and stored in the device’s local cache.
- Auto-Sync: As soon as a connection is detected, the app performs a secure handshake to sync data to the cloud.
- Sync Monitoring: Super Admins can view logs of users with “delayed sync” to distinguish between technical glitches and intentional delays in reporting.
13.2. Geofencing and Spatiotemporal Integrity
To ensure “Real-Time Attendance Management,” our geofencing utilizes a combination of GPS, Wi-Fi triangulation, and cellular tower data. This ensures that the clock-in and clock-out event is accurate within a few meters of the site coordinates defined by the Manager in the Web Dashboard.
13.3. Payroll Calculation Logic
The “Automated Payroll” feature processes raw “Time-in/Time-out” data. This logic accounts for shift limits, lunch break deductions, and overtime thresholds set by the organizational Admin. The resulting “Salary Records” provide a transparent audit trail for both the employer and the employee, reducing friction during payment cycles.
13.4. SOS Alert Propagation
The SOS system is designed for maximum speed. When triggered:
- A high-priority data packet is sent to the server.
- Push notifications are broadcast to all linked Supervisors and Managers.
- The User’s profile on the Manager Dashboard turns red and begins pulsing with live GPS updates.
- Audio notes or photos can be captured automatically to provide context to the responder.
13.5. Vehicle and Asset Tracking
13.6. Incident Multimedia Handling
Incident reports often contain sensitive visual data. These files are stored in a dedicated, secure bucket within our cloud infrastructure. Access to these files is logged, and only users with the specific “Reporting Lead” or “Manager” role can export these files for external use (e.g., sharing with law enforcement or insurance providers).
13.7. Role-Based Data Siloing
Within the “Multi-Organization” architecture of DPS Airem, data is strictly siloed. A Manager of “Company A” cannot view any data, chat logs, or employee records belonging to “Company B.” Within a single company, a “Finance Lead” sees payroll data but may be restricted from seeing specific patrol route details, while a “Supervisor” sees patrol data but no payroll information.
13.8. Browser and Cookie Policy (Web Dashboard)
For users of the Web Dashboard, we use cookies to:
- Authenticate Session: Keeping you logged in as you move between pages.
- Preference Retention: Remembering your map zoom level or language choice.
- Security: Preventing Cross-Site Request Forgery (CSRF) attacks.
13.9. Biometric Policy for iOS and Android
We adhere to Apple’s Human Interface Guidelines and Google’s Biometric Standards. The App only requests biometric access to accelerate the login process. If a biometric scan fails multiple times, the App will revert to a PIN or Password requirement. Users can revoke this permission in their system settings at any time without losing access to other App features.
13.10. Third-Party Analytics and Performance Monitoring
We may use tools like Google Analytics for Firebase or Sentry to monitor App crashes and performance. These tools collect de-identified data such as the device type, the point at which the App crashed, and the time it took for a screen to load. This information is vital for our engineering team to provide a stable, “five-nines” reliability experience.
13.11. Employee Payment Management Transparency
The platform facilitates the tracking of payments. When a payment is marked as “Completed” by the Finance Lead on the Dashboard, the employee receives an instant notification. This reduces “payment anxiety” and ensures that financial transparency is maintained throughout the organization.
13.12. Visitor Management and Third-Party Data
When guards use the App to log visitors, the name and ID details of those visitors are processed. The security firm (the User’s employer) is the Data Controller for this visitor data, and DPS Airem acts as the Data Processor. It is the responsibility of the security firm to ensure they have the right to collect visitor data at their specific site.
13.13. Future-Proofing and Scalability
As DPS Airem grows, we may introduce new modules (e.g., AI-based facial recognition for attendance). If such features are launched, this Policy will be updated, and users will be required to provide specific, opt-in consent before those features are activated for their account.
14. CONTACT AND GRIEVANCE REDRESSAL
For any questions regarding this Privacy Policy, your salary records, or your GPS tracking data, please contact our Data Protection Officer:
Email: info@dpsairem.com Mailing Address: DPS Airem Attn: Privacy & Compliance Dept. 1700 Lincoln St. FL 17, Denver, CO 80203
