Privacy Policy
Version draft-1 · Effective date: [EFFECTIVE DATE]
Who is responsible
The SM Productivity Dashboard is an internal tool run by [ORGANIZATION NAME] (address: [ORGANIZATION ADDRESS]). Questions about your data: [PRIVACY CONTACT].
Who can use it
Only staff and partners who are invited by an administrator. There is no public sign-up.
What we keep about users
- Account: your email address, a one-way scrambled (hashed) password, your roles, whether your account is active, and when you accepted the Terms and were shown this policy (with their version numbers).
- Two-step sign-in: the secret key of your authenticator app and scrambled backup codes.
- Sessions: when you signed in and were last active, a shortened network address (the last part of your IP address is removed) and your browser's name, so you and administrators can see and end sessions.
- Security log: sign-ins, failed sign-ins, changes to users, roles, settings and data, with time, account and shortened network address. Passwords, tokens and codes are never written to it.
What the dashboard holds about work
Field-work records pulled from KoboToolbox and from uploaded Excel files, reduced to what the calculations need: the work stream, team number, start and end times, and whether the visit outcome was successful. Customer names, phone numbers, locations, photos and other answers in the forms are not stored. Batch files record the number of cases per location and day. Source batch files are kept so administrators can check them.
Why
To measure team productivity against targets, which is the purpose of the tool; to keep the service secure; and to meet record-keeping duties. Legal basis: [LEGAL BASIS — e.g. employment contract / legitimate interest / legal obligation, to be confirmed].
Who receives it
- Users of the dashboard, limited by their role. Viewers see results only; they do not see Kobo accounts, source files, logs or user lists.
- Our hosting provider, Render (render.com), which runs the servers and database in [HOSTING REGION]. [Confirm a data-processing agreement is in place.]
- KoboToolbox ([kf.kobotoolbox.org or eu.kobotoolbox.org]), from which records are read. We do not send user data to it.
- An email provider for invitations and password resets: [EMAIL PROVIDER].
No advertising, analytics or tracking services are used. Data is not sold.
How long we keep it
- Security log: 400 days.
- Sync history: 90 days.
- Uploaded source files: 180 days (the numbers taken from them stay); uploads never imported: 7 days.
- Accounts: until removed by an administrator [define the removal rule, e.g. within 30 days after someone leaves].
- Productivity records: [RETENTION PERIOD FOR PRODUCTIVITY DATA].
- Database backups: [BACKUP RETENTION — depends on the hosting plan].
Security
Encrypted connections (HTTPS), hashed passwords, two-step sign-in (required for administrators), sessions that end after 30 minutes of inactivity and after 12 hours at most, encrypted Kobo tokens, role checks on the server for every request, and a tamper-evident log. No system is perfectly secure; anyone allowed to see the dashboard can still copy or photograph what is on screen.
Your choices and rights
You can see your sessions and change your password in My account. To ask for a copy of your data, a correction or deletion, contact [PRIVACY CONTACT]. [List the rights that apply under the confirmed law and the response time.]
Changes
We will show the new version number and date here and tell users when the policy changes in a meaningful way.