Privacy Policy
How the IDsys Online Android app handles your information.
This Privacy Policy applies to the IDsys Online Android application
(package ee.idsys.idsysonline.maui) published by IDsys OÜ
("IDsys", "we", "us"), and to the IDsys Online service the app connects to
(online.idsys.ee).
IDsys Online is a business application for inventory, asset and warehouse management. It is used by employees of organisations that have an agreement with IDsys ("Customer"). An account is required and is created by the Customer's administrator.
1. Data controller and processor
Business data entered into IDsys Online (for example items, documents, scan results and user accounts) belongs to the Customer. For that data the Customer is the data controller and IDsys processes it on the Customer's behalf. IDsys is the controller only for the technical data described in this policy that we use to operate, secure and support the app.
2. Information the app collects
| Data / permission | Why it is used |
|---|---|
| Account details username and password |
To sign you in to IDsys Online. Passwords are sent only over an encrypted connection to the IDsys Online server. |
| Location precise and approximate |
Used only while the app is in use and only for inventory actions, to record where an item or asset was counted or found. The app does not track your location live or in the background. |
| Chat messages and attachments | If your organisation has enabled chat in IDsys Online, the messages, images and files you send are stored on IDsys servers and shown to the participants of the conversation. |
| Voice recordings and videos | If you use dictation or transcription, the audio you record or upload is converted to text. You can also attach audio and video files in IDsys Online. These files are stored on IDsys servers; audio sent for transcription is processed by an AI service provider (see Sharing). |
| Camera | To scan barcodes and QR codes and to take photos you choose to attach in IDsys Online. Barcode images are processed on the device; only photos you attach are uploaded. |
| Device identifier and phone state | To identify the device within the Customer's IDsys Online account (for example to link a handheld scanner to its settings) and in diagnostic logs. |
| Bluetooth and NFC | To connect to RFID and barcode readers and to read NFC / RFID tags. Bluetooth scanning is not used to determine your location. |
| Storage | To save and open files such as documents and photos used in IDsys Online. |
| Diagnostic logs | Event logs containing the app version, package name and device identifier, and error reports with technical details of failures, are sent to IDsys servers to detect and fix problems. See Retention for how long they are kept. |
The app does not collect contacts, messages, call logs, calendar data or health data, and it does not show advertising.
3. How we use information
- To provide the IDsys Online service to the Customer and its users.
- To keep the app and the service secure and working correctly.
- To diagnose errors and provide support.
Processing is based on the agreement with the Customer and on our legitimate interest in operating a secure and reliable service. We do not sell personal data and do not use it for advertising or profiling.
4. Sharing
IDsys Online servers, including the logging and error-reporting systems, are hosted and operated in house by IDsys. The app does not use third-party analytics, advertising or crash-reporting services. We do not sell personal data.
We share personal data only:
- with the Customer whose IDsys Online account you use;
- with other users in your organisation, for chat messages and files you send to them;
- with the AI service providers listed below, only when you use an AI feature;
- when required by law.
AI features. If your organisation has enabled AI features in IDsys Online (for example dictation, transcription, the AI assistant or AI-based automations), the content you submit to these features is sent to the following service providers, which process it on behalf of IDsys to return the result:
| Provider | Used for | Data sent |
|---|---|---|
| Groq, Inc. | Speech-to-text (dictation and transcription) | Audio recordings and audio files you submit |
| Google (Gemini API) | AI assistant and AI-based automations | Text, and photos or documents you submit to the feature |
| OpenAI | AI assistant and AI-based automations | Text, and images you submit to the feature |
| OpenRouter | AI assistant and AI-based automations | Text you submit, forwarded to the selected AI model provider |
These providers may process data outside the European Economic Area. Content is sent only when you use an AI feature, and is not used by IDsys for advertising.
5. Security
Data between the app and IDsys servers is transmitted over encrypted HTTPS connections. Access to data is limited to authorised personnel who need it to provide the service.
6. Retention
- Business data is kept for as long as the Customer's agreement is active or as instructed by the Customer.
- Diagnostic event logs are kept for 30 days and then deleted automatically.
- Error reports are kept for 21 days and then deleted automatically.
7. Your rights and account deletion
Under the GDPR you have the right to access, correct and delete your personal data, and to object to or restrict its processing. Because accounts are managed by the Customer, please contact your organisation's IDsys Online administrator first. You can also request deletion of your account and related data by e-mailing google-play@idsys.ee from the e-mail address linked to your account. You may also lodge a complaint with the Estonian Data Protection Inspectorate (www.aki.ee).
How to request deletion of your IDsys Online account and data:
- Send an e-mail to google-play@idsys.ee with the subject "Account deletion request".
- Send it from the e-mail address linked to your account and include your organisation name.
- We confirm your identity with your organisation's administrator and reply within one month.
When an account is deleted:
- Deleted: your user account, login details, device registrations and chat messages and attachments you sent.
- Kept: business records you created for the Customer (for example inventory results and documents), because they belong to the Customer and are kept according to the Customer's instructions.
- Deleted automatically: diagnostic event logs after 30 days and error reports after 21 days.
You can withdraw permissions such as location, camera or Bluetooth at any time in your Android settings. Some features may stop working without them.
8. Children
The app is intended for business use by employees of our Customers. It is not directed at children under 16. Users aged 16 or 17 may use the app only with an account created by their employer, for example during summer or part-time work.
9. Changes to this policy
We may update this policy from time to time. The current version is always available at policy.online.idsys.ee and the effective date above shows when it was last changed.