This Privacy Policy describes how OvanFix ("we", "us", or "the app"), operated by Ovan, handles personal data when you use our mobile application and web platform (collectively, "the Service").
1. Information we collect
- Account data: username, full name, email, role, tenant identifier.
- Work data: work orders, service requests, assets, locations, materials, time entries, expenses and invoices you record in the app.
- Photos: images you capture using the device camera or upload from the gallery to document a problem, work progress, or asset state.
- Notification tokens: Expo push tokens used to deliver in-app push notifications about assignments and updates.
- Authentication metadata: failed login attempts, last login timestamp, and (when you opt in) third-party identity provider identifiers (Clerk / Google OAuth).
- Diagnostic logs: technical logs (HTTP request paths, error messages) used to debug issues. No content of your data is included in these logs.
2. Device permissions we request
- Camera: to capture photos of work orders, problems, assets, and invoices. Photos are stored encrypted and tied to your tenant only.
- Bluetooth (BLUETOOTH_SCAN / BLUETOOTH_CONNECT): to discover and connect to thermal label printers (e.g. DETONGER P2) so you can print QR labels for assets. We never use Bluetooth to track location.
- Notifications: to deliver push alerts about work orders assigned to you or status changes relevant to your role.
- Internet: required to sync data with our servers.
3. How we use your data
We use the data described above strictly to:
- Operate the Service: store, retrieve and synchronize your maintenance data.
- Authenticate you and enforce role-based access within your tenant.
- Notify you of relevant events (new assignments, completions, status changes).
- Diagnose technical issues and improve reliability.
We do not sell or rent your personal data. We do not use it for advertising or to build profiles outside of the Service.
4. AI processing
If your tenant has the AI feature enabled, photos of problems or assets may be sent to OpenAI to extract suggested titles, categories, or serial numbers. Photos are not retained by OpenAI for training (per OpenAI's API terms). Your tenant administrator can disable this feature at any time.
5. Data storage and security
- Application data is stored in PostgreSQL hosted on Supabase (EU / US regions).
- Image files are stored on Vercel Blob with private access tokens.
- Connections use TLS 1.2 or higher.
- Passwords are stored as one-way hashes; we never store cleartext.
- Failed login attempts trigger temporary account lockouts.
6. Data sharing
We share data only with infrastructure providers strictly required to operate the Service: Supabase (database hosting), Vercel (image storage), Clerk (optional OAuth), Expo (push notification routing), and OpenAI (only if your tenant enables AI photo analysis). We never share with advertising or analytics networks.
7. Data retention
We retain your data for as long as your tenant has an active account. When you (or your tenant) request account deletion, all personal data, photos and operational records are permanently removed within 30 days, except where retention is required by law (accounting records, tax invoices).
8. Your rights
You have the right to:
- Access the personal data we hold about you.
- Correct inaccurate data.
- Request deletion of your account and associated data.
- Export your data in a machine-readable format.
- Withdraw consent for optional features (AI processing, push notifications).
To exercise these rights, contact us at the address below. We respond within 30 days.
9. Children
OvanFix is a B2B maintenance tool. The Service is not directed to children under 16 and we do not knowingly collect data from them.
10. Changes to this policy
We may update this policy. Changes are posted on this page with an updated date. If the change is material we will notify active users via in-app banner or email.
11. Contact
Questions or requests: privacy@ovan.io.