Privacy Policy

This Privacy Policy explains how JPI Suite ("JPI Suite", "we", "our", or "us") collects, uses, stores, shares, and protects information when you use our mobile application, website, and related services.

JPI Suite is a business operations application for stock management, property management, job work, HRMS, ledgers, reports, billing, and related business workflows. By using JPI Suite, you agree to the practices described in this Privacy Policy.

1. Information we collect

1.1 Account and profile information We may collect: full name, mobile number, email address or user ID, password or authentication credentials, business name, company profile details, role/permissions/access level, and login and account status information.

1.2 Business and operational data Depending on the modules used, you may enter and store: stock items, units, categories, locations, quantities, purchase and sale records; customer, vendor, broker, party, and account records; payments, receipts, expenses, invoices, ledgers, journal entries, and reports; property records, purchase/sale details, ownership details, partner records, brokerage, income, expense, and property ledger data; job work records, job orders, workers, BOM, challans, material dispatch, material receipt, wastage, reconciliation, and job reports; HRMS records including employee details, branches, shifts, attendance, overtime, payroll, salary slips, documents, templates, and audit logs; subscription, plan, billing, coupon, and payment-related records; and notifications, alerts, and activity logs.

1.3 Location data

Location access is required to use the JPI Suite mobile app. JPI Suite is a field-operations app, and on Android and iOS handsets location permission set to "Allow all the time" is required in order to use it. Until the permission is granted, the app shows a full-screen notice explaining what is collected and why, and offers no way past it other than granting the permission or closing the app. We ask for it this way because the features the app exists to provide - field visit records, live employee tracking, route (beat) adherence, attendance geofence checks, and travel-allowance distance - all depend on that single permission, and an app that opened and worked normally while silently recording nothing would leave a business with empty attendance and field records it only discovered later. Declining is a genuine choice and closing the app is its effect. The browser version of JPI Suite does not require this permission.

Holding the permission is not the same as being recorded. Location is actually recorded only between the moment an employee punches in for their shift and the moment they punch out. It is not recorded before punch-in, after punch-out, on days the employee has not punched in, or for any user whose organization or administrator has switched tracking off. In those cases the permission is held by the app but no location is collected or sent to us.

Background collection. Recording includes location gathered in the background, that is, while the app is closed or not in use. This is necessary because field employees spend the working day travelling with the phone locked or the app closed, and a route recorded only while the app is on screen would be incomplete. For the same reason, recording continues if the app is swiped away or the phone is restarted during a shift, and stops when the employee punches out.

What it is used for. Location data is used to: record the point at which an order is booked, a delivery is made, or a customer is visited; show an employee's live position and route for the day to their manager or administrator; confirm that an assigned route (beat) was followed; verify that an attendance punch was made at the correct branch or site; calculate the distance travelled for travel-allowance and reimbursement claims; and produce attendance, travel, and field-activity reports. It is not used for advertising, profiling, or sale to third parties.

What the employee sees while it is happening. While location is being recorded, the app displays a permanent notification on the device so the employee can see that recording is active. If an employee is punched in but device location has been switched off, or the app has stopped receiving positions, the app shows a full-screen alert with an audible alarm on that employee's own device until location is restored or the employee punches out; an administrator can switch this alarm off for an individual employee.

Who can see it. An employee's location is visible to authorized administrators of their organization and to the managers they report to. It is not shared with other employees, and it is not shared outside the organization except as described in section 3.

Who decides. Whether tracking is switched on is a decision of your employer, not of JPI Suite. Administrators can switch tracking off for the whole organization or for an individual employee, in which case no location is recorded for them. If you are an employee and want to know why tracking is enabled for you, or want it switched off, that request goes to your employer.

How long it is kept. Location records - position trails, visit points, and the distances derived from them - are business records belonging to the organization that collected them, and are kept for as long as that organization's workspace is active, because attendance, travel-allowance, and field-activity reports are referred to after the fact. They are deleted when the workspace is deleted, and we can also clear an organization's location history for a chosen date range at the administrator's request. See our Data Deletion Policy.

1.4 Voice entry data If you use the voice entry feature, JPI Suite may process your voice input to convert speech into text and help fill business forms, using speech-to-text service providers. Review and confirm entries before saving them.

1.5 Device, usage, and diagnostic data We may collect limited technical data such as device type and operating system, app version, IP address, login time and activity logs, crash reports and diagnostic logs, security and audit events, and feature usage information. This helps us secure the service, troubleshoot errors, improve performance, and maintain audit-friendly records.

1.6 Support communication If you contact us for support, we may collect your name, contact details, registered email/mobile number, business name, issue details, screenshots, attachments, and any information required to resolve your request.

2. How we use information We use collected information to: create and manage user accounts; authenticate users and maintain secure login; provide stock, property, job work, HRMS, ledger, report, billing, and business management features; manage roles, permissions, admin access, and user blocking/unblocking; generate dashboards, reports, invoices, salary slips, ledgers, and business documents; record field visits, live employee tracking, route adherence, and travel-distance calculation for reimbursement, as described in section 1.3; process subscriptions, billing, and payment-related workflows; provide customer support and troubleshooting; maintain audit logs and security records; detect misuse, fraud, unauthorized access, or policy violations; improve app performance, reliability, and user experience; and comply with legal, tax, accounting, regulatory, or security obligations.

3. Data sharing We do not sell user data. We may share information only when required to operate, secure, support, or improve JPI Suite.

3.1 Service providers We may use trusted third-party service providers for: cloud hosting and database infrastructure; cloud storage and backup; payment processing; SMS, OTP, email, or notification delivery; speech-to-text processing; analytics, crash reporting, and diagnostics; and customer support and operational tools. These providers may process data only for the services they provide to us.

3.2 Within your organization If you use JPI Suite as part of a business or organization, admins and authorized users may access data according to assigned roles and permissions. Business owners and admins are responsible for managing user access correctly.

3.3 Legal and safety reasons We may disclose information when required to comply with applicable law, regulation, court order, or legal process; protect the rights, safety, and security of JPI Suite, users, or the public; prevent fraud, abuse, security incidents, or unauthorized activity; or enforce our Terms & Conditions.

4. Permissions used by the app Location (including background location) - used to record field visits, live tracking, route adherence, branch geofence checks, and travel distance for reimbursement. Background location, that is, location collected while the app is closed or not in use, is used for the same purposes, and location is recorded only between punch-in and punch-out. The app shows a prominent in-app notice explaining this before the system permission prompt is raised, and a permanent notification while recording is active. This permission is required to use the JPI Suite mobile app: you may decline it, or withdraw it later in your device settings, but the app will then show the notice again instead of opening, and the only way forward is to grant it or close the app. The browser version does not require it. Section 1.3 explains this in full. Microphone - used for voice entry and speech-to-text functionality. Camera or file access - may be used if you upload documents, images, receipts, employee documents, brand assets, or other business files. Notifications - used to send business alerts, reminders, status updates, and account-related notifications. We request permissions only when needed for app functionality.

5. Data security We use reasonable technical and organizational safeguards to protect user data, including access controls, authentication, role-based permissions, activity logs, and infrastructure security practices. No digital system can be guaranteed 100% secure. You are responsible for keeping login credentials confidential and ensuring only authorized people access your business account.

6. Data retention We retain data for as long as required to provide JPI Suite services, maintain business records, comply with legal or accounting obligations, resolve disputes, prevent fraud, and enforce agreements. Some business, billing, accounting, payroll, ledger, invoice, tax, or audit records may be retained for longer periods where required by law or legitimate business needs. Location records - position trails, visit points, and travel distances - are retained for as long as the collecting organization's workspace is active, and are deleted when it is deleted or when an administrator asks us to clear a date range, as described in section 1.3. Backup copies may remain for a limited period before being overwritten or deleted through routine backup cycles.

7. Data deletion You may request deletion of your account and associated personal data through: the account deletion page at https://api.jpisuite.com/api/legal/account-deletion; email at support@jpisuite.com; or inside the app under Account tab > Delete account (below Log out), with password confirmation required before deletion is processed. See our Data Deletion Policy for detailed rules, timelines, and retained data categories.

8. Your rights Subject to applicable law, you may request access to your data, correction of incorrect information, export of available account data, deletion of your account and associated personal data, or clarification about how your data is used. Send requests to support@jpisuite.com.

9. Children's privacy JPI Suite is intended for business users and is not directed to children. We do not knowingly collect personal data from children.

10. Third-party links JPI Suite may contain links to third-party websites, tools, payment providers, or services. We are not responsible for the privacy practices of third-party services.

11. Changes to this policy We may update this Privacy Policy from time to time; the "updated" date on this page reflects the latest revision. Continued use of JPI Suite after changes means you accept the updated policy.

Contact: support@jpisuite.com