Privacy Policy
This policy explains how the Xakly app handles information. This page is the public copy of the policy, at https://xakly.com/privacypolicy.
The app is a record-keeping tool for organizations that track customer and staff no-call / no-show attendance. If you use it for an organization, you decide what records to enter. Those records can include information about other people. You are responsible for having authority to enter that information and for following the laws that apply to your organization, including health-privacy laws if you store patient information.
Information the app handles
Information you enter: organization name, location names you type, customer and staff names (first name, last name, and an optional middle initial), and no-call / no-show records. A record can include a date, a time, AM or PM, and an optional therapist name for a customer or witness name for a staff member. The app calculates a strike count and a status, such as clear, strike, warning, banned for a customer, or reprimand for a staff member, from the limits your organization sets. If you import a CSV file, the app reads the file you choose.
Online organizations also store the staff email or staff ID used to sign in, a password stored only as a hash, the person’s role, and the location they are assigned to.
Information the app creates: a device identifier for an online session, a short device label such as “Android device,” an audit log of sign-in and of record, import, export, and print activity for online organizations, and session information so a signed-in phone stays connected until the session expires or is revoked.
A local tracker stays in an encrypted file on that phone. Those records are not uploaded unless you sign in to an online organization and enter or import them there.
Information the app does not collect
The app does not collect your phone’s GPS location, contacts, photos, or microphone audio. A “location” in the app is a site name your organization types, such as Main. It is not a map location.
The app does not collect biometric templates. If the phone asks you to unlock the device, that check is done by the phone’s operating system and is not sent to the online service.
The app does not use advertising identifiers, and it does not include a third-party analytics or crash-reporting service.
How information is used
Records are used to show, search, update, print, import, and export the attendance tracker your organization keeps, and to calculate strike counts, a ban for a customer, or a reprimand for a staff member from the limits you set.
Online sign-in information is used to recognize staff, apply roles, keep an audit log, and protect the account, including a temporary lock after repeated failed sign-in attempts.
When you print, export, or share a CSV, the app uses the phone’s print or share tools to do what you asked.
Personal information is not sold. It is not used for advertising and it is not used to build advertising profiles.
How information is shared
Other staff in the same online organization can see records according to their role and the organization’s visibility setting: one site only, banned or reprimand status only, or the full roster.
When you use online mode, records are sent over HTTPS to the online service configured for the app and stored for that organization.
Print, export, and share send information only to the destination you choose.
Information may be disclosed if the law requires it. Records are not shared with data brokers. A local tracker is not sent to the online service.
Storage and security
Online traffic uses HTTPS. Name and related record fields stored online are encrypted with AES-256-GCM. Passwords are stored as hashes, not as plain text. Online sessions expire and can be revoked.
A local tracker file is encrypted on the phone. Its key is kept in the phone’s secure storage. A production install expects the phone to have a screen lock before a local tracker is used.
No storage or transmission method is perfectly secure. Protect the phone and the online passwords.
How long information is kept
Records remain until you delete them, you delete the local tracker, or an organization administrator deletes the online organization.
On an online organization, removing a strike keeps an audit history of that change. Online sessions expire after inactivity and can be revoked in Settings.
Uninstalling the app removes the local tracker on that phone. Uninstalling does not delete an online organization.
Your choices and deletion
You can edit or delete customer, staff, and strike records in the app, subject to your role. The creator of a local tracker can delete that local database in Settings. An organization administrator can delete the online organization in Settings.
To ask about an online account, or to request deletion of personal information the online service can access, email [email protected]. The request may need confirmation that you are allowed to act for that organization.
You can stop using the app at any time. If you do not agree to this policy, the record-keeping features stay unavailable.
Children
The app is for organizations and their staff. It is not directed to children under 13, and it does not knowingly collect personal information directly from children. Do not use the app to collect information from a child. If an organization stores a record about a minor, that organization is responsible for following the law that applies to that record.
Changes and contact
This policy may be updated. The date above will change, and the app will ask you to accept the updated policy the next time you open it. The current policy is posted at https://xakly.com/privacypolicy.