Privacy Policy

Introduction

This Privacy Policy explains how Aptli ("we," "us," or "the Service") collects, uses, and protects your information. We are committed to maintaining the confidentiality and security of your data while operating a commercial infrastructure asset management platform.

Our Privacy Commitment

We do NOT:

Sell your data to third parties under any circumstances.
Share your information with other clients or organizations.
Use your data for advertising, marketing, or data mining purposes.
Track user behavior for purposes other than improving Service performance and reliability.
Access your database without explicit authorization (see exceptions below).

Data Isolation Between Clients

Each client deployment maintains complete data isolation:

Dedicated Databases: Every client uses a separate database instance with no cross-client data access.
Separate Infrastructure: SaaS deployments (clientname.aptli.io) use isolated server resources, storage, and computing environments.
No Data Sharing: Your inventory transactions, work reports, GIS features, user information, and all other data remain exclusively yours and are never visible to other clients.
Domain Structure: While multiple clients may share the aptli.io domain for routing purposes, all data and infrastructure remain completely isolated.

Information We Collect

We collect only the information necessary to provide and improve the Service:

Account and Authentication Data

Email address (for login and account recovery)
Password (encrypted and never stored in plain text)
OAuth provider information (if using GitHub or Google authentication)
Two-factor authentication codes (TOTP, stored encrypted)

Operational Data

User profiles (name, title, division, phone number for 2FA)
Inventory transactions (resources, sites, quantities, GPS coordinates)
Work fulfillment records (tasks, assignments, reports, validations)
GIS features (points, lines, polygons, properties, version history)
QR code scans (scanner identity, timestamp, GPS location, authorization tokens)
File uploads (photos, documents, attachments to reports)

Performance and Technical Data

Server performance metrics (response times, error rates, resource utilization)
Application logs (for debugging and security monitoring)
Browser and device information (for compatibility and optimization)
IP addresses (for security and authentication)

How We Use Information

Information collected is used exclusively for:

Service Delivery: Providing inventory tracking, work fulfillment, and GIS feature management functionality.
Authentication and Security: Verifying user identity, enforcing role restrictions, and detecting unauthorized access.
Performance Optimization: Monitoring system health, identifying bottlenecks, and improving reliability.
Support and Troubleshooting: Responding to support tickets, diagnosing technical issues, and resolving problems.
System Upgrades: Performing authorized data model migrations and schema changes.
Legal Compliance: Meeting regulatory requirements and responding to valid legal processes.

Database Access Policy

Our personnel do NOT access your database or application data under normal operations. Access occurs ONLY in these specific situations:

Pre-Approved System Upgrades

Data model upgrades, schema migrations, or structural changes that have received prior written authorization from your designated administrator. All planned upgrades are communicated in advance with:

Detailed description of changes
Estimated downtime (if any)
Rollback procedures in case of issues
Testing procedures to validate success

Emergency Technical Support

Critical system failures, data integrity issues, or security incidents requiring immediate resolution. In these cases:

Your administrator is notified immediately
Access is limited to the minimum necessary to resolve the issue
All actions are logged with timestamps and descriptions
Post-incident reports are provided upon request

Direct Support Requests

Troubleshooting specific issues reported through support tickets, calls, or emails when you explicitly authorize database access to investigate. Authorization is obtained before any access occurs.

Support Ticket Confidentiality

Information you provide through support channels (tickets, emails, calls) is treated as strictly confidential:

Stored securely with access limited to support personnel
Never shared with other clients or third parties
Used exclusively to resolve your specific issues
Retained according to our data retention policies
Available for your review or deletion upon request

Mobile Application Data

The Progressive Web App (PWA) for mobile field operations:

Local Storage: Caches data on your device for offline functionality. Cached data is encrypted and automatically synced when online.
GPS Location: Used only when you explicitly scan QR codes or create location-tracked transactions. Location data is stored with the transaction (not continuously tracked).
Camera Access: Used only for QR code scanning and photo uploads to reports. Photos are uploaded directly to your deployment, never to shared storage.
Push Notifications: Opt-in only. Used for assignment notifications and system alerts.

Third-Party Services

We use limited third-party services for Service operation:

OAuth Providers: GitHub and Google for optional authentication (you control which providers are enabled).
Email Services: For account verification, password resets, and system notifications.
Infrastructure Providers: Cloud hosting services for SaaS deployments (with data isolation as described above).

Third-party services are bound by confidentiality agreements and process data only as necessary to provide their specific function. We do not share customer data with third parties for their own purposes.

AI Assistant Features (Opt-In)

The Service offers optional AI-powered features (Smart Search, Data Analysis, Writing Assistance). These features are opt-in only and completely optional. Depending on your deployment configuration, queries may be processed by one of the following providers:

Available AI Providers

Cloud-based providers (data leaves your environment):

Anthropic Claude — processed by Anthropic, Inc. Review their privacy policy at https://www.anthropic.com/legal/privacy
Google Gemini — processed by Google LLC. Review their privacy policy at https://policies.google.com/privacy

Locally-deployed provider (data stays within your environment):

DeepSeek (local deployment) — when configured as a locally-hosted model, all queries are processed entirely within your own infrastructure. No data is sent to any third party. This option carries no third-party privacy implications.

Your administrator selects which provider is active for your deployment. Contact your administrator if you are unsure which provider is in use.

How AI Features Work

When you enable AI features in your user preferences:

Your natural language queries are sent to the configured AI provider for processing
Context from your current page (visible records, map data, selected items) is included with queries
Responses are generated by the AI provider and returned to you through the Service
File attachments you include with queries are sent to the provider for analysis

What We Do NOT Do

Aptli does not view, store, or collect your AI queries or responses
We do not log query content, AI responses, or attached files
We do not use AI data for training, analytics, or any other purpose
We do not share AI-related data with other clients or third parties

Third-Party AI Providers

When a cloud-based provider is configured, your queries and context are processed by that third party:

What the provider receives: Your queries, visible records from your current page, map bounds, layer names, and any files you attach
Provider data usage: Both Anthropic and Google state in their commercial API terms that they do not train models on customer data sent via API. Review each provider's privacy policy using the links above.
Data location: Processed on the provider's infrastructure (may include global cloud regions)
Our role: Aptli acts solely as a technical intermediary. We do not access or retain the data exchanged

Your Control Over AI Features

Opt-in required: AI features are disabled by default. You must explicitly enable them in your Communications Preferences
Disable anytime: Turn off AI features in your user settings to immediately stop all queries to the AI provider
Permission required: Your administrator must grant you the "canRunAiQueries" permission to access AI features
Rate limiting: Usage is limited to prevent excessive costs (default: 20 queries per hour)

By enabling AI features in your preferences, you acknowledge and agree that:

Your queries and application context will be sent to the configured AI provider (Anthropic Claude or Google Gemini if cloud-based)
That third party will process this data to generate AI responses
While Aptli does not log this data, the provider may process it according to their own privacy policies
This data may include sensitive business information from your visible records, maps, or attachments

If you have concerns about data privacy or third-party processing, do not enable AI features, or ask your administrator to configure a local DeepSeek deployment. The Service functions fully without AI assistance.

Data Retention

We retain data according to the following policies:

Operational Data: Retained as long as your account is active. Inventory transactions, work reports, and GIS features use immutable audit trails (corrections add new records, history is never deleted).
Deleted Records: Soft-deleted with configurable retention periods. Permanently deleted after retention period expires unless legal holds apply.
Account Data: Retained for 90 days after account termination to allow data export and account recovery. Permanently deleted afterward.
Performance Logs: Retained for 90 days for troubleshooting and security analysis.
Support Tickets: Retained for record-keeping and continuous improvement unless deletion is requested.

Your Data Rights

You have the right to:

Access: Request copies of all data stored about your organization.
Export: Download your data in standard formats (GeoJSON, CSV, JSON).
Correction: Update or correct inaccurate information through the Service interface.
Deletion: Request deletion of specific records or entire datasets (subject to legal retention requirements).
Audit Logs: Request access logs showing when our personnel accessed your database.
Portability: Receive your data in machine-readable formats for transfer to other systems.

Security Measures

We implement industry-standard security practices:

Encrypted data transmission (TLS/SSL)
Encrypted data storage (at rest)
Server-side rendering (SSR) to prevent unauthorized data access
Four-layer security model (authentication, admin rights, role restrictions, SSR enforcement)
Regular security audits and vulnerability assessments
Secure password hashing (bcrypt with salt)
Two-factor authentication support (TOTP)
Session management with automatic timeouts
IP-based access controls (when configured)

Law Enforcement and Legal Compliance

We comply fully with federal, state, and local laws:

Responding to valid subpoenas, court orders, and search warrants
Cooperating with law enforcement investigations
Reporting suspected illegal activity when legally required
Preserving data when legally mandated (litigation holds)

When legally permitted, we will notify you before sharing your data with law enforcement or government agencies.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, legal requirements, or Service features. Material changes will be communicated via:

Email notification to your designated administrator
In-app notifications upon login
Prominent notice on the Service homepage

Notice will be provided at least 30 days before changes take effect. Continued use of the Service after changes become effective constitutes acceptance of the updated Privacy Policy.

Children's Privacy

The Service is designed for commercial and professional use. We do not knowingly collect information from individuals under 18 years of age. If you believe a minor has provided information to us, please contact us immediately for removal.

International Users

If you access the Service from outside the United States, your data may be transferred to and processed in the United States or other countries where we or our service providers operate. By using the Service, you consent to such transfers and processing.

Contact Information

For questions about this Privacy Policy, to exercise your data rights, or to request access logs, please contact us through:

Support channels within the Service (Help Request form)
Email to the address specified in your service agreement
Phone support (if included in your service plan)

We will respond to privacy requests within 30 days.