Privacy notice

Who we are, and who your company is

Orbis Field is field-force software supplied by Orbis IQ. A company licenses it and gives its own employees logins. That company decides what is recorded and why; we run the software on the company's instructions. In the language of data-protection law, the company is the controller and we are the processor.

This notice explains what the software records so that everyone it touches — employees, the doctors and pharmacies they visit, and people who ask us for a trial — knows exactly what is held and can ask for it to be corrected or removed.

Who this notice is for

Three groups of people appear in Orbis Field, and each is covered below.

• Employees of a company that uses Orbis Field: representatives, supervisors, managers and office staff who sign in to the app.
• Doctors, pharmacies and other accounts that employees record visits to and orders from. These people never sign in; the company records information about them.
• Visitors who fill in the free-trial form on our website or in the app.

What is held about an employee

An employee's record holds what their company entered and what the app records while they work.

• Name, work email address, WhatsApp number, role, territory and the brands they work on — entered by the company's administrator.
• The phone's location at the moment of a check-in at an account, to confirm the visit happened where it was planned, and, when the person taps to add it, where a shelf check was made. The location is captured only when the person taps to check in or to add it. The app does not record location in the background, between visits, or when it is closed.
• Whether a fake-location app was running when a location was captured. If one was, the check-in is refused and the person's supervisor is told.
• A device-integrity verdict from the phone maker's attestation service, used to tell a real handset from a modified one. No serial number or advertising identifier is read.
• A push-notification token, so the company can send the person notices about their plans, orders and approvals.
• Photographs the person takes of expense receipts, of returned goods and of a pharmacy's shelf, as evidence for a claim, a return or a shelf check.
• Visit notes, visit outcomes, samples handed over, orders taken, cash collected and cash handed over — the ordinary record of the work.

What is never done

Some things are worth stating plainly because other apps do them.

• No background or continuous location tracking. Location is a single reading at check-in, or when the person adds it to a shelf check, taken only when the person asks for it.
• No access to contacts, the microphone, call logs or messages.
• No advertising identifier, no advertising, no analytics service and no crash-reporting service.
• No sale of any data, and no sharing of one company's data with another company. Each company has its own database and its own file store.

Why each item is held

Everything above serves one purpose: recording field work so that the company can plan it, verify it, pay for it and report on it. Location confirms an arrival, or where a shelf check was made. The mock-location flag and the device verdict protect the honesty of that confirmation. Photographs support a claim, a return or a shelf check. Notes, outcomes, samples and orders are the work itself. The push token lets the company reach the person about their own work.

The company instructs us to record these items as part of the employment relationship. We do not use them for any other purpose.

What is recorded about doctors, pharmacies and other accounts

Employees record the accounts they visit: the name of a clinic or pharmacy, its address and location, the doctor's name and specialty where relevant, a contact number, and the history of visits, samples and orders. This is recorded by the company, on its own instruction, as part of running its field force.

If you are a doctor or a pharmacist and want to know what a company holds about you, or want it corrected or removed, ask the company directly. If you cannot reach them, write to us at the address at the end of this notice and we will pass the request on.

What a trial visitor gives us

The free-trial form asks for a company name, the market you sell in, your brands and territories, roughly how many people are in each role, which parts of the product you want switched on, and a contact name, email address and WhatsApp number. We use these only to set up the trial and to reply to you. They are emailed to our own inbox and are not entered into any customer database.

Where the data is kept

Each company's data lives in that company's own database and its own file store, on servers we operate. Nothing is shared between companies. Access is limited to the people the company has given logins to, according to their role, and to the named administrators who operate the service.

How long it is kept

Records are kept for as long as the company's account is active. When an employee leaves, the company's administrator archives their login; the record itself stays so that the company's own reports and history keep making sense, exactly as a paper file would.

A company can go further and erase a former employee's personal details — see the next section. Trial-form emails are kept in our inbox for as long as we need them to reply to the request.

How personal details are erased

Erasing is a second, deliberate act after archiving, carried out by the company's administrator with a stated reason that is written to the audit log. It removes the person's name, email address and WhatsApp number, deletes their push-notification tokens, and removes the receipt and return photographs they took.

It deliberately keeps the company's own business records: the dates, totals and decisions of visits, orders and claims. Those belong to the company and are needed for its accounts. They are kept against an anonymous record that no longer identifies the person. Photographs of damaged or expired goods and of pharmacy shelves are also kept, because they are the company's evidence about a product or a shelf, not information about the person.

Your rights

You can ask to see what is held about you, to have it corrected, to have it erased, or to object to how it is used. Because your company is the controller, it decides; we carry out its decision. Ask your company's administrator first. If you cannot, or if you do not get an answer, write to us and we will raise it with the company on your behalf.

How to ask for your account and data to be deleted

Use the deletion page linked at the bottom of this notice, or the same page inside the app under About. Tell us your name, the email or phone number your login uses, and your company. We pass the request to your company's administrator, who archives and erases the record as described above, and we confirm to you when it is done. We aim to complete this within thirty days.

Security

Every request to the service is encrypted in transit. Each company's database enforces row-level access rules, so a login only ever reaches the rows its role allows, even if the app itself were bypassed. Files are stored per company and are never served from a shared location. Administrative acts — creating a login, resetting a password, archiving, erasing — are written to an audit log the company can read.

On the phone, the sign-in session is kept in the operating system's secure storage, and the app's local data is excluded from cloud backups. Signing out removes the local data from the handset.

Children

Orbis Field is a tool for employees of companies that license it. It is not directed at anyone under eighteen and we do not knowingly hold information about anyone under eighteen.

Changes to this notice

When the app starts recording something new, or stops recording something, this notice changes and the date at the top moves. Material changes are announced to each company's administrator.

How to contact us

Write to us by email or WhatsApp using the details on the Get help page linked below. Say which company you belong to and what you are asking for, and we will reply in Arabic, Kurdish or English.