Introduction
Pines Track ("the App") is an internal operations management tool developed by Olympus Pines LLC for use by its employees and authorized personnel. The App requires an employee account to sign in and is not offered to the general public. This Privacy Policy explains how we collect, use, and protect information when you use the App on any platform (web, iOS, or Android).
Information We Collect
The App collects the following information from authorized users:
- Account Information: Name, email address, employee ID, role, and assigned work locations.
- Operational Data: Work orders, inspection reports, inventory counts, downtime logs, corrective actions, and related records you submit through the App.
- Scheduling and Time Clock Data: Your work schedule, availability, and time-clock punches. Clocking in with an NFC tag or QR code records the time and the work site of the punch; the App does not track your device's GPS location in the background.
- HR and Training Records: HR form submissions, performance review acknowledgments, counseling records, and safety-training completion status, where applicable to your role.
- Messages: Messages and attachments you send in the App's team chat.
- Photos and Documents: Images and files uploaded as part of work orders, inspections, damage claims, announcements, or other operational tasks, using your device camera or photo library.
- Customer Information in Damage Claims: When you file a customer damage claim, the record may include customer-provided details such as the customer's name, contact information, vehicle, and license plate. This information is used solely to process the claim.
- Usage Data: Login timestamps and activity within the App for operational and security purposes.
- Push Notification Tokens: If you enable notifications, a device token is stored so we can deliver alerts about assignments, approvals, and announcements. You can control notification categories in the App's settings or disable them in your device settings.
Biometric Data
If you enable App Lock, the App uses your device's built-in biometric authentication (such as Face ID or fingerprint) to unlock the App. Biometric verification happens entirely on your device through the operating system. The App never collects, stores, or transmits your biometric data, and it never leaves your device.
How We Use Your Information
We use collected information solely for:
- Managing and coordinating operations across our locations.
- Tracking work orders, maintenance tasks, inspections, and equipment status.
- Scheduling shifts and recording worked time for payroll purposes.
- Monitoring inventory levels and generating operational reports.
- Facilitating communication between team members.
- Processing customer damage claims.
- Delivering notifications you have enabled.
- Authenticating users and maintaining account security.
Device Permissions
The App may request the following device permissions, each used only for the stated purpose:
- Camera / Photo Library: attaching photos to work orders, inspections, claims, and messages.
- Notifications: delivering alerts you have enabled.
- NFC: reading clock-in tags at work stations.
- Biometrics: unlocking the App on your device (see Biometric Data above).
You can revoke any permission at any time in your device settings.
Data Storage and Security
Your data is stored on secure cloud infrastructure located in the United States, with encryption in transit and at rest. Access to data is restricted to authorized users based on their assigned roles and locations. We implement industry-standard security measures to protect your information.
Data Sharing
We do not sell or trade your personal information, and we do not share it with third parties for advertising or marketing. Data is shared only:
- With service providers that host and operate our infrastructure (such as cloud hosting, file storage, and push notification delivery), who process data on our behalf.
- With insurance carriers or claims administrators, for information contained in customer damage claims, as needed to process those claims.
- When required by law or to protect the rights and safety of Olympus Pines, its employees, or customers.
Data Retention
We retain your information for the duration of your employment or authorized access, and afterward as needed for legitimate business records, payroll, safety, and legal compliance. Operational records (such as work orders and inspections) are retained as business records even after the employee who created them leaves the organization.
Your Rights
You may request access to, correction of, or deletion of your personal data by contacting your administrator or reaching out to us at the contact information below. Deletion requests are honored except where retention is required for payroll, legal, or safety records. Account deactivation can be requested through your administrator at any time.
Children's Privacy
The App is a workplace tool intended for adults aged 18 and over. It is not directed at children, and we do not knowingly collect information from anyone under 18.
Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be reflected on this page with an updated revision date.
Contact Us
If you have questions about this Privacy Policy, please contact us at:
Olympus Pines LLC
Email: admin@olympuspines.com