Privacy notice

In short

• ASSETOPS keeps what you do at work in it — the problems you log, the checks you sign off, the photos you add — with your name on them, so the facility knows who did what.
• Your organisation decides what is kept and is responsible for it. We run ASSETOPS for them.
• Nothing is sold, nothing is used for advertising, and nothing is used to train AI.
• You can see, correct and ask to delete what is held about you. Write to privacy@joytech.nz or ask your organisation.

Who is responsible for your information

The organisation that gave you access to ASSETOPS — the facility you work at or for. It decides who is added, what is recorded and how long it is kept. In privacy law it is the one responsible for your information (the “agency” in New Zealand, the “APP entity” in Australia, the “controller” in the UK, the “business” in California).

ASSETOPS is made and run by JOYTECH LIMITED, New Zealand (company number 9448033, NZBN 9429053850515). We hold the information on the organisation's behalf, use it only to run ASSETOPS for them, and help them answer any request you make.

What is kept about you

• Your account: your name, email address and role, and a phone number if one has been added. Your organisation's administrator usually enters these when they add you, which is why you are being shown this notice.
• Your work: the issues you log, are assigned to or resolve, and the maintenance checks you sign off — with what you wrote, and when.
• Photos you add. They are of the problem or the finished job, but a photo can show a person by accident — please avoid it. A phone hides details inside every photo, such as where and when it was taken and which phone took it. ASSETOPS removes them on your device, before the photo is uploaded.
• An audit trail: a permanent record of who did what — who logged an issue, who assigned it to whom, who added photos, who signed a check off, and who changed somebody's role, access, sign-in email or name. It shows people's names as they were at the time. It cannot be edited, because it is the facility's evidence of what happened.
• Your acknowledgement of this notice, and which version.
• Sign-in records kept by our database provider for security, such as the time and the device and network you signed in from.

We do not ask for, and ASSETOPS has no place for, government identifiers, bank details, health information or anything about you outside work. ASSETOPS does not accept sound recordings.

Who can see it

Everybody on your organisation's team can see each other's name and role, and who did which work. Email addresses and phone numbers are visible only to managers and administrators, who assign the work and run the account — and to you, for your own. Managers can change and export the work records. Administrators add and remove people.

AI drafting

When you log a new issue, ASSETOPS can fill the form in for you from your photo and what you say. To do that, a smaller copy of the photo (if there is one) and the words you said or typed are sent to Anthropic in the United States, along with the names of the facility's locations. It returns a suggested title and description for you to check before anything is saved. Your name and email address are not sent.

Anthropic's commercial terms do not allow it to train its models on what is sent, and it deletes it within 30 days (longer only if it is flagged as breaching its usage policy). ASSETOPS keeps the issue you log, not the copy that was sent.

Your organisation's administrator can switch AI drafting off for everybody. When it is off, nothing is sent to Anthropic and you fill the form in yourself. The form tells you, each time, when drafting is on.

Speaking instead of typing

If you use the microphone button, your phone or browser turns your speech into text — Google does it on Android and in Chrome, Apple on iPhone. ASSETOPS receives only the text, and records no sound.

Where it is kept, and who else handles it

Your organisation's ASSETOPS data is stored in Sydney, Australia. These companies handle it for us, each only for the job listed:

• SupabaseSydney, Australia

  Database, sign-in and photo storage

  Receives: Everything stored in ASSETOPS, including photos

• VercelSydney, Australia

  Runs the app

  Receives: Each request as it is handled; the pages it serves

• ResendUnited States

  Sends reminder emails

  Receives: Your email address and the checks the email is about — for a manager's overdue list, also the name of anyone who left while still assigned to one

• AnthropicUnited States

  Drafts a new issue from a photo (AI drafting)

  Receives: A smaller copy of the photo, the words you said or typed with it, and the names of the facility's locations

Two of them are in the United States. They receive only what is listed, and their contracts with us limit them to that use.

How long it is kept

• Work records, photos and the audit trail are kept while your organisation uses ASSETOPS. They are its maintenance and safety records, and it may need them for years.
• When somebody leaves, an administrator deactivates them: they can no longer sign in. 12 months later their details are erased automatically — sooner if they ask — and their work stays, as done by a “Former team member”.
• A photo that ends up attached to nothing — from a form that was never finished, or an issue that was deleted — is deleted after 48 hours.
• When an organisation stops using ASSETOPS, we give it a copy if it wants one and then delete everything within 30 days. Backups age out within a further 30 days.

Cookies

ASSETOPS uses only the cookies it needs: one that keeps you signed in, and one that remembers whether you chose light or dark. No analytics, no advertising, nothing from anybody else.

Your rights

You can see, correct and ask to delete what is held about you. There is no charge.

• A copy: Settings → Your data → Download my data gives you everything held about you, in one file, at any time.
• Corrections: change your own name and phone number under Settings; ask your administrator for anything else.
• Erasure: once you have left, your organisation's administrator can erase you straight away — or it happens automatically after 12 months. Your login, name, email address and phone number are deleted, and your name is removed from the audit trail. The work you did stays — the issues you logged and the checks you signed off are the facility's safety and maintenance records — and is shown as done by a “Former team member”. Every erasure is recorded, without your name, so the organisation can show it was done.

Ask your organisation first, or write to privacy@joytech.nz and we will help them respond.

• New Zealand: the Privacy Act 2020. You can complain to the Office of the Privacy Commissioner (privacy.org.nz).
• Australia: the Privacy Act 1988 and the Australian Privacy Principles. You can complain to the Office of the Australian Information Commissioner (oaic.gov.au).
• United Kingdom: the UK GDPR, which also gives you the right to object to how your information is used, to have its use restricted, and to receive it in a portable form. You can complain to the Information Commissioner's Office (ico.org.uk).
• California: the CCPA gives you the right to know, correct and delete what is held, and not to be treated differently for asking. We do not sell or share personal information, and ASSETOPS collects no sensitive personal information. You can complain to the California Privacy Protection Agency (cppa.ca.gov).

Contact

privacy@joytech.nz
JOYTECH LIMITED, New Zealand

When this notice changes, you will be asked to read it again before you carry on.