Privacy Policy – Namibia On-site Machining Clocking App

Last updated: 15 August 2025

This app is for authorized Namibia On-site Machining personnel only. All data captured or generated by the app remains the property of Namibia On-site Machining.

1. Purpose and Scope

This Privacy Policy explains how the Namibia On-site Machining Timesheets app (“the App”) collects, uses, stores, and protects information. The App is an internal business tool for Namibia On-site Machining (“NOM”) personnel only and is not intended for public use. All data captured or generated by the App remains the property of Namibia On-site Machining.

2. Controller

Namibia On-site Machining (“NOM”) is the data controller for information processed through the App. Questions or requests about this policy should be directed to:

Privacy Contact: Hansi Schurz
Email: hansi@nam-onsite.com
Telephone: +264 81 256 6719
Physical address: 161 Mandume Ndemufayo Avenue, Windhoek

3. Who May Use the App

The App is for authorized NOM employees and contractors only. Use requires a valid NOM-issued account. Unauthorized access or use is prohibited.

4. Information We Collect

The App captures operational records related to shifts performed on customer sites. Depending on configuration, the following may be collected:

Account and identity information: name, employee ID, role, authentication tokens, and profile data required to sign in.
Shift records: text notes, timestamps, job/work-order references, customer or site identifiers (where applicable), and submission status (draft, submitted, approved).
Media you attach: photos/images and voice notes documenting work performed. Avoid sensitive personal information unless strictly necessary for operational purposes.
Device and technical data: device model, OS version, app version, IP address, diagnostics (e.g., crash logs, performance metrics) used for security, support, and improvement.

The App does not include advertising and does not use third-party analytics for marketing.

5. How We Use Information

Enable technicians to create and submit shift records (text, images, voice notes).
Operate offline and synchronize to NOM servers when a connection is available.
Support back-office review, approval, and invoicing based on submitted data.
Provide support, security, auditing, troubleshooting, and service improvement.

6. Offline Operation and Synchronization

The App stores records locally when offline. When connectivity is restored, data synchronizes securely to NOM servers. Avoid uninstalling the App or wiping the device before pending submissions are synced.

7. Legal Basis and Legitimate Purposes

Processing is performed for NOM’s legitimate business purposes, including fulfillment of employment and service obligations, operational record-keeping, customer billing, compliance, and internal controls. Where applicable law requires consent for specific features (e.g., device permissions), the App will request it in-app.

8. Sharing and Disclosure

We do not sell data or share it with third parties for advertising. Information may be shared:

Internally within NOM with personnel who need access for operational, billing, audit, safety, or compliance purposes.
With contracted service providers (e.g., secure cloud hosting, authentication, support tools) under agreements requiring confidentiality and appropriate security controls.
When required by law, regulation, or valid legal process.

9. Data Ownership

All data captured, uploaded, synchronized, processed, or generated through the App is and remains the property of Namibia On-site Machining.

10. Security

NOM applies technical and organizational measures appropriate to the risks, which may include encrypted transport (TLS), server-side encryption at rest, authenticated access, role-based permissions, logging, and routine backups. Employees must protect credentials, use only authorized devices, and follow NOM security policies. No system is entirely risk-free; NOM maintains incident response procedures to investigate and mitigate suspected breaches.

11. Retention

Shift records and related operational data are retained as long as necessary for operational, financial, audit, and legal purposes, in line with NOM retention schedules. Backups may persist for limited additional periods as part of disaster recovery processes.

12. Your Responsibilities

Capture only work-related information needed to document the shift.
Avoid including sensitive personal data of customers or bystanders unless unavoidable for operational or legal reasons.
Report lost or stolen devices, suspected account compromise, or misdirected data immediately to NOM IT/support.

13. Your Rights

Subject to applicable law and internal policies, you may request access to, correction of, or deletion of your personal information held in the App, or object to certain processing. Submit requests to the contact in Section 2. Some records may be retained to meet legal, accounting, or contractual obligations.

14. International Transfers

If NOM systems or service providers are hosted outside your country, your information may be transferred internationally. NOM ensures appropriate safeguards consistent with applicable data-protection requirements and company policies.

15. Children

The App is not intended for use by children and is limited to authorized NOM personnel.

16. Changes to This Policy

NOM may update this policy from time to time. Material changes will be communicated through internal channels or within the App. Continued use after an update indicates acknowledgment of the revised policy.

17. Contact

For privacy questions, requests, or concerns, contact:

Privacy Contact: Hansi Schurz
Email: hansi(@)nam-onsite.com
Telephone: +264 81 256 6719
Physical address: 161 Mandume Ndemufayo Avenue, Windhoek

By using this App, you acknowledge that it is an internal NOM tool, that all data remains the property of Namibia On-site Machining, and that your use is subject to this Privacy Policy and applicable NOM policies.