Privacy / Opsana mobile app
Opsana privacy policy
This policy explains what the Opsana app for Android and iOS collects, why, who receives it, how long it is kept and how you can have it deleted.
Effective 26 October 2026
1. Who operates the app
Opsana is a field operations app. Organizations use it to assign jobs to their staff and contractors and to collect work records, photos and updates from the field. The app is built and operated by inGenIO Software Solutions (registration number 2016/181496/07), a software company in South Africa. In this policy, "we" means inGenIO.
You can only use the app if an organization that subscribes to Opsana has given you an account. That organization decides what work you are assigned, what records it asks you to capture and whether it uses job location tracking. Under the Protection of Personal Information Act, 2013 (POPIA), that organization is the responsible party for the work data it collects about you, and inGenIO processes that data on its behalf as an operator. Where this policy says "your organization", it means the organization that created your account.
The app does not show advertising, does not sell personal information and does not track you across other companies' apps or websites.
2. What the app collects and why
Account and sign-in
- Company code and work email address. You enter these to request a sign-in link. The link is emailed to you. The company code is remembered on your device so you do not have to type it again. The email address is not stored on the device.
- Profile details held by your organization. Your organization's administrators set up your account with your name and work email, and may add a contact number and a profile photo. These are managed in the Opsana web application, not in the mobile app.
- Session records. When you sign in, the server records the session, including when it started, when it expires and how you signed in. You can see and end your active sessions on the Devices screen in the app.
- App installation key. To protect access to work while you are offline, the app creates a cryptographic key on your device and registers its public half with the server, which gives the installation its own identifier. This identifier is created by the app. The app does not read your device's advertising ID, hardware serial number or phone number.
Work you carry out
- Assigned work. The app downloads the jobs, sites, customer details and forms your organization assigns to you, so you can work with or without a connection.
- Work records. Status updates, form and inspection answers, notes and outcomes you enter are sent to your organization's Opsana account.
- Photos. When you take a photo as evidence for a job, the app opens the camera, removes the photo's embedded metadata (EXIF data, which can include location), compresses it and uploads it to your organization's records. The original camera file is deleted from the device after it is processed. The app does not read your photo library.
- Location. See section 3.
Technical and diagnostic information
- Error reports. When the app hits an unexpected error, it sends a short report with the error message, a shortened stack trace, the app version, build number and platform (Android or iOS), and the screen path. Before sending, the app removes email addresses, web addresses, identifiers, long numbers, file paths and anything that looks like a password or token. Reports are sent without your sign-in, so they are not linked to your account. At most a few reports are sent in any ten-minute period.
- Request details. Each request the app makes identifies itself with the app version and platform. Our servers and load balancer record the network (IP) address and request details of each request in their logs, and the audit trail of your organization's account records the network and device origin of actions taken.
The app does not include advertising, analytics or marketing SDKs, and it does not access your contacts, calendar, microphone or files outside its own storage.
We use this information to provide the service your organization has subscribed to: to sign you in, deliver your assigned work, record what was done, keep the account secure and fix faults. We do not use it for any other purpose.
3. Location
The app uses your precise location in two situations, both set up by your organization.
- Check-in on a job. When you check in or record a location on assigned work, the app takes a single location reading while the app is open and attaches it to that job.
- Job tracking windows. Your organization can open a tracking window for an active job. Only while that window is open, the app shares a location reading about every five minutes, including when the app is in the background. On Android a notification titled "Opsana job tracking" stays visible the whole time. On iOS the system shows its background location indicator. Sharing stops when the window closes, when you sign out or when you turn off location permission.
Each reading includes latitude, longitude, accuracy, the time of the reading and whether the device reported it as coming from a simulated (mock) location. The app also tells the server whether location is switched on and permitted, so your organization can see when tracking is not possible. While a tracking window applies to you, the app shows whether tracking is on and lets you view your own route and tracking history. The app does not collect location outside these two cases.
4. Device permissions
The app asks for each permission only when a feature needs it. You can change these at any time in your device settings.
- Camera (iOS and Android): to take photos for work records.
- Location while in use (iOS and Android, fine and approximate): to record your location when you check in to assigned work.
- Location in the background (iOS "Always", Android background location and a location foreground service): to share your route during an active job tracking window, as described in section 3.
- Face ID, Touch ID or fingerprint: to unlock your work in the app. The check is done by your device's operating system. The app only learns whether the check passed. Your biometric data never leaves the device and is not available to the app or to us.
- Internet access (Android): to communicate with the Opsana service.
If you refuse camera or location permission, the rest of the app keeps working, but you cannot take photos or share location for work that needs it.
5. What stays on your device
So you can work without a connection, the app keeps a copy of your assigned work, queued updates and photos waiting to upload. This data is stored in the app's private storage in an encrypted database and encrypted files, and your sign-in token is kept in the device's secure storage (the iOS Keychain or Android Keystore). The app excludes all of this from device backups, so it is not copied to cloud backups or restored onto another device. Uninstalling the app removes the stored work data. On iOS the system can keep the sign-in token in the Keychain after the app is removed. If the app is installed again, it erases that token before anything else runs.
6. Service providers and where data is stored
The Opsana service is hosted on Amazon Web Services (AWS) in the Cape Town region (af-south-1), South Africa. We use these providers to run the service:
- Amazon Web Services: servers, the database, file storage for photos and documents, and logs.
- Amazon Simple Email Service: sends the sign-in links to your email address.
The app itself contains no third-party analytics, advertising, crash reporting, payment, mapping or AI services. Providers process data only on our instructions and only to run the service.
8. How long data is kept
- Sign-in links and sessions: removed 30 days after they expire or end.
- Location history: kept for the period your organization sets, between 7 and 90 days. If your organization sets nothing, the period is 90 days. Older location history is deleted automatically.
- Work records and photos: your organization sets a retention period for its business records of between 7 and 15 years, and can delete records earlier.
- Audit records: your organization sets a retention period of between 7 and 15 years in total.
- Deleted or replaced files: removed from storage 30 days after deletion or replacement.
- Server logs, including error reports: 30 days. Load balancer access logs: about 90 days.
- Database backups: 14 days.
Your organization can place a legal hold on records, which pauses deletion until the hold is lifted. Otherwise, records are deleted automatically at the end of their retention period.
9. Security
- All traffic between the app and the service is encrypted in transit with HTTPS. The service refuses unencrypted connections to stored files.
- Stored files are encrypted at rest, and the file store is not publicly accessible.
- Work data on the device is held in an encrypted database, and offline access is tied to a key that stays on the device.
- Each organization's data is kept separate from every other organization's data in the database.
- Error reports are stripped of personal details before they leave the device.
No system is completely secure. If a breach affects your personal information, we will notify your organization and, where the law requires, the Information Regulator and you.
10. Your rights
Under POPIA you have the right to:
- ask whether we hold personal information about you and request a copy of it;
- ask for incorrect or out-of-date information to be corrected;
- ask for information to be deleted where it is no longer needed or was collected unlawfully;
- object to processing on reasonable grounds;
- complain to the Information Regulator of South Africa (inforegulator.org.za).
Because your organization controls your account and work records, it is usually best to make a request to your organization first. You can also write to us at info@ingenio.co.za and we will act on it or pass it to your organization, and help it respond. Our Information Officer, Bernard Onigbinde, can be reached at the same address.
Opsana is currently offered to organizations in South Africa, and your data is processed in South Africa. If we offer Opsana to organizations in the European Union or the United Kingdom, we will update this policy to set out your rights under the General Data Protection Regulation (GDPR) before we do.
11. Deleting your account and data
Accounts are created and managed by your organization, so the app does not have a button that deletes your account. You can delete your account and personal data in either of these ways:
- Through your organization. Ask your organization's Opsana administrator to remove you. Once you are removed, you can no longer sign in, and your organization can ask us to erase your personal data.
- By email to us. Send a request from the email address you use to sign in to info@ingenio.co.za with the subject "Opsana account deletion" and your company code. We will confirm the request with your organization, remove your access and erase your personal data within 14 business days.
What is deleted: your name, your sign-in identity (unless another organization also uses it), your profile, contact number and photo, your sessions and sign-in records, queued emails, and the network and device origin recorded against your actions.
What is kept: your organization's work records, such as completed jobs, inspection answers and job photos, its audit trail and location history, which your organization is entitled to keep for its own business and legal records for the periods in section 8. After erasure these records are no longer linked to your name.
On your device: to remove your session from a device, open the app, go to Devices and end the session, or sign out. To remove the app's stored data from the device, uninstall the app (see section 5).
12. Children
Opsana is a workplace app for the staff and contractors of organizations. It is not directed at children, and accounts are only created by organizations for their workers. If you believe a child's information has been entered into Opsana, contact us and we will work with the organization to remove it.
13. Changes to this policy
We will update this policy when the app or the way we handle personal information changes. The effective date at the top shows when it last changed. If a change materially affects how your information is used, we will tell your organization before it takes effect.
14. Contact
For questions about this policy or your personal information, email info@ingenio.co.za.