VIKASO Connect

Version 1.2 — Last updated: August 2026

This Privacy Policy explains how VIKASO Ltd (“VIKASO”, “we”, “us”, “our”) collects, uses, stores, and protects information through the VIKASO Connect mobile application (“the App”).

Important: VIKASO Connect is an internal business tool intended solely for use by employees and authorised contractors of VIKASO Ltd. The App requires sign-in with a VIKASO Microsoft Entra (corporate) account. It is not intended for use by, and does not knowingly collect information from, members of the public or any person who does not hold an active VIKASO corporate account.

1. Who we are

VIKASO Ltd is a company registered in England and Wales, company number 11319335, with its registered office at Unit 8, Ladymead Business Park, Quainton, Aylesbury, Buckinghamshire, England, HP22 4AN, United Kingdom.

VIKASO Ltd is the data controller for the personal data described in this policy.

2. What the App does

VIKASO Connect allows authorised VIKASO employees to capture photographs and videos of equipment and sites in the course of their work, attach structured information to each capture (such as its purpose, category, and an optional project reference), and upload that content securely to VIKASO’s Microsoft SharePoint environment for storage and record-keeping.

3. Information we collect

We only collect information that is necessary for the App to perform its function as a workplace record-keeping tool. The table below sets out exactly what is collected and why.

Data	Source	Purpose
Corporate identity (name, email/UPN, job role)	Microsoft Entra ID, via your VIKASO corporate sign-in	To authenticate you, and to record who captured each piece of content (an audit requirement for our records)
Photographs and videos	Captured directly within the App using your device camera	The core record-keeping function of the App — documenting equipment and site conditions for VIKASO’s business purposes
Site classification (VIKASO Premises, Customer Site, or Other)	Selected by you from a required dropdown at the time of capture	To record the type of location where a piece of equipment or a site condition was documented, for accuracy of VIKASO’s business records. The App does not access or record your device’s GPS coordinates.
Capture metadata (purpose, category, project reference, timestamp)	Entered by you in the App at the time of capture	To organise and categorise records correctly within VIKASO’s SharePoint environment
Device and app diagnostic information (crash reports, error logs)	Automatically, via Sentry (our error-monitoring service provider), only when an error occurs	To identify and fix technical problems with the App. Diagnostic data does not include the content of your photos, videos, or authentication credentials

4. What we do not collect

We do not collect or access your device’s precise or approximate GPS location at any time. The App records only a manually selected site classification (VIKASO Premises, Customer Site, or Other) — never coordinates.
We do not collect or request any information from members of the public.
We do not use the App for advertising, marketing, or behavioural tracking of any kind.
We do not sell, rent, or share personal data with third parties for their own marketing purposes.
We do not access your device’s general camera roll, contacts, messages, or any other personal content unrelated to the App’s function. Photographs and videos taken within the App are written directly to a private, app-only storage area on your device — never to your phone’s shared photo gallery.

5. How your information is stored and protected

All authentication is handled by Microsoft Entra ID (your existing VIKASO corporate login). VIKASO Connect does not create or store a separate password for you.
Access tokens are stored only in your device’s secure hardware-backed storage (iOS Keychain or Android Keystore) — never in plain text.
Photographs and videos awaiting upload are encrypted on your device (AES-256) before being queued, and are automatically deleted from your device once VIKASO has confirmed successful, verified receipt of the file.
All data in transit to Microsoft’s servers is encrypted (TLS), with additional certificate verification on key requests to guard against interception on untrusted networks.
Captured content and its metadata are stored in VIKASO’s private Microsoft SharePoint environment, access to which is restricted to authorised VIKASO personnel with an appropriate Entra account and explicit site permissions. There are no public or open sharing links.
The App will not function on a device that has been jailbroken or rooted, and will not function if it detects that it has been modified or repackaged — these are security measures, not data-collection features.

6. Data retention

Captured content and associated records are retained in accordance with VIKASO’s internal records retention policy. As a general rule, records are retained for approximately 6 months; however, retention periods may be longer where required by the nature of a specific project, ongoing work, or VIKASO’s legal and regulatory obligations. Diagnostic and crash-report data is retained by our error-monitoring provider for a limited period for technical troubleshooting purposes only.

7. Third-party service providers

We use the following third-party service providers to operate the App. Each acts on our instructions and only processes data for the purposes described in this policy:

Provider	Purpose	Data involved
Microsoft (Entra ID, SharePoint, Graph API)	Authentication and secure storage of captured content	Corporate identity, captured photos/videos, capture metadata
Sentry	Error monitoring and crash reporting, to help us fix technical issues	Technical diagnostic information only — never photo/video content or credentials

8. Your rights

If you are a VIKASO employee, you have rights under UK data protection law (including the UK GDPR) in relation to the personal data we hold about you, including the right to access, correct, or request deletion of your data, subject to our legitimate business and legal record-keeping requirements. Please contact us using the details below to exercise these rights, or speak to your VIKASO HR or IT department.

9. Children’s privacy

VIKASO Connect is a workplace tool intended exclusively for adult employees and contractors of VIKASO Ltd. It is not directed at, and we do not knowingly collect information from, children.

10. Changes to this policy

We may update this Privacy Policy from time to time, for example to reflect changes in the App’s functionality or applicable law. The “Last updated” date at the top of this page will reflect the most recent revision.

11. Contact us

If you have any questions about this Privacy Policy or how your information is handled, please contact:

VIKASO Ltd Unit 8, Ladymead Business Park, Quainton, Aylesbury, Buckinghamshire, England, HP22 4AN, United Kingdom
Email: it-admin@vikaso.co.uk