Privacy Policy

Ikon Business Solutions ("we," "us," or "our") provides this medical representative Software as a Service (SaaS) application (the "Service") to corporate clients and their authorized personnel.

In this B2B relationship, the corporate employer is the Data Controller, determining how and why data is collected. Ikon Business Solutions acts strictly as the Data Processor, processing data entirely on behalf of the corporate client. This Privacy Policy explains how we collect, process, and protect data when you use the Service.

To provide core functionalities of the Service, the application requires specific device permissions. We only request permissions necessary for business operations:

• Camera: We require camera access strictly to capture and validate call reports and visit proofs in real-time.
• Storage (Files and Media): We require storage access to save, upload, and retrieve visit proof files, documents, and necessary app data to your device's local storage.
• Location Data (Foreground & Background):

  • Foreground Location: We collect GPS coordinates when you check in for a doctor visit to provide verifiable geographical proof of the visit.
  • Background Location: If enabled by your corporate employer, the app may collect location data in the background even when the app is closed or not in use. This is strictly utilized for corporate workforce tracking and routing purposes. You will be notified by your device if background tracking is active.

All data collected through the app is used exclusively for providing the Service to your corporate employer. We use the data to:

• Validate medical representative visits and call reports.
• Provide real-time geolocation tracking for workforce management (if opted-in by the employer).
• Maintain and improve the technical stability of the SaaS platform.

While we do not share data with third parties for their own marketing use, our technical infrastructure relies on secure sub-processors to deliver core functionality. By using this Service, you acknowledge the use of the following infrastructure services:

• Cloud Infrastructure: Our API and backend databases are hosted on dedicated Virtual Private Servers (VPS) via isolated containers provided by a secure cloud infrastructure provider located in France.
• Google Maps API: We utilize Google Maps services to render map interfaces and process geographic coordinates for visit verification.
• Firebase Cloud Messaging (FCM): We use this service to route and deliver essential push notifications and operational alerts to your device.

Data retention is strictly tied to our automated backup lifecycle.

• Retention Period: We maintain system backups for a rolling period of 6 months.
• Automated Deletion: We do not perform manual data deletion of individual records. Data is automatically and permanently purged from our servers when the corresponding 6-month backup cycle expires and is overwritten.
• If your corporate employer terminates their contract with Ikon Business Solutions, their active data will be removed from the live production environment, and all legacy data will naturally expire at the end of the 6-month backup cycle.

Because this Service is an enterprise application and your account is managed by your employer (the Data Controller), users cannot independently delete their accounts or erase corporate tracking data from within the app.

Any requests to access, modify, restrict, or delete your account and personal data must be directed to your corporate administrator. Ikon Business Solutions will promptly comply with all lawful data deletion and modification requests submitted directly by the corporate employer.

We value the trust your organization places in us and employ standard security practices to protect your data:

• Data in Transit: All communications between the application, our APIs, and our servers are encrypted using secure HTTPS protocols.
• Authentication: User passwords are cryptographically hashed for protection.
• Data at Rest: Please note that at this time, other Personally Identifiable Information (PII) and GPS location data are stored in standard database formats and are not encrypted at rest. We protect our dedicated servers using commercially reasonable network access controls and firewall security measures.

However, no method of electronic storage or transmission over the internet is 100% secure, and we cannot guarantee absolute security against unauthorized breaches.

This Service is a B2B application intended strictly for adult professionals and corporate workforce management. We do not knowingly collect or solicit personally identifiable information from anyone under the age of 18.

We may update this Privacy Policy from time to time to reflect technical updates or regulatory requirements. We will notify users of any changes by posting the new Privacy Policy on this page. Changes are effective immediately upon posting.

If you or your corporate administrator have any questions or suggestions regarding this Privacy Policy, please contact us at Ikon Business Solutions.