1. Introduction
ExcellentDMS ("the App") is a mobile application designed for field sales management, order processing, customer relationship management, and team coordination.
This Privacy Policy explains how we collect, use, share, and protect your information.
We are committed to protecting your privacy and ensuring transparency about our data practices.
2. Information We Collect
2.1 Account Information
- Name
- Email address
- Phone number
- Password and login credentials
- Profile photo
2.2 Business Information
- Order details
- Customer information
- Transaction history
- Payment details
- Financial information (expenses, claims)
- Work assignments and team data
2.3 Communication Data
- Messages and notifications
- Support inquiries
- Feedback and complaints
2.4 Location Information
- GPS coordinates (latitude, longitude) — collected when visit tracking, geofencing, or location features are actively used; can be disabled in app settings
- Approximate location based on IP/network — used for general territory and region management
2.5 Device Information
- Device ID / Android Advertising ID
- Phone model, OS version, device name
- Unique hardware serial numbers
- MAC address
2.6 Photos and Videos
- Party registration photos
- Order/product documentation
- Document uploads (stored with orders and synchronised to server for backup)
2.7 Contact Information
- Phone contacts (if permission granted)
- Manual entry during customer creation
- Import from customer database
2.8 App Activity and Usage
- Features you use, frequency, time spent
- Screens visited and app performance metrics
- Crash reports and error logs
- Products/customers searched, orders filtered, reports accessed
3. How We Use Your Information
3.1 Core Functionality
- Creating and managing your account
- Processing orders and transactions
- Managing customer relationships
- Tracking inventory and stock
- Recording expenses and leave
- Planning visits and territory management
3.2 Location Services
- Visit tracking
- Geofencing
- Territory management
- Route optimisation
- Distance calculation
3.3 Communication
- Push notifications
- Account-update emails
- Support inquiry responses
- Company announcements
3.4 Authentication & Security
- Identity verification
- Preventing unauthorised access
- Detecting fraudulent activity
- Protecting against security threats
- Maintaining secure sessions
3.5 Analytics & Improvement
- Understanding app usage
- Identifying feature usage patterns
- Improving performance and UX
- Fixing bugs and crashes
- Developing new features
3.6 Data Synchronisation
- Syncing data between devices
- Backups
- Restoring data after reinstall
- Offline-to-online sync
3.7 Reporting & Compliance
- Business reporting
- Sales/team performance tracking
- Complying with legal requirements
- Maintaining audit trails
4. Data Sharing
4.1 Firebase (Google)
- Shared: email, phone, auth tokens, device ID, crash reports, analytics
- Used for authentication, push notifications, analytics, crash reporting
- Firebase Privacy: https://firebase.google.com/support/privacy
4.2 Your Company Backend Server
- ALL business data including orders, customers, locations, financials, photos
- Secure HTTPS encrypted connection
- Stored with security measures
4.3 Google Play Services
- Device ID
- App version
- Crash data
- Analytics
4.4 NOT Shared
- Advertising networks
- Social media platforms
- Data brokers
- Third-party analytics vendors
4.5 When Disclosure May Be Required
- Court orders or legal process
- Law enforcement investigations
- Government regulatory requests
- Protection of rights or safety
- Enforcement of Terms of Service
5. Data Security
While we implement strong security measures, no system is 100% secure. We cannot guarantee absolute security of data.
5.1 Encryption in Transit
- HTTPS/TLS encryption
- No unencrypted HTTP connections
- SSL certificate validation
5.2 Encryption at Rest
- Sensitive data encrypted on device
- Firebase protected with encryption keys
- Server-side encryption
5.3 Access Controls
- Role-based access control
- Employees access only necessary data
- Secure authentication
- Regular access reviews and audits
5.4 Security Measures
- Firewalls
- DDoS protection
- Intrusion detection systems
- Regular security audits
- Security patches applied regularly
6. Data Retention
Retention periods by data type
- Account Information — retained while account is active
- Location Data — deleted at end of visit session
- Photos/Documents — retained until deletion
- Order/Transaction Data — retained for 7 years
- Device Information — retained for 90 days
- Customer Data — retained while relationship exists
- Search History/Usage Data — retained for 90 days
7. User Rights & Choices
7.1 Access Your Data
- Access account info in app settings
- Request export of personal data
7.2 Correct Your Data
- Edit profile information
- Update customer details
- Correct order information
7.3 Delete Your Data
- Request account deletion in Settings → Privacy
- Email: info@excellentsoftwares.com
- Processing time: 30 days
7.4 Restrict Processing
- Disable location tracking
- Disable notifications
- Disable analytics
7.5 Data Portability
- Request data in JSON/CSV format
- Export option available in settings
7.6 Opt-Out Options
- Disable location permission
- Disable push notifications
- Disable analytics
- Disable offline sync
8. Children's Privacy
This app is not intended for children under 13 years old.
We do not knowingly collect information from children under 13.
9. International Users
9.1 Data Transfers
- Your data may be transferred and stored where our servers are located.
9.2 GDPR Compliance
- Right to access your data
- Right to correct inaccurate data
- Right to erasure
- Right to restrict processing
- Right to data portability
- Right to object to processing
9.3 CCPA Compliance
- Right to know what data is collected
- Right to delete personal information
- Right to opt-out of data sales
- Right to correct inaccurate information
10. Third-Party Services
10.1 Firebase
- Owned by Google LLC
- Privacy Policy: https://policies.google.com/privacy
- Used for authentication, messaging, analytics, crash reporting
10.2 Backend Server
- Data storage
- Synchronisation
- Business operations
10.3 Operating System (Android)
- Some data automatically shared per Android permissions
- Permissions can be revoked any time
11. Data Breach Notification
In the event of a data breach affecting personal information:
Notification commitments
- Users notified within 72 hours
- Notification via email, app notification, or SMS
- Information about affected data shared
- Support guidance provided
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in practices, technologies, and regulations.
Continued use of the app after changes means acceptance of the updated policy.
13. Contact Us
Email: info@excellentsoftwares.com
Address:
Excellent Softwares
Office no 216, A-40, Block A, Industrial Area, Sector 62, Noida, Uttar Pradesh 201309
Noida, UP, India
Phone: +91-98717 49499
Response Time: We aim to respond within 14 days.
Appendix A: Data Collection Summary
| Data Type | Collected | Used For | Shared With | Encrypted | Retained |
|---|
| Email | Yes | Authentication | Firebase, Server | Yes | Until deletion |
| Phone | Yes | Identification | Firebase, Server | Yes | Until deletion |
| Location | Yes | Visit tracking | Server only | Yes | Session only |
| Photos | Yes | Documentation | Server | Yes | Until deletion |
| Orders | Yes | Business Ops | Server, Reports | Yes | 7 years |
This Privacy Policy is legally binding. By using ExcellentDMS, you accept all terms outlined above.
Last Updated: May 13, 2026
Next Review: May 13, 2027
