This Privacy Policy describes how we collect, use, and disclose information about users (“you”) of the Sales Scout mobile application (the “App”). By using the App, you agree to this Privacy Policy.

1. Information We Collect

a. Account information
When you sign in or are onboarded, we collect and store: your email address, name, phone number (if provided), role (e.g. sales rep or admin), and related account and profile data. This is used for authentication, access control, and to sync your activity with your organisation.

b. Prospect and visit data
As a sales rep you create and manage prospects (e.g. outlets or contacts). For each prospect we may store: business or contact name, contact person, phone number (in international format), tier/segment, status, and location (coordinates). For each visit you log we store: the linked prospect, date and time, your check-in location (coordinates), a photo (e.g. of the outlet or POSM) as proof of presence, and optional notes such as actions taken, POSM details, feedback, and next follow-up.

c. Location information
We collect location from your device only while you use the App, for:

• Visit check-in: your position is compared to the prospect’s stored location to confirm you are at the site (within a configurable distance) before a visit can be completed.

• Adding or editing prospects: you can pin a prospect’s location.

• Route planning: prospect locations may be shown on a map so you can plan your route.
  We do not track your location in the background when the App is not in use.

d. Usage and technical data
We may collect information about how you use the App (e.g. feature usage), and technical data such as device type and operating system, to operate, secure, and improve the service. Where we use third-party services (e.g. analytics), we describe that in this policy or in the App.

2. How We Use Your Information

• Providing the service: To run the CRM, including managing your account, prospects, and visits; storing visit photos and check-in locations; syncing data with your organisation’s back-office or systems.

• Visit verification: To verify that a visit was completed at the correct location using your check-in coordinates and the prospect’s location.

• Communications: To contact you about your account (e.g. password reset, important service messages) and, where applicable, to send SMS or other messages to prospects using contact details you have entered, with those sends logged as part of the service.

• Improvement and security: To improve the App, fix issues, and protect against misuse, in line with applicable law.

3. Information Sharing and Disclosure

• Your organisation: Data you create (prospects, visits, visit photos, SMS logs) is available to your organisation (e.g. admins and back-office) in line with your role and our service design.

• Service providers: We use third-party providers for hosting, authentication, database, storage, and (where used) SMS delivery. They process data on our instructions and under appropriate safeguards.

• Legal: We may disclose information where required by law, court order, or to protect our or others’ rights, safety, or property.

We do not sell your personal information.

4. Data Security

We use reasonable technical and organisational measures to protect your data (including secure transmission and access controls). No system is completely secure; we cannot guarantee absolute security.

5. Data Retention

We retain your data for as long as needed to provide the App and fulfil the purposes in this policy (e.g. visit history, proof of presence, and logs for your organisation). We may retain some data longer where required by law or for legitimate business purposes (e.g. dispute resolution).

6. Your Choices

• Account and profile: You can update your account or profile details where the App or your admin allows.

• Location: You can disable location access for the App in your device settings; some features (e.g. visit check-in verification or pinning prospect location) may then not work.

• Prospect data: You can update or delete prospects and visits in line with the permissions of your role.

• Communications: You can opt out of non-essential marketing or promotional messages using the instructions in those messages.

7. Children’s Privacy

The App is intended for use by authorised users (e.g. sales reps and admins) in a business context. We do not knowingly collect personal information from children. If you believe we have collected such information, please contact us and we will delete it.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version (e.g. in the App or on our website) and, for material changes, we will notify you as required by applicable law.

9. Contact Us

If you have questions, concerns, or requests about this Privacy Policy or our data practices, contact us at [your contact email or form].