Privacy Policy

1. About BOTO AI

BOTO AI (“BOTO AI,” “we,” “our,” or “us”), operated by Abhinava Infinity Minds Pvt Ltd, is a business-to-business (B2B) workforce management application designed for organizations whose employees work in the field — such as construction, engineering, sales, service, and on-site operations teams. The app and related backend services (together, the “Service”) help these organizations record attendance and calculate travel reimbursement based on real activity during working hours.

The Service is licensed to organizations (your “Employer” or “Organization”). Individual user accounts are created and managed by the Organization. The Service is not directed to or intended for use by the general public.

2. Who This Policy Applies To

This Privacy Policy applies to information processed through the BOTO AI mobile app, web dashboards, and supporting backend services. In most cases, your Employer is the “controller” of your data and BOTO AI acts as the “processor” on the Employer's instructions. For matters such as access, correction, or deletion of your data, please contact your Employer first; we will support your Employer in honoring valid requests.

3. Information We Collect

3.1 Account Information (Provided by Your Employer)

Your account is created by your Organization, not by you directly. When your Organization onboards you onto the Service, we receive identifying information that your Organization chooses to share with us, which typically includes:

• Full name
• Email address
• Mobile / phone number
• Employee ID, role/designation, reporting manager, branch or site assignment, and similar identifiers

We use this information to create and authenticate your account, link your activity to the right Organization, and surface relevant attendance and reimbursement information back to you and your Employer. Authentication credentials are stored in hashed form.

3.2 Location Information (Foreground & Background)

We collect precise location data (latitude, longitude, accuracy, timestamp, and where available, altitude, speed, and bearing) only during an active work session. A work session begins when you tap “Start Work” and ends when you tap “Stop Work”. Location is collected:

• In the foreground while the app is open on screen.
• In the background when the app is minimized or the screen is off — but only during an active work session, and only with a visible foreground-service notification.

Location collection stops automatically when you end your work session, log out, lose connectivity for an extended period, or revoke the permission in your device settings.

3.3 Physical Activity / Motion Data

The app uses your device's physical activity recognition to detect motion type (e.g., still, walking, running, on a bicycle, in a vehicle). We use this in combination with location to estimate distance traveled and mode of transport during a work session, which is used to calculate travel reimbursement (for example, bike or vehicle mileage for fieldwork).

3.4 Device and Technical Information

To operate and secure the Service, we automatically collect device model, operating system and version, app version, language, time zone, IP address, network type, and basic diagnostics (such as crash logs and performance metrics).

3.5 User-Provided Content

If you choose to upload site photos, expense receipts, notes, or other supporting documents (e.g., proof of visit, reimbursement attachments), we store and process those files for the purpose for which you submitted them.

3.6 What We Do Not Collect

• We do not collect your contacts, SMS messages, call logs, or browsing history.
• We do not collect microphone audio.
• We do not collect location outside your active work sessions.
• We do not collect data for advertising or build advertising profiles.

4. How We Use Information

We use the information described above strictly for the following purposes:

We do not use your location, activity, or other personal data for advertising, profiling outside the employment relationship, sale to third parties, or training third-party AI models.

5. How We Share Information

• With your Employer. Attendance records, work-session location traces, travel distance, activity summaries, and other Service data are made available to the authorized administrators of your Employer's organization. This is the primary purpose of the Service.
• With service providers. We use vetted vendors for cloud hosting, map services, push notifications, analytics, and crash reporting. These providers process data only on our instructions and under written confidentiality and data-protection obligations.
• For legal reasons. We may disclose information when required by law, court order, or governmental request, or where we believe disclosure is necessary to protect rights, safety, or property.
• In a business transfer. If BOTO AI is involved in a merger, acquisition, or asset sale, your information may be transferred, with notice to your Employer and subject to the same protections in this Policy.

We do not sell your personal information. We do not share it with advertisers or data brokers.

6. Data Retention

• Active work-session data is retained for as long as your Employer requires it for operational, payroll, audit, or legal purposes.
• When your account is deactivated by your Employer, personal data is retained for up to 365 days as a record of business activity (for audit, payroll, tax, and legal recordkeeping purposes), after which it is deleted or irreversibly anonymized, unless a longer period is required by applicable law or by your Employer's compliance obligations.
• Aggregated and anonymized data that cannot be linked back to you may be retained for analytics and Service improvement.

7. Data Security

We apply industry-standard safeguards appropriate to the sensitivity of the data, including:

• Encryption in transit (TLS 1.2+) and at rest.
• Role-based access controls and audit logging on production systems.
• Least-privilege access for employees and contractors on a need-to-know basis.
• Regular dependency updates, security reviews, and incident-response procedures.

No system can be guaranteed 100% secure. In the event of a security incident affecting your personal data, we will notify your Employer without undue delay and cooperate with any legal notification obligations.

8. Your Rights

Subject to the laws that apply to you, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Request deletion of your data.
• Object to or restrict certain processing.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with a supervisory authority (for example, the Data Protection Board of India under the Digital Personal Data Protection Act, 2023, or your local data protection authority).

Because the Service is provided to you through your Employer, please direct requests to your Employer's HR or IT contact in the first instance. You may also write to us at the address in Section 15; where we are not the controller of your data, we will forward your request to your Employer and support its handling.

9. App Permissions

The BOTO AI Android app declares the following permissions. Each is used only for the stated purpose, and you can revoke any permission at any time through your device settings (some features of the app will be unavailable until the relevant permission is restored).

9.1 Location

9.2 Camera & Storage

9.3 Background & System

10. Background Location — Detailed Disclosure

The BOTO AI app accesses your device's location in the background only while a work session is active. This is essential to the core functionality of the Service for the following reason:

• Field employees (construction, sales, service, etc.) typically work outside an office and move between sites with the device locked or other apps open. To produce accurate attendance and travel records, the app must continue to record location while the screen is off and the app is in the background.

To make this transparent and under your control:

• A persistent foreground-service notification is shown for the entire duration of any background location tracking. You always know when your location is being recorded.
• Background tracking only runs after you explicitly tap “Start Work,” and stops automatically when you tap “Stop Work,” log out, or revoke the permission.
• You can revoke background location permission at any time from your device settings; attendance and reimbursement features will be limited until it is restored.

11. Children's Privacy

The Service is intended for use only by adults (18 years of age or older) who are employees of our subscribing Organizations. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child, we will delete it promptly.

12. International Data Transfers

Your data may be processed and stored in countries other than your country of residence, including in jurisdictions where our cloud infrastructure providers operate. Where required by applicable law, we use appropriate safeguards (such as standard contractual clauses) to protect cross-border transfers.

13. Third-Party Services

To deliver the Service, we rely on a small number of third-party processors for cloud hosting, mapping, push notifications, analytics, and crash reporting. These vendors process data only on our instructions, under contract, and may not use your data for their own purposes. A current list of sub-processors is available to your Employer on request.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top and, for material changes, notify your Employer or you through the app. Your continued use of the Service after the changes take effect indicates acceptance of the updated Policy.

15. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: