Privacy Policy

Last Updated: March 3, 2026

Enciso Systems S.A.S ("we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us through the Integra HSE platform, including our web application and mobile apps for iOS and Android (collectively, the "Service").

1. Information We Collect

We collect information to provide and improve our Service to you and your organization. The type of information collected may vary depending on whether you use our web or mobile application.

1.1 Personal Information

• Account Information: Name, email address, role, position, department, and organization details provided during registration.
• Authentication Data: Encrypted passwords and authentication tokens for secure access.

1.2 Operational Data

• Work Records: Work permits, safety checklists, incident reports, and competency certifications created or submitted through the platform.
• Photos and Attachments: Images and documents you choose to attach to work permits and safety inspections (optional).
• Location Data: GPS coordinates captured when you create safety records using our mobile app to document where inspections or permits occurred (optional, requires your permission).

1.3 Device and Usage Information

• Device Information: Device type, operating system, browser type, IP address, and unique device identifiers.
• Push Notification Tokens: Device tokens used to send you safety alerts and permit approval notifications (optional, only if you enable notifications).
• App Activity: Logs of how you interact with the Service, including features used, time spent, and actions performed.

2. How We Use Your Information

We use the collected data for the following purposes:

• Service Delivery: To provide, operate, and maintain the Integra HSE platform across web and mobile apps.
• Safety Management: To enable work permit creation, safety inspections, competency verification, and compliance tracking.
• Location Services: To record GPS coordinates for safety records and inspections, helping document where work occurred (only with your permission).
• Notifications: To send push notifications about safety alerts, permit approvals, and important updates (only if you opt in).
• Communications: To send administrative information, security alerts, and support messages via email or in-app notifications.
• Analytics: To analyze usage patterns, improve user experience, and enhance platform features.
• Security: To protect against unauthorized access, fraud, and abuse of the Service.

3. Data Storage and Security

Your data is securely stored using enterprise-grade cloud infrastructure (Microsoft Azure). We implement industry-standard security measures to protect your information:

• Encryption in Transit: All data transmitted between your device and our servers is encrypted using HTTPS/TLS protocols.
• Encryption at Rest: Sensitive data is encrypted when stored on our servers.
• Access Controls: Strict authentication and role-based access controls limit who can view your data.
• Password Security: Passwords are hashed using industry-standard bcrypt algorithms and never stored in plain text.
• Security Audits: Regular security assessments and monitoring to detect and prevent unauthorized access.

Data Retention: We retain your personal data only as long as necessary to provide the Service and comply with legal obligations. You or your organization administrator can request data deletion at any time.

4. Sharing of Information

We do not sell your personal data to third parties.

We may share information only in the following limited circumstances:

• Within Your Organization: Your operational data (work permits, inspections, etc.) is accessible to authorized users and administrators within your company according to role-based permissions.
• Service Providers: We may engage trusted third-party companies to facilitate our Service (e.g., cloud hosting on Microsoft Azure, email delivery services, push notification services), subject to strict confidentiality and data protection agreements.
• Legal Requirements: We may disclose information if required by law, court order, or in response to valid requests by government authorities.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.

No Advertising or Analytics Sharing: We do not share your data with advertising networks or third-party analytics services.

5. Your Rights and Choices

You have control over your personal information and can exercise the following rights:

• Access: Request a copy of the personal data we hold about you.
• Correction: Update or correct inaccurate information through your account settings or by contacting your administrator.
• Deletion: Request deletion of your personal data (subject to legal and contractual retention requirements).
• Data Portability: Request a copy of your data in a portable format.
• Opt-Out: Disable push notifications, location services, or photo access through your device settings or app permissions.
• Withdraw Consent: Revoke consent for optional data collection (location, photos, notifications) at any time.

To exercise other rights, please contact your organization's administrator or email our support team at privacy@encisosystems.com.

Additional Rights by Region: Depending on your location, you may have additional rights under laws such as GDPR (Europe), CCPA (California), or other data protection regulations.

6. Mobile App Permissions

Our mobile apps may request the following permissions. All permissions are optional unless required for core functionality:

• Camera: To take photos for work permits and safety inspections (optional).
• Photo Library: To attach existing photos to records (optional).
• Location: To capture GPS coordinates for safety records and inspections (optional).
• Notifications: To receive safety alerts and permit approval notifications (optional).
• Storage: To save and access photos attached to records (optional).

You can manage these permissions through your device's settings at any time. Denying optional permissions will not prevent you from using core app features.

7. Children's Privacy

Integra HSE is designed for workplace safety management and is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13.

8. International Data Transfers

Your data may be stored and processed in servers located in different countries, including the United States and Europe. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable data protection laws.

9. Changes to This Policy

We may update our Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For significant changes, we may also notify you via email or in-app notification.

10. Contact Us

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

Enciso Systems S.A.S
Email: privacy@encisosystems.com
Support: info@encisosystems.com
Phone: +57 320 880 8381
Address: Villavicencio, Colombia