Privacy Policy

Clients

People and businesses who ask us to track and follow up government documentation. You are never tracked. e-DigiVault does not follow a client's movements, and records nothing in the background. It does ask for a single position when you tap for it — to fill in your address at registration, or to mark a property on the map — which section 2.4 sets out.

Employees and field staff

Staff who use e-DigiVault to do that work — MRAs, Business Developers, Regional Managers, Incharges and office staff. Working location is recorded during a shift; section 3 sets out exactly what, why and for how long.

2.1 Personal information (clients)

• Name, address, phone number, email ID
• Aadhaar number, application numbers, registration numbers — only where a department requires them to trace your file
• Date of birth, where a record is kept against it
• Portal login IDs you share for follow-up. We never store passwords or OTPs.

2.2 Documents (clients)

• Property and revenue records
• Identity documents — Aadhaar, Voter ID, PAN and similar
• Business documents
• Receipts, acknowledgement slips and challans

2.3 Camera and microphone

• Camera, to photograph or scan a document instead of typing it. Used only while you are on that screen.
• Camera and microphone together, only for a video verification you choose to record.
• Staff also photograph the offices they visit and the officers they meet, so the next person can find the place.
• Neither is ever used in the background, and nothing is recorded unless you start it.

2.4 Location you choose to give (clients)

• One position, when you tap "Use my current location" while registering. It is converted into a street address so you do not have to type it, and the coordinates are saved with your record.
• The position of a property you mark on the map, so the office knows which site the work concerns.
• Taken at that moment only. Never in the background, never continuously, and never while the app is closed.
• You can skip it entirely — search for the place, or type the address.
• Visible to the staff handling your work, so they can find the site.

2.5 Device and app information

• IP address and basic device information
• App usage and error logs, to find faults
• A notification token, so the app can alert you (section 7)

3.1 Why we need it

Our staff work in the field, at registrar offices, tehsils and client sites. Attendance and pay are settled on where they actually went. A client asking "has anyone been to the sub-registrar about my file" has to be answerable with a record rather than a recollection. And a manager needs to reach the nearest person to an office, and to know a day's route was real.

3.2 What is collected

• Position, accuracy, and the time of each reading, taken about once a minute
• Position at check-in and at check-out
• The route those readings form across the working day

Nothing else. No contacts, no messages, no other apps, no microphone, no browsing history.

3.3 When it runs, and when it stops

• Only between checking in and checking out. Outside a shift nothing is recorded.
• It continues while the app is closed or the phone is locked — a shift is not confined to the minutes the screen is on.
• Android shows a permanent notification for the whole time it is running. That notice is how you know; it is not hidden, and it cannot be silenced while a shift is open.
• Checking out stops it immediately.

3.4 Why Android asks for "Allow all the time"

Android delivers no position once the app leaves the screen unless this is granted — the app would appear to be recording and record nothing. We also ask for the battery setting to be Unrestricted, because otherwise the phone stops the recording without telling anyone.

You may refuse both. The consequence is that your working location is not recorded and your shift cannot be verified from it.

3.5 Who can see it, and for how long

• Your own reporting manager, the State Head and an administrator. Nobody else.
• The day's route is kept for 7 days and then deleted automatically.
• Your last known position is kept so a manager can reach you during a shift.

• Coordinating with government departments on your applications
• Tracking the status of applications and documents
• Telling you about progress, delays, or corrections needed
• Settling staff attendance and answering where work was done
• Keeping internal records, accounts and audit logs
• Security and fraud prevention
• Finding and fixing faults in the app

• Encrypted in transit, on protected servers
• OTP-based sign-in — one account across every portal
• Access limited to the staff whose work requires it, by role
• Documents are held against your record, not on a staff member's phone
• Regular monitoring and audit

6.1 Government departments

Only what a department needs to act on your own application: status, corrections, follow-ups. This is the service itself — without it we cannot pursue your file.

6.2 Our own staff and field partners

The people doing your work, and the technical staff who keep the system running. Scoped by role, so a staff member sees the clients and work assigned to them.

6.3 Where the law requires it

A court order, a lawful demand, or to prevent fraud.

• The app asks permission to send notifications when you first open it.
• They carry work: a document to upload, an approval, an assignment, a reminder to mark attendance.
• We never send advertising.
• Refusing them, or turning them off later in Settings, does not affect anything else.

8.1 What you can ask for

• A copy of what we hold about you
• Correction of anything wrong
• Deletion of documents we are not required to retain
• Withdrawal of consent
• An explanation of how your data has been used

8.2 Deleting your account yourself

• Open e-DigiVault, sign in, and delete your account from inside the app. It closes immediately, with no wait for an office to act.
• Or do it without installing anything, by emailing chilumeliaisoning@gmail.com with the subject "Delete my e-DigiVault account".

What goes: your ability to sign in; your profile details; your identity documents and photograph; and property documents we are not required to retain.

8.3 What we have to keep, and why

• Records of completed work, invoices and payments. Indian tax and anti-money-laundering rules set their own retention periods and we cannot discard them on request.
• Staff attendance and location records, for the period employment and payroll law requires.

These are kept as records only. A closed account cannot sign in. Requests are addressed within 7–15 working days; account closure is immediate and needs no one's approval.

You may ask for permanent deletion of anything we are not obliged to keep.

By using e-DigiVault, you agree to this policy. Staff additionally consent to the location recording in section 3 as a condition of field work, and are told of it by a permanent notification whenever it is running.

This policy changes when we add services or features, when the law changes, or when what we collect changes. Major changes are notified in the app, and by email or SMS.

For any privacy question, a copy of your data, or a deletion request: