Privacy Policy

1. Introduction & Scope

BabylonCare (the “App”) is a private, internal business tool operated by our store (the “Company”, “we”, “us”). The App is used exclusively by our authorized store employees and by delivery couriers working with us to register, manage, track, and update customer orders and deliveries.

The App is not intended for, and is not available to, the general public. Access requires an account that is created and administered by the store manager. There is no self-registration. This Privacy Policy explains what information the App collects, how it is used, with whom it is shared, how it is protected, and how you can request its deletion.

By signing in to the App you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

We collect only the information necessary to operate the App and fulfil orders. The categories below describe all data the App processes.

2.1 Account and authentication data (app users)

• Username and display name assigned by the store manager, and your role (manager, staff, or courier) together with per-user permissions.
• Password, stored only as a salted cryptographic hash. The App never stores or transmits your password in plain text.
• Sign-in verification codes (one-time codes delivered to the store's private Telegram group) and a sign-in history consisting of the date and time, IP address, and browser/device identifier (user agent) of each sign-in. This is used solely to secure accounts and to alert the store about sign-ins from a new network or device.
• Optional profile picture (avatar) and an availability status you choose to set (available / busy / off duty).

2.2 Order and customer data (business records)

• Customer name, phone number(s), governorate, area, and an optional nearby landmark, as entered by store staff at the time of sale.
• Order details: products, quantities, colours, serial numbers, warranty type and expiry, price, delivery method, delivery status, order notes, internal staff notes, and the order's history of status changes.
• Payment evidence for prepaid orders: the amount paid and an image of the bank/card transfer receipt supplied by the customer, used to verify that the order was paid in advance.
• Delivery-company records: the delivery company's order number, current delivery status, delivery issues, invoices and settlement records relating to our orders.

2.3 Location data

• Customer delivery location: when a customer chooses to share their location through the order tracking link we send them, the App stores the geographic coordinates (latitude/longitude and accuracy) so that our courier can find the delivery address. Sharing is voluntary and initiated by the customer; the App never tracks a customer's location in the background.
• Courier location: for self-delivered orders, the courier's current position may be used on the courier's own device to calculate distances and suggest a delivery route. This position is used on the device for that purpose and is not continuously recorded as a movement history.
• Staff-entered location: staff may manually enter approximate coordinates for an order when the customer cannot share them.

2.4 Delivery activity and operational logs

• Records of courier actions on an order (accepted, delivered, cancelled, postponed, issue reported) with time stamps and any reason or note supplied.
• Customer ratings and optional comments submitted voluntarily through the order tracking page after delivery.
• A list of customer phone numbers associated with returned or cancelled orders, used internally to warn staff about repeated returns before dispatching a new order.

2.5 Team messaging

• Messages, images, and voice notes (up to one minute) that users exchange in the App's internal team chat, including references to orders.

2.6 Technical data

• Session cookie required to keep you signed in.
• Push notification subscription (a device-specific endpoint and keys) if you enable notifications on your device.
• Locally stored preferences on your device (for example theme, sound, and a queue of orders entered while offline) which never leave your device except to submit the queued orders.

The App does not collect advertising identifiers, does not use analytics or advertising SDKs, and does not access your contacts, calendar, files, or photos except for the single image you explicitly choose to attach (transfer receipt, chat image, or profile picture).

3. How We Use Information

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

• Order management: registering sales, issuing warranty receipts, preparing shipping labels, sending orders to our delivery company, and handling replacements and returns.
• Operational tracking: following each order's delivery status, resolving delivery issues, coordinating self-delivery couriers, and reconciling delivery invoices and courier settlements.
• App functionality: signing you in, keeping your session active, delivering notifications about orders assigned to you, enabling team chat, and producing internal operational reports (daily, weekly, and monthly summaries).
• Security: verifying sign-ins with one-time codes, detecting sign-ins from new devices or networks, enforcing user permissions, and maintaining an audit trail of changes to orders.
• Customer communication: preparing WhatsApp messages and tracking links that store staff send to customers from their own devices. The App itself never sends messages to customers automatically.

We do not use your information for advertising, profiling, or any purpose unrelated to the operation of our store.

4. Data Sharing & Disclosure

We never sell personal information, and we never share it with third parties for their own marketing or any purpose outside our business operations. Information is disclosed only to the following recipients, and only to the extent necessary:

• Our delivery company (a licensed courier service in Iraq). To deliver an order we transmit the customer's name, phone number(s), address (governorate, area, landmark), goods description, quantity, price to be collected, and our order number to the delivery company through its merchant interface. The delivery company processes this information under its own terms and privacy policy.
• Telegram. The App sends operational notifications (new orders, delivery status changes, sign-in verification codes, daily reports, and encrypted database backups) to a private Telegram group that only the store's authorized staff can access. These messages pass through Telegram's infrastructure and are subject to Telegram's privacy policy.
• Hosting provider. The App and its database are hosted on a server we rent from a European data-centre provider. The provider supplies infrastructure only and has no access to the contents of the database.
• Push notification services. If you enable notifications, the notification content is delivered through your browser or operating system vendor's push service (for example Google or Apple). Payloads are encrypted end-to-end so the push service cannot read them.
• Legal requirements. We may disclose information if required to do so by applicable law, court order, or lawful request by a public authority.

Within the App, information is visible only to authorized users according to their role and permissions. For example, staff without the “prices” permission cannot see order prices, and couriers can see only the orders assigned to them. Customers who open a tracking link see only their own order's first name, order number, delivery progress, and expected delivery window — never prices, phone numbers, or other customers' data.

5. Data Security

We apply technical and organisational measures appropriate to the sensitivity of the data:

• Encryption in transit: all communication between your device and our server is encrypted using HTTPS (TLS). The server enforces HTTPS and a strict Content Security Policy.
• Authentication: passwords are stored as salted hashes; sign-ins are protected by a one-time verification code and by progressive lock-outs after repeated failed attempts; sessions use secure, HTTP-only cookies.
• Access control: role-based access (manager, staff, courier) and fine-grained per-user permissions; every change to an order is recorded with the responsible user and time.
• Encrypted backups: database backups are encrypted with AES-256-GCM using a key that is stored only on the server before they leave the server.
• Monitoring: server availability is monitored and the store is alerted about sign-ins from unrecognised networks.
• Data minimisation: customer-facing pages disclose the minimum necessary information, and the App collects no data beyond what is listed in Section 2.

No method of transmission or storage is completely secure. If we become aware of a security incident affecting your personal information, we will inform affected users without undue delay.

6. Data Retention

• Order and customer records are retained for as long as they are needed for warranty service, accounting, and delivery reconciliation, and for the period required by applicable commercial and tax regulations.
• Sign-in verification codes expire after 10 minutes. Sign-in history is kept for security purposes for a limited period and is then purged.
• Team chat messages and attachments are retained while the account is active and may be removed by the store manager.
• Customer location data is kept only for the purpose of completing the delivery and may be cleared by staff once the order is delivered.
• Account data is retained until the account is removed (see Section 7).

7. Data Deletion & Account Removal Request

App users (employees and couriers). You may request removal of your account and deletion of your personal data at any time by either:

• asking the store manager, who can remove your account directly from the App's user management screen; or
• sending an email to the contact address in Section 11 with the subject line “Account deletion request”, stating your username.

Upon such a request we will disable your account immediately and delete your account profile, avatar, sign-in history, push subscriptions, and chat messages within 30 days. Please note that order records you created or updated while performing your duties are business records of the store; your name may remain attached to those records in the audit trail where retention is required by law or for legitimate accounting purposes, but the records will no longer be linked to an active account.

Customers. If you are a customer whose order was registered in the App and you wish to have your personal information (name, phone number, address, location, or transfer image) corrected or deleted, contact us at the address in Section 11. We will honour the request within 30 days, except where the information must be retained to fulfil an ongoing delivery, warranty obligation, or a legal requirement.

We will confirm completion of every deletion request by reply to the address from which it was sent.

8. Device Permissions

The App requests device permissions only when you use the related feature, and each permission can be revoked at any time in your device or browser settings:

• Location — to calculate distances and routes for couriers, and (on the customer tracking page) to let a customer share their delivery location voluntarily.
• Camera — to scan QR codes on shipping labels and to take a photo for a chat message or a transfer receipt.
• Microphone — to record voice notes in the team chat.
• Notifications — to alert you about new orders, assignments, and messages.
• Photos / files — only through the standard file picker, when you choose an image to attach.

9. Children's Privacy

The App is a workplace tool intended for adults employed by or contracted to the store. It is not directed at children under 18, and we do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the App or in legal requirements. The current version is always available at this address, and the “Last updated” date at the top of the page indicates when it was last revised. Material changes will be communicated to users inside the App.

11. Contact Information

If you have any questions about this Privacy Policy, or wish to exercise your rights regarding your personal information, please contact us:

Data controller: BabylonCare store management
Email: info@ibabylon.net
Website: care.ibabylon.net