CityOptima Field - Privacy Policy

Effective date: 2025-09-28

Entity responsible: Disruptegy Inc. ("CityOptima", "we", "our", "us")

Contact: [email protected] | Science Discovery Zone, 44 Gerrard St. East, Toronto, Canada

This Privacy Policy describes how CityOptima collects, uses, discloses, and safeguards personal information when you use the CityOptima Field mobile application and related services (the "App"). By using the App, you agree to the practices described here.

1. Scope

This Policy applies to personal information processed through the App and associated cloud services operated by CityOptima for municipal asset management. It does not apply to third-party websites or services that we do not control.

2. Information We Collect

2.1 Information you provide

• Account and profile information such as name, work email, organization, role, and password or authentication tokens.
• In-app submissions such as inspection forms, notes, classification choices, annotations, and other records that you enter or upload.
• Media such as photos and attachments that you choose to upload from the device.
• Support communications such as messages, feedback, and issue reports.

2.2 Information collected automatically

• Device information such as device model, OS version, app version, language, and identifiers generated by the app.
• Usage information such as feature interactions, time stamps, performance metrics, and crash logs.
• Network information such as IP address and basic diagnostics necessary to provide the service.

2.3 Location information

With your permission, the App may collect approximate or precise location to:

• Tag inspections and photos with coordinates.
• Assist with map display, routing, and asset proximity checks.

You can control location permissions in your device settings. If you disable location, some features may not work.

2.4 Cookies and similar technologies

The mobile App does not use browser cookies. Our web services may use tokens or similar technologies to maintain secure sessions.

3. How We Use Information

• Provide, operate, and secure the App and platform.
• Authenticate users and manage access.
• Store and synchronize asset inspections, photos, and related records.
• Show maps, asset context, and work assignments.
• Improve reliability, performance, and user experience.
• Comply with legal obligations and enforce terms.

4. Legal Bases

Where required by law, our processing relies on one or more of the following legal bases:

• Performance of a contract with your employer or municipality.
• Legitimate interests such as securing and improving the service.
• Consent for optional features like precise location or notifications.
• Compliance with legal obligations.

5. Sharing and Disclosure

We do not sell personal information. We may share information with:

• Service providers that host, store, process, or analyze data on our behalf under contracts that require confidentiality and security.
• Map and geospatial providers to render basemaps and geocoding where enabled.
• Analytics, crash, and performance services to help us maintain and improve the App.
• Your organization which administers user accounts, roles, and project data.
• Authorities when required by law or to protect rights, safety, or security.
• Business transfers if we merge, acquire, or transfer assets, consistent with this Policy.

6. Data Security

We implement administrative, technical, and physical safeguards designed to protect information, including encryption in transit and at rest where appropriate, access controls, and secure development practices. No method of transmission or storage is fully secure. We continuously improve our protections.

7. Data Retention

We retain information for as long as needed to provide the service, meet contractual or legal obligations, resolve disputes, and enforce agreements. Your organization may control retention for project data. We delete or de-identify information when it is no longer required.

8. Your Choices and Rights

• You may access, correct, or delete certain profile information in the App or by contacting us.
• You can disable location collection by changing device permissions.
• If your account is provisioned by your organization, contact your administrator for requests related to project records. We will support your administrator in responding.
• Depending on your location, you may have additional rights such as portability or objection to processing. We will honor applicable laws in your jurisdiction.

9. Children's Privacy

The App is not directed to children under 13 and is intended for professional use. We do not knowingly collect personal information from children. If you believe a child has provided personal information, contact us so we can remove it.

10. International Transfers

We may process and store information in countries other than where it was collected. We use safeguards such as contractual clauses and security controls to protect information when it is transferred across borders, consistent with applicable laws.

11. Third-Party Services

The App may integrate third-party SDKs and services for maps, authentication, media handling, analytics, crash reporting, or notifications. These providers process limited data as necessary to deliver their functions to you. Representative categories include:

• Mapping and geocoding services.
• Analytics and crash diagnostics.
• Cloud storage and content delivery.

Links to third-party services are provided within the App or upon request.

12. Organization Accounts and Administrators

If your access is provided by a municipality or employer, your organization may control user provisioning, roles, and the content you submit. CityOptima processes that information as a service provider acting on the organization's instructions.

13. Contact Us

For questions or requests about this Policy or our privacy practices, contact:

• Email: [email protected]
• Mail: Science Discovery Zone, 44 Gerrard St. East, Toronto, Canada

14. Changes to This Policy

We may update this Policy from time to time. We will post the new version at the URL listed above and update the effective date. Material changes will be communicated through the App or by email when appropriate.

App Store disclosure notes

• Data collected: account information, usage data, device identifiers, location (if permitted), photos you upload.
• Data use: app functionality, account management, analytics, and diagnostics.
• Data sharing: no sale of data. Sharing only with service providers and your organization as described.
• Security: encryption in transit and at rest where appropriate.