EOS Companion Privacy Policy

1. Controller identity and contact

Data controller: XenithPulse (XenithPulse Software), operating from Doha, Qatar with an additional operating presence in Doha, Qatar.

Privacy contact: admin@xenithpulse.com. We answer privacy and data-subject requests within 30 days.

XenithPulse Software is operated as a sole proprietorship and is not yet incorporated as a separate legal entity in either jurisdiction. Any future change in entity structure will be reflected in this policy and announced in release notes.

2. Data we collect

EOS Companion collects only the data needed to authenticate you, deliver notifications, and detect abuse:

• Account credentials— username (chosen by your tenant administrator) and a bcrypt-hashed password. The plaintext password is never stored or logged.
• Tenant binding— the workspace slug your account is provisioned in, resolved server-side from your JWT.
• Device identifiers— an app-generated install ID (not IDFA, not GAID, not the device serial number).
• Push notification token— an opaque token issued by Expo / APNs / FCM, used solely to deliver tenant-scoped notifications.
• Sign-in audit log— the IP address and User-Agent string at sign-in time, retained for security monitoring.
• Anonymous crash diagnostics— stack traces and OS version, not linked to your username.

3. Data we do not collect

• Precise or coarse location
• Contacts
• Photos, camera, or microphone
• Calendar
• Advertising identifier (IDFA / GAID)
• Browsing history outside the app
• Biometrics
• Health or fitness data
• Email address (the app does not ask for one)

4. Why we process each data class

• Username and hashed password— account authentication and account security (legal basis: performance of contract).
• Install ID and push token— app functionality and push notification routing (legal basis: performance of contract).
• IP and User-Agent audit logs— security monitoring, fraud and abuse detection (legal basis: legitimate interest in protecting the service).
• Anonymous crash diagnostics— reliability and bug fixing (legal basis: legitimate interest).

We do not use any data for advertising, cross-app tracking, profiling, or sale to third parties.

5. Sub-processors

We use the following sub-processors under contract. Each is bound to process data only on our instructions.

• Render— application compute (Render (us-east region)).
• MongoDB Atlas— database hosting (MongoDB Atlas (AWS us-east-1)).
• AWS— object storage and logs (AWS S3 (us-east-1)).
• Pusher Channels— realtime event delivery; payloads are tenant-scoped opaque references with no direct PII (Pusher Channels (eu / ap clusters depending on tenant)).
• Expo Application Services— push token vending.
• Apple APNs and Google FCM — push notification delivery to your device.

6. Retention and deletion

Account data is retained while your account is active. After a valid deletion request, personal account data is removed within 30 days. The detailed timeline (immediate deactivation, 30-day grace window, day-30 hard purge) is documented at /account-deletion.

Sign-in audit logs are kept for 12 months and then aggregated (IP truncated) for security trend analysis.

7. Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict, port, or object to processing of your personal data, and to lodge a complaint with your local supervisory authority. To exercise any of these rights, contact admin@xenithpulse.com.

Users in the European Union, the United Kingdom, the State of Qatar, and any other jurisdiction with mandatory consumer or data-subject rights retain those rights regardless of any other term in this policy.

8. Children

EOS Companion is a workplace tool intended for authorised tenant staff and is not directed to children. We do not knowingly collect personal data from anyone under the age of 13 (or 16 where local law sets a higher threshold). If you believe a minor's data has been collected, contact us and we will delete it.

9. International transfers

Production infrastructure runs primarily on AWS us-east-1 (via Render and MongoDB Atlas), with push delivery handled by Apple APNs, Google FCM, and Expo. As a result, personal data may be processed in the United States and in other regions where our sub-processors operate.

Where personal data of users in the EU/EEA, the UK, or other jurisdictions with cross-border transfer rules is moved outside their region, transfers are made under Standard Contractual Clauses (SCCs) with each sub-processor.

10. Security

All traffic to our backend is encrypted in transit with TLS 1.2 or higher. Passwords are stored as bcrypt hashes. Production secrets are held in a managed secret store and rotated on a scheduled basis. Multi-tenant isolation is enforced server-side from the JWT — never from the URL or a client header.

11. Changes to this policy

We may update this policy when product behaviour or legal requirements change. Material changes are communicated through release notes, in-app notices, and the website. The effective date at the top of this page reflects the latest revision.

12. Other XenithPulse products

This policy covers EOS Companion only. Privacy terms for our B2B products (Banquet ERP, Restaurant POS, Business Suite, School ERP) are governed by the per-tenant contract signed with the customer. A high-level overview is available at /trust.