Privacy Policy — Texlaculture Workplace
Last updated:
This policy covers Texlaculture Workplace, the facilities inspection app for iPhone and Android (shown on your home screen as “Workplace”), and the web console your organisation uses with it. It explains what the app records, why, who can see it, how long it is kept, and how to have it corrected or deleted. Our HRMS products have their own policies.
1. Who we are
Texlaculture Workplace is provided by Texlaculture HR Technology Private Limited, operating under the brand name TexlaCulture, 360, Cowork Cospaces, Sector-28, Gurugram, Haryana 122002, India.
Workplace is a business tool. Your employer, or the organisation you inspect for, is our customer. They create your account, decide which sites you work at, and decide how the records are used. We run the service and process the data on their behalf.
2. What the app collects
Your account. Your name, work email or employee ID, phone number, job title, role and the sites you are assigned to. Your organisation’s administrator enters these. Your password is stored only as a one-way hash that cannot be turned back into the password, by anyone, including us.
Your location, at a few moments you can see. Workplace reads your precise location only while the app is open and only at these moments:
- When you check in to an inspection, to confirm you are inside the site’s boundary. If you are outside it, the inspection cannot start. A successful check-in stores your position, its accuracy, your distance from the site and the time. A refused check-in stores the distance, accuracy and time, but not your position.
- When you sign off an inspection. The app shows you what it is about to record. If there is no usable reading, it records “location not confirmed” and no position. Your sign-off is never refused because of location.
- When a supervisor records where a building or room is, so its boundary can be set.
The app also records if your phone reports that a location reading is simulated.
Photos, videos and sound. Evidence photos and short videos are taken live with the camera inside the app. They are stored with the time they were taken and, where available, the place. Videos include their sound. Workplace never saves them to your photo library and never reads your photo library.
What you write and dictate. Inspection answers, notes, issue reports, repair notes, comments and chat messages, signature names, and any reason you give when asking to be taken off a visit. When you dictate, your phone’s speech recognition turns your voice into text; on iPhone this runs on the phone itself. Workplace stores only the text and never uploads the dictated audio.
Sign-in and device details. Sign-in tokens, kept in your phone’s secure storage (Keychain on iPhone, Keystore on Android). A random ID created when the app is installed. Your device type and app version. Failed sign-in attempts, counted against the email or ID that was typed, so repeated guessing can be blocked. Our servers also keep standard technical logs, which include IP addresses.
Notifications, if your organisation turns them on. Your phone receives a notification ID from Apple or Google, and the app sends it to us so alerts can reach you.
Permissions the app asks for
The app asks for each permission the first time you use the feature that needs it, never at start-up. It explains why first.
| Permission | When the app asks | What it is used for | If you say no |
|---|---|---|---|
| Location (while using the app) | At your first check-in, or when a supervisor first records a location | Confirming you are on site; recording where a building or room is | You can’t start a check-in inspection; sign-off is still accepted, marked “location not confirmed” |
| Precise location | Same moments, if your phone is set to approximate location | Telling whether you are inside a site’s boundary. Approximate location can be kilometres out | Same as above |
| Camera | The first time you capture evidence | Taking evidence photos and videos | You can’t capture evidence |
| Microphone | The first time you hold the mic button, or record a video | Dictating notes; recording sound with a video | Type your notes instead; videos have no sound |
| Speech recognition (iPhone) | The first time you dictate | Turning dictation into text | Type your notes instead |
| Notifications | After you sign in, only if your organisation uses them | Alerts about visits and issues assigned to you | Nothing is sent; check the app for updates |
Workplace never asks for “Always” location, background location or photo library access. iOS requires the app to declare those permissions because components inside it are able to request them, but Workplace never does.
3. What the app never collects
- Your location in the background, your route, or where you are between check-in and sign-off
- Your photo library, contacts, calendar or files
- Any advertising ID. There is no advertising, no third-party analytics and no tracking across other apps or websites
- Anything for sale. We do not sell or rent personal data
4. How we use it
We use this information only to run Workplace for your organisation:
- To schedule inspections, confirm they were done on site, and keep a record of who did what and when
- To raise and track issues when a check fails, and to record their repair and approval
- To give your organisation reports across its sites and projects
- To keep accounts secure: signing in, blocking repeated password guessing, and signing out your devices when your password changes
- To send the alerts described in section 2, if your organisation uses them
- To support you and fix faults
We do not use it for advertising or marketing. Nothing about you is decided by software alone: where the system flags something, such as a location it could not confirm, a person reviews it. The system does not give you a score or rating, or rank you against other inspectors.
5. Who can see it
People in your organisation, according to their role. Supervisors and managers can see the inspections and issues at the sites they are responsible for. Your organisation’s administrators can see accounts and settings. Other inspectors see only the visits and issues they work on.
A few rules are enforced by the software, not just by policy:
- If you ask to be taken off a visit, your reason is visible only to you, the supervisor responsible for that site, and your organisation’s administrator. The inspector who takes the visit over is not told why. The visit’s history shows that you asked, but not your reason.
- Location reports are counts, not scores. Supervisors can see, per inspector, how many visits had a confirmed location, how many could not be confirmed and how many were flagged.
- Changes to your account are logged. When an administrator changes your role, sites or password, the change log records who did it and when.
Texlaculture staff access your organisation’s data only to run, secure and support the service, or when your organisation asks us to.
Other organisations using Workplace can never see your organisation’s data.
6. Service providers and sharing
We share personal data only in these cases:
- Hosting. The service runs on servers we rent from a hosting company, which stores the data on our behalf and may not use it for anything else.
- Notifications. If your organisation turns notifications on, Apple (Apple Push Notification service) and Google (Firebase Cloud Messaging) deliver them. They receive your phone’s notification ID and the short text of each alert. An alert never contains your location, your answers, photos, messages, or any reason you or a supervisor gave.
- The law. We disclose information when a law, court order or government authority requires it.
- A change of ownership. If our business is merged or sold, this data may move to the new owner, still covered by this policy.
We do not sell, rent or trade personal data, and we do not share it for advertising.
7. Where it is stored and how it is protected
Your organisation’s data is stored on servers we operate in India. All traffic between the app and our servers is encrypted (HTTPS). Passwords are stored only as one-way hashes. Sign-in tokens are kept in your phone’s secure storage.
On your phone, evidence waiting to upload is protected by iPhone’s file protection and is encrypted on Android. Work you have not yet sent, such as answers and notes, stays on the phone until it is sent, so nothing is lost when you are offline. It is kept even if you sign out, until it is sent or someone on that phone discards it. The working copy of an inspection in progress is deleted when you sign out, or 48 hours after it was saved.
8. How long we keep it
| Information | How long it is kept |
|---|---|
| Evidence photos and videos | 6 months after the inspection or issue they belong to is finished. Never removed while that work is still open. Your organisation may agree a different period with us |
| Inspections, location readings, answers, issues, comments and messages | As long as your organisation uses Workplace. When it stops, the data is returned or deleted as our contract with your organisation says |
| Notification ID | Deleted when you sign out of that phone, change your password or your account is deactivated, or after 90 days of the phone not being used |
| Sign-in session records | 90 days after the session expires |
| Log of changes administrators make to accounts | 2 years |
| Work not yet sent, on your phone | Until it is sent, or discarded on that phone |
Server backups are taken daily and the last 7 are kept, so deleted data can remain in a backup for up to 7 more days.
9. Your rights
You can ask to see the personal data we hold about you, to correct it, or to delete it. You can also withdraw your consent, nominate someone to act for you, and raise a complaint.
Because your organisation controls your account, start with your organisation’s administrator. They can correct your details and deactivate or delete your account. You can also email support@texlaculture.ai; we will work with your organisation and aim to reply within 30 days.
Deleting your account. There is no self sign-up in Workplace, so accounts are created and deleted by your organisation’s administrator. Some records, such as inspections you signed, may need to be kept as evidence of work done for as long as your organisation needs them. We will tell you if that applies to your request.
Permissions. You can turn off location, camera, microphone, speech recognition or notifications at any time in your phone’s Settings. Section 2 says what each one affects.
10. Children
Workplace is a work tool for adults. It is not meant for anyone under 18, and we do not knowingly collect children’s data.
11. Changes to this policy
When we change this policy, we update it on this page and change the “Last updated” date. If a change affects how your data is used, we tell your organisation before it takes effect.
12. Contact and grievances
Questions, requests and complaints about privacy, including those under India’s Digital Personal Data Protection Act, 2023:
- Email: support@texlaculture.ai
- Post: Texlaculture HR Technology Private Limited, 360, Cowork Cospaces, Sector-28, Gurugram, Haryana 122002, India