This policy explains how Jacsons Veneers (“we”, “us”) handles information in the Jacsons HKMS — Housekeeping Monitoring System, which includes the HK Monitor Android app and the HKMS web portal (together, the “Service”).
The Service is an internal workplace tool. It is used by our employees and authorised staff to plan, carry out, review and approve housekeeping and cleaning work at our premises. It is not intended for the general public, and accounts are created only by our administrators.
1. Information we collect
We only collect information needed to run housekeeping operations:
| Category | What it includes | Where it comes from |
|---|---|---|
| Account details | Name, username, role, and a password (stored only as a one-way encrypted hash — we cannot read it). | Created by an administrator. |
| Staff records | Name, employee ID and phone number of cleaning staff. Cleaning staff do not sign in to the Service. | Entered by supervisors or administrators. |
| Work records | Cleaning schedules, areas, dates and times, assigned staff, task status, star ratings, review remarks, rework reasons and approval decisions, with the user and time of each action. | Created as you use the Service. |
| Technical data | IP address, browser or device type and request times recorded in standard web-server logs. | Collected automatically by our web server. |
We do not collect:
- your location, photos, camera, microphone, contacts, calendar or files;
- payment or financial information;
- advertising identifiers. The app contains no advertising and no third-party analytics or tracking.
The Android app only requests the Internet permission, which it needs to talk to our server.
2. Information stored on your device
To keep you signed in, the Android app stores on your phone:
- a random sign-in token (not your password);
- your name, username, role and permissions;
- the server address the app connects to.
This information is deleted when you sign out or uninstall the app. The sign-in token expires automatically after 30 days without use.
3. How we use information
- to sign you in and show you the features allowed for your role;
- to schedule cleaning work and assign staff;
- to record completion, ratings, rework requests and approvals;
- to produce dashboards and reports on housekeeping quality;
- to keep the Service secure and to investigate problems or misuse.
We do not use your information for advertising, and we do not sell it.
4. Who can see your information
- Inside our organisation: users see information according to their role. For example, area owners see work for their areas, and supervisors and administrators see the schedules they manage.
- Service providers: the Service is hosted on servers operated by our web-hosting provider, who stores the data on our behalf and may not use it for their own purposes.
- Legal reasons: we may disclose information if required by law or to protect the rights, safety or property of our staff or company.
We do not share your information with any other third parties.
5. Security
- All communication between the app or browser and our server is encrypted with HTTPS.
- Passwords are stored as one-way hashes, never as plain text.
- Access is limited by role, and deactivated accounts are signed out immediately.
No system is completely secure, but we take reasonable steps to protect your information.
6. How long we keep information
Work records are kept as part of our business records for as long as they are needed for operations, audits and legal obligations. Account and staff details are kept while the person works with us. When an account is no longer needed, an administrator deactivates or deletes it. Web-server logs are kept for a limited period by our hosting provider.
7. Your choices and rights
You can ask us to:
- tell you what personal information we hold about you;
- correct information that is wrong;
- delete your account and personal information, where we are not required to keep it.
Account deletion: accounts are not created in the app, so they are not deleted in the app. To delete your account, ask your administrator or email [email protected] with your name and username. We will delete your account and the personal details linked to it. Work records may be kept without your personal details where needed for business records.
We handle requests in line with applicable law, including India’s Digital Personal Data Protection Act, 2023.
8. Children
The Service is for employees and authorised staff only and is not intended for anyone under 18.
9. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.
10. Contact us
For questions about this policy or your information, contact:
Jacsons Veneers
Email: [email protected]
© 2026 Jacsons Veneers