Fleet · Legal
Privacy Policy
Effective date: April 30, 2026
Last updated: April 30, 2026
This Privacy Policy explains how Vendit Store (“VendIT”, “we”, “us”, or “our”) collects, uses, stores, and shares information when authorised personnel use the VendIT Fleet (the “App”).
About this App
The App is an internal workforce application used solely by VendIT's authorised personnel — including refillers, technicians, storekeepers, and supervisors (“Drivers”, “you”) — to manage vending-machine routes, refill operations, inventory collection, and related field activities.
- The App has no public sign-up and no guest mode. The only way to log in is with a username and password that VendIT has issued to you.
- Accounts are created, modified, and revoked by VendIT administrators.
- The App is not offered to the general public, is not directed to children, and must not be used by anyone who is not an authorised VendIT user.
If you have ended up with a copy of the App without an account, you have no use for it — please uninstall it.
1. Who is the data controller
Vendit Store is the data controller of all personal data processed through the App.
Contact for privacy matters:
- Email: hello@tryvendit.com
- Postal: Salem Al Mubarak Street, Northern Salmiya Building, Salmiya, KW-HA, 23214, KW
2. Information we collect
2.1 Account and identity data
- Full name, employee or contractor identifier, role (refiller, technician, storekeeper, supervisor), assigned region or depot.
- Username and password (stored only as a salted hash on our servers; never in plaintext).
- Authentication tokens (access and refresh tokens) stored securely on the device.
- Contract / assignment status used to authorise login.
2.2 Operational data
- Routes assigned to you, planned and actual stop sequences, arrival and departure timestamps, completion status, skip reasons, and notes.
- Refill, collection, and maintenance actions you record against vending machines or boxes (quantities, item references, condition reports).
- Photos you capture in-app for proof of service, damage reports, or delivery confirmation.
2.3 Location data
The App requires precise location (GPS) to:
- Show your position on the route map.
- Verify check-in and check-out at vending-machine stops.
- Allow supervisors to coordinate field operations.
Where supported by the operating system, the App may collect location data in the background while you are on an active shift, so that arrival and departure events are recorded even if the App is not in the foreground. Background collection stops when you end your shift, log out, or revoke the permission. You will see a persistent notification on Android while background location is in use.
2.4 Device, technical, and diagnostic data
- Device model, manufacturer, OS version, app version, locale, timezone, and unique installation identifier.
- IP address (collected by our backend on each API request).
- Network type and connectivity state (online/offline transitions used for the offline sync queue).
- Crash reports and diagnostic logs, including request identifiers (X-Request-ID) and idempotency keys used to safely retry requests.
2.5 Locally stored data (offline mode)
The App is offline-first. Pending actions, cached route data, and queued mutations are stored locally on the device in an encrypted application sandbox using SQLite (Drift) and flutter_secure_storage. This data is synchronised with our servers when connectivity is restored and the matching server response is received.
2.6 Notifications
With your permission, we send local and push notifications about route assignments, sync status, alerts from supervisors, and operational reminders.
2.7 Information we do NOT collect
- We do not collect contacts, SMS, calendar, microphone audio, health data, or browsing history.
- We do not use third-party advertising SDKs or behavioural-advertising trackers.
- We do not sell personal data.
- There is no payment, billing, or marketing inside the App.
3. Why we use your information (purposes and legal bases)
| Purpose | Legal basis (GDPR / equivalent) |
|---|---|
| Authenticate you and maintain your session | Contract / legitimate interest |
| Assign and manage routes; record refill and service actions | Contract / legitimate interest |
| Record location for proof of arrival, route progress, and field safety | Legitimate interest |
| Send operational notifications | Legitimate interest |
| Diagnose crashes and improve reliability | Legitimate interest |
| Detect, prevent, and investigate fraud or unauthorised access | Legitimate interest, legal obligation |
| Comply with employment, tax, and audit obligations | Legal obligation |
4. Permissions we request
The App requests the following device permissions. You may revoke any of them at any time in your device settings, but doing so may prevent core functionality from working.
| Permission | Why it is used |
|---|---|
| Location (precise, foreground and background) | Route mapping, arrival and departure verification, shift tracking |
| Camera | Capturing proof-of-service, damage, and delivery photos |
| Photos / media (read-only picker) | Selecting an existing photo as evidence |
| Notifications | Operational alerts and sync status |
| Storage / files | Storing offline cache, queued operations, and captured photos in the App's private sandbox |
| Network state | Detecting online/offline transitions for the sync queue |
| Foreground service (Android) / background modes (iOS) | Keeping shift tracking and the sync drainer alive while the App is backgrounded |
5. How we share information
Because the App is an internal-only tool, we share personal data only with:
- Service providers (processors) acting on our written instructions: cloud hosting, map and geocoding services, push-notification delivery, crash reporting and diagnostics. Each is bound by a data-processing agreement.
- Law enforcement, regulators, or courts where we have a legal obligation, a court order, or a lawful and proportionate request.
- Successors in a corporate transaction (merger, acquisition, asset sale), subject to equivalent privacy protections.
We do not sell your personal data. We do not share it with advertisers. We do not disclose it to outside parties for any commercial purpose.
5.1 Sub-processors used by the App
| Category | Provider | Purpose |
|---|---|---|
| Cloud hosting and database | Cloud provider | Backend APIs, database, file storage |
| Maps and geocoding | Google Maps Platform | In-app maps, route rendering |
| Push notifications | FCM / APNs | Operational alerts |
| Crash and error reporting | Sentry / Crashlytics | Diagnostics |
A current list of sub-processors is available on request to hello@tryvendit.com.
6. International transfers
Your data may be processed in countries other than the country you live in. Where data is transferred outside the European Economic Area, the United Kingdom, or another jurisdiction with equivalent rules, we rely on Standard Contractual Clauses or another lawful transfer mechanism.
7. How long we keep data
| Category | Retention |
|---|---|
| Account record (while active) | For the duration of your engagement, as required by applicable law |
| Authentication tokens | Until logout, revocation, or expiry (rotated regularly) |
| Operational records (routes, refills, photos) | As required by applicable audit / tax law |
| Location history | Retained for operational period, then aggregated or deleted |
| Crash and diagnostic logs | Up to 90 days |
| Local on-device cache | Deleted on logout or App uninstall |
8. Security
We implement administrative, technical, and physical safeguards including: encryption in transit (TLS 1.2+), encrypted credential storage on device (iOS Keychain / Android Keystore via flutter_secure_storage), short-lived access tokens with refresh-token rotation, single-flight refresh and hard-revocation handling, idempotency keys on mutating requests, role-based access control on the backend, and audit logging.
No system is perfectly secure. You must keep your device, screen lock, and account credentials safe; report a lost or stolen device immediately to hello@tryvendit.com so your account can be revoked.
9. Your rights
Depending on where you live, you may have the following rights regarding your personal data:
- Access — request a copy of personal data we hold about you.
- Rectification — ask us to correct inaccurate or incomplete data.
- Erasure — request deletion, subject to legal and operational retention obligations (e.g. tax, audit, evidence of work performed).
- Restriction or objection — ask us to limit or stop certain processing.
- Data portability — receive your data in a structured, machine-readable format.
- Withdraw consent — where processing is based on consent.
- Lodge a complaint with your local data-protection authority.
To exercise any of these rights, email hello@tryvendit.com. We will respond within the timeframe required by applicable law (typically 30 days).
10. Account deletion
Because the App is an internal workforce tool, accounts are managed by VendIT administrators. To request deletion of your account and the personal data associated with it, contact us using either of the methods below:
- Email: hello@tryvendit.com with the subject line “Fleet account deletion” — include your username and the name of your VendIT depot or supervisor so we can verify the request.
- Web request form: https://tryvendit.com/fleet/account-deletion
We will action verified deletion requests without undue delay and in any event within 30 days.
What is deleted: your login credentials, profile, device tokens, notification subscriptions, and personal identifiers.
What is retained: operational records of work you performed (routes completed, refills, collections, photos used as proof of service) and related audit logs are retained for the periods set out in §7 How long we keep data, where required for legal, accounting, audit, fraud-prevention, or evidentiary reasons. Where possible, your identifiers are removed or pseudonymised in those records.
You can also remove all data held locally on your device at any time by logging out of the App and uninstalling it.
11. Children
The App is for adult workforce use only and is not directed to children. We do not knowingly collect personal data from anyone under 18.
12. Changes to this Policy
We may update this Privacy Policy from time to time. Material changes will be communicated through the App and/or by email at least 14 days before they take effect. The “Last updated” date at the top reflects the most recent revision.
13. Contact
Vendit Store
Salem Al Mubarak Street, Northern Salmiya Building, Salmiya, KW-HA, 23214, KW
Email: hello@tryvendit.com
Website: https://tryvendit.com