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AiboTask — Technician Work Data Policy & Device Terms (V3.5)

Version: 3.5
Effective date: 5 April 2026

Tenant Company (Data Controller): {TENANT_LEGAL_NAME} (this information should be provided by your employer in onboarding materials or another tenant-designated contact channel)

Tenant address: {TENANT_ADDRESS}

Tenant privacy contact: {TENANT_PRIVACY_EMAIL} (or your HR/Operations contact)

Platform Provider (Data Processor for Tenant Work Data): AirTek Technologies (RUC 0924829179001) — operator of aibotask
Provider registered address: Cooperativa Adesdac MZ 70 S 13, Ecuador
Provider privacy contact email: ruben.lazaro@clitecser.com

SaaS360 note (Provider-controlled records): AirTek also operates SaaS360, the provider-managed portal/service used for tenant provisioning, license administration, subscriptions, invoices/receipts, payments, and support tickets. Records created in that provider-managed context are generally controlled by AirTek as Provider, separately from Tenant-controlled work-order and proof-of-service data.

Multi-tenant note: If you use aibotask as part of your job, your employer / Tenant Company is usually the Data Controller for work-order and proof-of-service data.
The aibotask platform provider typically acts as a Data Processor under contract for that tenant.
Separately, AirTek may act as controller for provider-operated SaaS360 records related to licensing, billing administration, support operations, fraud prevention, and legal/compliance obligations.

English — Company-Provided Device

Key points (read this first)

  • The app may appear on your device as AiboTask depending on the deployment.
  • aibotask records work location (GPS) while you are ONLINE in the app and, for eligible assigned jobs, while Assigned route assist remains active; it should stop collecting new points when the active work flow ends.
  • While ONLINE or during active Assigned route assist, the app records GPS location about every 5 minutes (your Company may configure this interval) to create route history and arrival-assist events.
  • The app collects work-order data such as service activities, materials used, photos, customer signature, timestamps, and technician notes.
  • The app does not access your personal messages, personal calls, or contacts. You should avoid uploading unnecessary personal data of third parties.

1) What this is

This document is the Work Data Policy and Device Terms shown to technicians in aibotask when selecting:

  • BYOD (Personal Device), or
  • Company-Provided Device

It explains what work-related data is collected, why it is used, and the boundaries for work location tracking.

2) Definitions

  • ONLINE: You have enabled ONLINE mode in the app (used for active service execution, dispatch visibility, and route history).
  • OFFLINE: You have disabled ONLINE mode; the app is expected to stop collecting new GPS points when no eligible assigned-route flow remains active.
  • Assigned route assist: A technician-facing flow for eligible assigned jobs that keeps the assigned route current and detects arrival at the assigned site, and may remain active when the app is not in the foreground if the device and OS permission allow it.
  • Work Order: A job/service ticket created for a customer visit (maintenance, corrective, installation, etc.).
  • Work Data: Data generated or processed to plan, execute, evidence, and report services (including GPS during active ONLINE work and Assigned route assist).

3) GPS / location tracking (work-only boundary)

3.1 ONLINE / OFFLINE rule

aibotask is configured to record work location (GPS) under these rules:

  • Location may be collected while the technician is ONLINE in the app.
  • For eligible field technicians with an assigned scheduled or dispatched job, location may also be collected while Assigned route assist is active to keep the assigned route current and detect arrival at the assigned site.
  • While ONLINE or during active Assigned route assist, location is collected approximately every 5 minutes to create route history and arrival-assist events.
  • When the technician switches to OFFLINE and no eligible assigned-route flow remains active, the app is expected to stop collecting new location points.
  • After the active work flow ends, the system may keep and display the last known work location (no new tracking after the active flow ends).

3.2 Background location permission

To reliably record route history and assigned-route arrival assist while the phone screen is off, the OS permission may need to be set to “Allow all the time” (background location).
Even with background permission granted, the app’s intent is to collect location only during active work flows such as ONLINE service execution or Assigned route assist for an eligible assigned job.

3.3 Technician responsibility

To keep tracking work-only:

  • Switch to OFFLINE and stop Assigned route assist when you are not working (end of shift, breaks, days off), unless your supervisor instructs otherwise.
  • Do not share your aibotask login with anyone.

4) Work-related data we may collect

Depending on features and permissions enabled by your Company, aibotask may collect and process:

4.1 Technician and account data

  • Technician name, identifier (employee ID or internal ID), role
  • Login events and acceptance of this policy (version and timestamp)
  • Tenant/user provisioning references or support case references when your Company or an authorized representative interacts with Provider-operated SaaS360 services

4.2 Customer, site, and equipment data (as part of the Work Order)

  • Customer name and contact details
  • Service location (address / site)
  • Equipment details (brand/model/serial, as recorded in the work order)

4.3 Location & route history

  • GPS location points while ONLINE and, where enabled, during active Assigned route assist for an eligible assigned job
  • Route history and arrival-assist events derived from those points
  • Last known location after the active work flow ends (no new tracking after the active flow ends)

4.4 Work order content (entered by the technician)

  • Service activities performed (tasks/checklists)
  • Materials used (parts, consumables, quantities)
  • Notes, comments, recommendations
  • Job status updates and timestamps (start, pause, finish, close)

4.5 Evidence / proof of service

  • Photos and images attached to work orders
  • Customer signatures / proof-of-service
  • Documents and attachments uploaded in jobs
  • Audio recordings (only if your Company enables this feature and you use it as evidence)

Capture/upload only work-related evidence and avoid unnecessary personal data (for example, photographing personal documents).

4.6 Technical & security data

  • Device model, operating system version, app version
  • IP address and timestamps
  • Diagnostic logs, crash reports, and error telemetry
  • Push notification token (for job alerts)
  • Push notification delivery/interaction events (e.g., sent/delivered/opened) for operational monitoring (via Amazon Pinpoint)
  • Usage analytics and performance telemetry using AWS monitoring services (including Amazon CloudWatch RUM for web portals where enabled)

5) What we do NOT access

aibotask does not:

  • Read your personal SMS/WhatsApp messages
  • Record phone calls or read your call history
  • Read your personal contacts
  • Turn on the microphone without your action (unless you use an in-app audio evidence feature)

6) Purposes (why we use Work Data)

Work Data is processed to:

  • Dispatch and assign work orders
  • Send operational communications and job alerts (push notifications)
  • Provide technician-facing Assigned route assist, arrival detection, and task-start support during service execution
  • Build route history, support active dispatch coordination, and verify execution (proof-of-service)
  • Generate service reports for customers
  • Support billing, warranty, and quality control
  • Improve operational reporting, safety coordination, and incident troubleshooting
  • Protect the service against abuse and investigate security incidents

7) Who can access the data (recipients)

Depending on your Company’s configuration, Work Data may be accessed by:

  • Supervisors, dispatchers, operations coordinators
  • Administrators with role-based permissions
  • Customer service / billing teams (for reports and proof-of-service)
  • The customer, who may receive a service report including photos/signature
  • AirTek provider support/admin teams operating SaaS360 where provider-controlled records for provisioning, licensing, support tickets, fraud prevention, or billing administration are involved

Work Data may also be processed by service providers (e.g., cloud hosting) under contractual and security controls.

8) Where data is stored (international processing/transfer)

aibotask stores and processes data using cloud infrastructure.

For this deployment, the primary hosting provider/region is:

  • Cloud provider: Amazon Web Services (AWS)
  • Region: us-east-1 (N. Virginia, United States)

If your Tenant Company is based in Ecuador, this means personal data may be processed outside Ecuador (cross-border processing/transfer).
Your Tenant Company (as Data Controller) is responsible for ensuring that cross-border processing/transfer is supported by appropriate safeguards and documentation, and the platform provider supports this through contractual and security measures.

9) Security (high-level)

We apply reasonable safeguards such as:

  • Role-based access controls and least privilege
  • Secure authentication and session handling
  • Secure transmission where applicable
  • Logging/monitoring for reliability and incident response

No system can guarantee 100% security; technicians must also follow device security requirements.

10) Retention

Work Data is retained no longer than necessary for operational purposes, reporting, audit, and legal obligations.

Default retention (recommended / configurable by Tenant policy):

  • Work orders, photos, signatures, materials, and service activities: up to 5 years
  • Route history (GPS points): up to 12 months
  • Diagnostic/security logs: up to 12 months

11) Your rights and requests (Ecuador)

If you are in Ecuador, you may have rights such as access, rectification, deletion, opposition, and other applicable rights under Ecuador’s data protection framework (LOPDP).

  • Requests about work-order / service data should be directed to your Tenant Company (your employer) using the tenant privacy contact shown at the top of this document (or HR/Operations).
  • If you cannot reach your Tenant contact, you may contact the platform privacy email: ruben.lazaro@clitecser.com (we will route your request to the correct tenant where appropriate).
  • Requests about provider-controlled SaaS360 records (for example, support tickets, provisioning/account administration, license administration, invoices/receipts, payments, or legal/compliance records maintained by AirTek) may be directed to ruben.lazaro@clitecser.com.

12) Audit trail of acceptance

To prove compliance, aibotask records:

  • the option selected (BYOD / Company Device)
  • policy version and acceptance timestamp
  • technician identifier (as configured by the Company/Tenant)

13) Company-Provided Device terms

By selecting Company-Provided Device, you acknowledge that:

13.1 Work-use only

The Company device is provided for work use (as defined by your Company’s internal policy).

13.2 Mobile data and connectivity

For a Company device, the Company covers the required mobile data/plan (if provided) to use aibotask.

13.3 Care, custody, and reporting

You must:

  • Keep the device secure and under your control
  • Report loss, theft, or damage within 24 hours to your supervisor
  • Return the device when requested or when your employment/assignment ends

13.4 Loss, theft, non-return, or damage — recovery process (subject to law)

If the Company device is lost, stolen, not returned, or damaged beyond normal wear:

  • The Company may request a written report and supporting evidence (e.g., incident report/police report where applicable).
  • The Company may seek recovery of the device value only as permitted by applicable labor law and with any required written documentation/authorizations (e.g., a signed asset loan/receipt acta).
  • No automatic payroll deduction is made unless allowed and properly authorized.

13.5 Device management (MDM)

Your Company may apply security controls on Company-owned devices (for example, a work profile or MDM), depending on its internal policy.
If device management is used, the Company must communicate the scope and rules to technicians.

Regardless of device management, the Company can revoke access to aibotask accounts and require the device to be returned.

Asset Receipt / Loan Acta under Option A (outside the app)

Under Option A, the technician accepts this policy in aibotask, but the Asset Receipt / Loan Acta is executed outside the app and only when a Company-owned device is physically delivered.

Recommended execution method:

  • The Asset Custodian (IT/Operations) pre-fills the device information (make/model, serial/IMEI, accessories, value, delivery date).
  • The technician reviews the information and signs the Acta.
  • A Company representative signs the Acta.
  • The Company stores a scanned copy (PDF) in a secure location and updates the asset register.

If a technician did not receive a Company-owned device, the asset Acta is not applicable and should not be executed for that technician.