QAVIO is a cloud workplace platform by SYLTRA Smart. This policy explains how we handle personal data in the platform, in QAVIO Meet and on this website, under Saudi Arabia's Personal Data Protection Law (PDPL).
Who is responsible for your data
There are two kinds of data in QAVIO, and each has a different party responsible for it:
- A company's work data: the employee, customer, task, chat and invoice data a subscribing company enters in its portal. The subscribing company is the controller, and we process that data on its behalf and only on its instructions.
- Subscription and website data: details of the company that subscribes, QAVIO Meet accounts, and visitors to this website. Here we are the controller.
If you work for a company that uses QAVIO and have a request about your data, start with your company's management, and we help them carry it out.
What we collect
- Account details: name, email, mobile number, job title and profile photo if added. We never store your password itself, only a secure hash of it.
- Work content: tasks, projects, requests, chats, files, customers, contracts, invoices and accounting entries, depending on the sections the company uses.
- Attendance: check-in and check-out times. If the company turns on location-based attendance, the portal reads the device location while it is open and compares it with the office. We keep only the distance from the office and an "in the office" or "remote" status, never your coordinates. If you decline location access, you are recorded as remote.
- Meetings: names of participants and guests, in-meeting chat, minutes and decisions. Audio and video pass directly between participants and are not recorded. If someone turns on transcription, the audio is turned into text and only the text is kept.
- Payments: payments go through Moyasar, and your card number never reaches our servers. We keep the card token Moyasar gives us, with the card brand and last four digits, for automatic renewal.
- Technical data: IP address, browser type, and a log of sign-ins and important changes, for security and to block repeated sign-in attempts.
- Notifications: if you allow notifications, we keep your device's push subscription to deliver alerts.
Why we use it
- To run the platform and provide the service you subscribed to.
- To protect accounts and detect unauthorised access.
- For billing, renewals and sending invoices.
- For technical support and answering your questions.
- To meet legal duties, such as keeping tax invoices.
We don't sell your data, we don't use it for advertising, and we don't use your company's content to train AI models.
Where your data is stored
Data is currently stored on Cloudflare's servers, and some of it may be outside Saudi Arabia. We transfer and process data under the PDPL's rules for transfers outside the Kingdom. If the hosting location changes, we will update this section.
How long we keep it
We keep a company's data for as long as its subscription is active. After the subscription ends we keep it for 90 days, in case you come back or want a copy, and then delete it. The company can ask for deletion sooner. Anything the law requires us to keep longer, such as invoices and financial records, is kept for the required period.
Your rights
Under the PDPL you have the right to:
- Know how and why your data is collected.
- Get a copy of your data.
- Have incorrect or incomplete data corrected.
- Have your data deleted when it is no longer needed.
- Withdraw consent to any processing based on consent.
Contact us by email or phone below and we will reply within 30 days. If you are not satisfied with our reply, you can complain to the Saudi Data and AI Authority (SDAIA).
How we protect it
- All connections to the platform are encrypted (HTTPS).
- Passwords are stored as secure hashes, and repeated failed sign-ins are locked out for a while.
- Role-based permissions, and a log of sign-ins and important changes.
- Each company's data is kept separate from every other company's.
If a breach affects your data, we notify the competent authorities and you as the law requires.
Children
QAVIO is a platform for companies and is not meant for anyone under 18.
Changes to this policy
When we change this policy we update the "last updated" date above. If a change is significant, we tell subscribing companies by email or in the portal before it takes effect.
Contact us
- Company: SYLTRA Smart, commercial registration 7055249119
- Address: Prince Mohammed bin Saad Road, Al Malqa, Riyadh, Saudi Arabia
- Phone and WhatsApp: +966550098550
- Email: info@syltraone.com
- Website: syltraone.com