Privacy policy

Controller: KOP Project S.L., CIF B88952551, Rúa Lois Pereiro 18, 15199 Culleredo (A Coruña), Spain. Contact for any privacy matter: kop@kopproject.com.

Distribution: the app is published on Google Play and the App Store through XOA Desarrollo, S.L. (tax ID B70581236, Rúa José Pascual López-Cortón 4, 6.º A, 15008 A Coruña, Spain), on behalf of KOP Project S.L.

KOP is an app for field technicians: it documents work orders with voice and photos and generates the report with the help of AI. This policy explains what data goes through the app and why. The kopproject.com website does not ask for any data; what it does with your visit is in the cookie policy.

Who decides about each piece of data

• Your account (phone, name, settings) and the app's technical data: KOP processes them as controller.
• An organization's work content (work orders, photos, notes, reports, its customers' data): the organization that creates it decides, and KOP processes it on its behalf to provide the service. If you are a technician at a company, your company decides what gets documented. If you work on your own, that organization is you.

What data we process

• Account: the phone number you sign in with (verified by SMS with Firebase Authentication), the name you enter when signing up, your language and the trades you choose.
• Organizations: their name, their members and roles, invitations (the invited person's phone) and, if set up, the location of their base and of the sites where work is done.
• Work content: work orders and their history, voice notes and their transcription, text notes, photos, documents and manuals you upload, templates, generated reports (text and PDF) and the customer's signature when the template asks for it. A work order may include end-customer data someone enters, such as their name, phone and address.
• Location, including in the background: the app watches the locations of the sites you are assigned to so it can tell you have arrived or are leaving, even with the app closed. What is stored is the event ("arrived at the site", "left the site") with the site's location, not your route: KOP does not record where you move. If a site has no coordinates yet, your position when you start there may be used and kept as that site's location. Background permission is optional: without it, detection only works with the app open, and you can always mark your arrival by hand.
• Notifications: a Firebase Cloud Messaging token for the device, to send you alerts (AI questions, invitations). It is released when you sign out.
• Crash reports (Firebase Crashlytics): technical data about the failure with a pseudonymous identifier of your account and the context at that moment (open work order, connection state, latest actions in the app).
• Usage analytics (Google Analytics for Firebase): names of screens and actions, never the content of your work orders, notes or photos.

Crash reports and analytics can each be turned off separately from Profile in the app. The app tells you about them when you sign up.

What we use them for

• Providing the service (performance of the contract): storing and syncing your work, transcribing audio, analyzing photos, placing each capture on its step, generating the report and detecting arrival on site.
• Account security and isolation between organizations.
• Fixing bugs and improving the app with crash reports and analytics (legitimate interest, with the option to turn them off).

We do not sell your data or use it for advertising.

Artificial intelligence

Transcription, image analysis and the drafting of reports and templates are done by Google's Gemini, through Vertex AI (Google Cloud). Your content is sent only to produce the result you ask for. Under Google Cloud's terms, Google does not use its customers' data to train its models without their permission, and KOP has not given it.

The AI service is used through its global endpoint, not pinned to a European region: a photo or a voice note may be processed outside the European Union (see "International transfers").

What the AI generates can be wrong: that is why it asks when in doubt, and why you review the report before sharing it.

Who else processes them

• XOA Desarrollo, S.L., as KOP's processor: it maintains and operates the platform (app, server and website) and email and provides technical support, accessing data only for that and under a data processing agreement (Art. 28 GDPR).
• Google (Firebase and Google Cloud), as infrastructure provider: authentication, database, file storage, server functions, notifications, crash reports, analytics and AI. Server functions run in Madrid (europe-southwest1).
• Google Maps (Geocoding API), to turn the address you type when creating a site into coordinates.
• People in your organization, according to their role: an admin sees their team's work.
• Your customer, when you share a report with them.

International transfers

Google is a US-based company and part of the processing (the AI in particular) may take place outside the European Economic Area. Those transfers rely on the safeguards Google Cloud provides: its participation in the EU-US Data Privacy Framework and the European Commission's standard contractual clauses included in its data processing terms.

How long we keep them

• Your account and your work, for as long as you have an account. Deleting it removes them immediately (see below); we keep no separate backups.
• An organization's work, for as long as the organization exists.
• Crash reports and analytics, for the retention periods of Firebase Crashlytics and Google Analytics.

Your rights

You exercise erasure yourself: Profile › About › Delete my account deletes the account and all your data, immediately and permanently. Details, and what to do if you have lost access to the app, in delete your account.

For everything else (access, rectification, objection, restriction and portability) write to kop@kopproject.com. If your request concerns an organization's work, we pass it on to whoever administers it. You can lodge a complaint with the Spanish Data Protection Agency (AEPD).

Minors

KOP is a professional tool and is not aimed at anyone under 16.

Changes

If anything relevant changes we will say so on this page and in the app.