Privacy Policy

Last updated: October 2026

At AENTRA WorkForce Solutions, your privacy is important to us. This Privacy Policy explains how we collect, use, store, and protect your information when you use our web platform and mobile applications.

1. Data We Collect

We collect the following categories of information:

• Account Information: Name, email address, role, and tenant association
• Employment Data: Timesheets, deliveries, pay rates, certifications, and work history
• Financial Data: Invoice details, expense records, and payroll information
• Device Information: Device model, OS version, app version, and push notification tokens
• Photos & Documents: Timesheet photos, delivery images, profile pictures, and uploaded documents
• Location Data: GPS coordinates when submitting timesheets or deliveries (only when you grant permission)
• Biometric Data: Face ID or Touch ID enrollment status (biometric data itself is never stored on our servers)
• Authentication Credentials: Passkey/FIDO2 public keys, hashed passwords
• Email Engagement: When the sending organization has enabled it, the time an email was opened and its links were clicked (see section 5)

2. How We Use Your Data

We use your information to:

• Manage timesheets, deliveries, and approval workflows
• Generate invoices and quotes
• Track expenses and equipment
• Send push notifications for approvals, assignments, and updates
• Authenticate your identity via password, passkey, or biometrics
• Generate reports and analytics for your organization

3. Multi-Tenant Architecture

AENTRA WorkForce is a multi-tenant platform:

• Data Isolation: Each organization's data is logically isolated and inaccessible to other tenants
• SuperAdmin Management: Platform-level administrators can manage tenant configurations but follow strict access controls
• Tenant Switching: Users with access to multiple organizations can switch between them; all switches are logged for audit purposes

4. Admin Impersonation

SuperAdmins may impersonate users for support and troubleshooting purposes:

• A visible banner is always displayed during impersonation sessions
• All actions taken during impersonation are recorded in a complete audit trail
• Only SuperAdmins can initiate impersonation
• SuperAdmins cannot impersonate other SuperAdmins
• Impersonation does not grant access to passwords or biometric credentials

5. Email Open & Click Tracking

Organizations using AENTRA can choose to turn on email tracking for the emails they send through the platform (for example invoices, quotes, statements, reminders, and notifications). This setting is off by default. When an organization turns it on:

• Each email contains a small invisible image. When your email app loads it, we record the date and time the email was opened and how many times.
• Links in the email pass briefly through our servers before taking you to their destination, so we can record when a link was clicked.
• We do not record your location, device, or IP address for tracking, and we do not use this information for advertising.
• The results are visible only to the organization that sent the email and are kept in that organization's isolated data.
• You can prevent open tracking by turning off automatic image loading in your email app. Results are approximate, because some email apps block or pre-load images.

6. Data Storage & Security

We take the security of your data seriously:

• Sensitive data is encrypted at rest using AES-256 encryption
• All data in transit is protected via HTTPS/TLS
• Authentication tokens are stored in the device Keychain (iOS) or secure storage
• Passwords are stored using industry-standard one-way hashing
• Uploaded images are compressed and optimized for storage efficiency
• We never sell your personal data to third parties

7. Your Rights

You have the following rights regarding your personal data:

• Export: Request an export of your personal data
• Delete: Request deletion of your account and associated data
• Revoke Biometric: Disable biometric authentication at any time from your settings
• Manage Passkeys: Add, remove, or rename passkeys from your account settings
• Request Information: Contact us to learn what data we hold about you

8. Contact Us

For privacy questions or data requests, contact us at: