Vero OCM Privacy Policy

Accounts

Vero OCM accounts are created by Vero Scientific or by the customer organization’s administrator. The apps do not offer account sign-up. Sign-in is handled by an identity service that we operate at auth.verosci.com.

Information we collect

Account information: your name, username, work email address, account identifier, organization, and roles, plus a profile photo if you upload one. Authentication records include sign-in, sign-out, and token-refresh events, which may include your IP address.

Notification settings: your alert channel choices and, if you provide them, the email address and phone number used for alerts.

Workspace information that you or your organization enter or generate: devices, sites, assets, oil samples, test orders, results, alerts, reviews, report recipients, and export destinations. The names of users who perform actions such as registering a sample, reviewing a result, or applying an electronic signature are recorded with those actions in the audit trail.

Technical information: our servers record the IP address, browser or app user agent, and request details of connections to the service. Our own mobile app code does not send device model, OS version, or device identifiers to our servers. The OneSignal and Google ML Kit SDKs collect device and app information separately, as described below.

Device access and permissions

Camera: to scan sample and instrument QR labels.

Bluetooth and nearby Wi-Fi devices: during instrument setup, to find a nearby instrument and send it the Wi-Fi network name and password you choose. These Wi-Fi credentials are sent to the instrument over Bluetooth and are not sent to our servers.

Location: iOS requires location permission to read the name of the current Wi-Fi network, and some Android versions require it for Bluetooth and Wi-Fi scanning. The apps use this permission only for instrument setup. They do not read, collect, or store your location.

Notifications: to deliver alerts.

You can manage these permissions in your device settings. Declining a permission may limit the related feature.

Push notifications (OneSignal)

The apps include the OneSignal SDK for push notifications. It starts when the app is opened and collects device and app information such as device model, OS version, language, time zone, IP address, push token, and app session data. After you sign in, we link your device to your Vero OCM account identifier so alerts reach the right user. When you sign out, the device is unlinked from your account.

Alert notifications contain the alert title and message and related device, sample, result, and measurement identifiers and values. They are delivered through OneSignal and Apple Push Notification service or Google Firebase Cloud Messaging.

QR scanning (Android)

The Android app uses Google ML Kit to scan QR labels. Images and decoded QR contents are processed on your device and are not sent to Google by ML Kit. The SDK may send Google device and app information, installation identifiers, and performance and usage metrics for diagnostics, maintenance, and improvement of ML Kit.

How we use information

We use information to authenticate users, provide the monitoring workspace, set up and connect instruments, manage samples and results, keep audit and electronic-signature records, deliver alerts and reports, support users, maintain security, and diagnose service problems.

The mobile apps do not show advertising, do not use advertising identifiers, and do not track you across other companies’ apps or websites. We do not sell personal information.

Service providers and sharing

We use DigitalOcean (hosting, United States), Amazon Web Services (file and backup storage, United States), Cloudflare (network security and delivery), Better Stack (service logs and uptime monitoring), OneSignal, Apple, and Google (push notification delivery), SendGrid (alert and account emails), and Twilio (SMS alerts, where enabled) to run Vero OCM. The Android app also uses Google ML Kit for on-device QR scanning; Google receives the SDK metrics described above, but not the scanned images or decoded QR contents.

An organization’s authorized administrators and users can access information in their workspace according to their assigned roles. If your organization configures webhooks, file exports, or report recipients, the service sends the selected information to the destinations your organization chooses.

We may also disclose information when required by law or when necessary to protect the service, our customers, or others.

Security

Information is encrypted in transit using TLS. Access to workspace information requires authenticated sign-in and is limited by organization and role. The Android app stores sign-in tokens in encrypted storage backed by the Android Keystore, and the iOS app stores them in the iOS Keychain. Database backups and stored report files are encrypted at rest. No method of storage or transmission is completely secure.

Retention

Account and workspace information is kept while the customer organization uses Vero OCM, and as long afterward as needed to meet contractual or legal obligations.

Database backups are kept for up to 90 days. Sign-in event records are kept for 90 days. Instrument telemetry is kept at full resolution for 90 days and in summarized form for up to five years. Audit-trail and electronic-signature records are kept as part of the customer organization’s regulated records and are not altered after creation. Service logs are kept for a limited period for security and troubleshooting.

Account deletion and your choices

To delete your Vero OCM account, email [email protected] from the email address on your account, or ask your organization’s administrator. You can also contact us to request access to or correction of your personal information. We will confirm when your account has been deleted and explain any information we keep, such as names recorded in audit-trail and electronic-signature records, and why.

You can turn push notifications off in your device settings, change alert channels in the app’s notification settings, and revoke camera, Bluetooth, or location access in your device settings. Removing the app from a device does not delete information held by the service.

Changes to this policy

We may update this policy as the apps, service, or legal requirements change. The date at the top of this page shows the latest revision.

Contact us

For privacy questions or requests, contact Vero Scientific Corp. at [email protected].