Privacy notice
PPS-IntelliWork is a pilot for authorized sales representatives. It saves confirmed work orders in this service; it does not currently submit them to an external work-order system.
Information we handle
- Account information: login name, email, sales-representative name, branch, password hash, account status, and a linked WhatsApp phone number if provided.
- Work-order information: customer and work-site details, contacts, schedules, job details, rates, and optional billing email. These details may identify other people. Please provide only what the work order needs.
- WhatsApp text messages and voice notes sent to the connected business number, plus message identifiers, transcripts, extracted fields, drafts, confirmations, replies, and processing records.
- Web recordings, transcripts, model-comparison results, and processing information when the web app is used.
- Sign-in and operational records needed to run and secure the service.
How we use information
We use this information to identify authorized users, link their WhatsApp number to their account, turn messages or recordings into proposed work-order details, ask for missing information, save drafts and locally submitted orders, show prior work, provide recent-data exports, troubleshoot failures, and protect the service. We do not use work-order content for advertising.
Service providers
The normal voice flow sends recordings and relevant work-order context to OpenAI for transcription and extraction. Typed WhatsApp messages and relevant draft context are sent to OpenAI for field extraction. The web comparison feature can also run local Whisper transcription followed by OpenAI extraction. The app requests that OpenAI not store its API responses (store=false); OpenAI's own terms and settings govern its handling of data.
WhatsApp messages and media pass through Meta's WhatsApp Business Platform under Meta's own terms and policies. The hosting provider chosen for this pilot runs the app and stores its data. We do not currently send completed work orders to another work-order API.
Retention and security
Saved audio in the app's active storage expires seven days (168 hours) after capture. The app checks expiry on access and runs periodic cleanup. This rule does not delete transcripts, drafts, submitted work orders, extraction results, or WhatsApp message-processing records. Those records remain until removed through an operator-managed deletion process. Downloaded copies, provider-held data, and separately configured hosting backups have their own retention arrangements.
Access to the app requires an account. The app restricts work orders and recordings to their owner, and an administrator controls sales-representative accounts. A public deployment uses HTTPS, account passwords are stored as hashes, and incoming WhatsApp webhooks are signature-checked. No internet service can guarantee absolute security.
Your requests
Authorized users can review and correct drafts. A signed-in user can download a ZIP of their own recent data using Download last 7 days; this is not a complete historical export. To request access to older records, correction, deletion, or account help, email if.ahmed@yahoo.com with the subject PPS-IntelliWork privacy request. Include the account email or linked WhatsApp number so we can locate the records. Do not send passwords, API keys, or sensitive work-order details by email. We will verify requests before acting and explain if a record must be retained for an applicable obligation.
Deactivating a sales-representative login does not automatically erase its saved orders. Removing a WhatsApp number link stops that number from accessing the app through WhatsApp but does not erase prior work orders or message-processing records. Data retained by Meta or OpenAI may also need to be addressed under those providers' procedures. See our data deletion instructions.
Changes and contact
We may update this notice as the pilot changes, including when we choose permanent hosting or connect an external work-order system. Contact DevelopmentSystems at if.ahmed@yahoo.com.