Privacy Policy

1. Introduction

Owlink ("Developer," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile applications (iOS and Android), desktop applications (macOS and Windows), and related services (collectively, the "Services").

Owlink is developed by an independent software developer based in Singapore at 2 VENTURE DRIVE #19-18 VISION EXCHANGE SINGAPORE. We serve as the data controller for the personal data we process.

By using our Services, you consent to the data practices described in this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide when using our Services:

• Account Information: Name, email address, phone number, profile picture, job title, and department when you create an account
• Organization Information: Company name, address, and organizational structure for enterprise accounts
• Communication Data: Messages, files, images, and other content you share through the platform
• Task and Workflow Data: Tasks, approvals, attendance records, and reimbursement requests
• Contact Information: Contacts you add to your enterprise directory
• Support Communications: Information you provide when contacting our support team

2.2 Automatically Collected Information

When you use our Services, we automatically collect certain information:

• Device Information: Device type, operating system, unique device identifiers, and device settings
• Usage Data: Features accessed, time and duration of use, and interaction patterns
• Log Data: IP address, access times, app crashes, and system activity
• Location Data: General location based on IP address (we do not collect precise GPS location unless you enable location-based features)

2.3 Information from Third Parties

We may receive information about you from your organization's administrator, integrated third-party services, and identity verification services when required for security purposes.

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To provide, maintain, and improve our collaboration platform
• Communication: To send service updates, security alerts, and support messages
• Security: To protect accounts through authentication, fraud detection, and security monitoring
• Compliance: To generate audit logs and ensure regulatory compliance for enterprise customers
• Improvement: To analyze usage patterns and improve user experience
• Support: To respond to your inquiries and provide customer support
• Legal Obligations: To comply with applicable laws and legal requests

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Within Your Organization

For enterprise users, your information may be visible to your organization's administrators and colleagues according to your organization's policies and the permissions set by administrators.

4.2 Service Providers

We work with trusted third-party service providers who assist us in operating our Services:

• Cloud infrastructure providers (for data hosting and storage)
• Analytics providers (for service improvement)
• Customer support tools
• Payment processors (for subscription billing)

These providers are contractually obligated to protect your data and may only process it for the specific purposes we authorize.

4.3 Legal Requirements

We may disclose your information when required by law, such as:

• In response to valid legal processes (subpoenas, court orders)
• To protect our rights, privacy, safety, or property
• To investigate or prevent illegal activities
• In connection with a merger, acquisition, or sale of assets

4.4 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

5. Data Security

We implement robust security measures to protect your data:

• Encryption: Data is encrypted in transit (TLS) and at rest (AES-256)
• Authentication: Multi-factor authentication (MFA) and device binding
• Access Controls: Granular permission systems and role-based access
• Leak Prevention: Chat watermarks (visible and invisible), screenshot prevention alerts
• Message Security: Message destruction capabilities and content protection
• Audit Logging: Comprehensive logging of all operations for security monitoring
• On-Premises Option: For highly regulated industries (finance, government), we offer on-premises deployment to keep data within your physical boundaries

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your personal data for as long as necessary to:

• Provide our Services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Meet your organization's data retention requirements (for enterprise customers)

When you delete your account, we will delete or anonymize your personal data within 30 days, except where we are required to retain data for legal or regulatory purposes. For enterprise accounts, data retention may be governed by your organization's policies.

7. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal data:

7.1 Access and Portability

You have the right to access your personal data and request a copy of your data in a portable format.

7.2 Correction

You can update or correct your account information at any time through the app settings.

7.3 Deletion

You have the right to request deletion of your personal data. You can delete your account through:

• In-App: Settings → Account → Delete Account
• Email: Contact support@owlinkteam.com with your deletion request

Upon receiving a deletion request, we will delete your account and associated personal data within 30 days, unless retention is required by law or for legitimate business purposes.

7.4 Opt-Out

You can opt out of:

• Marketing communications by clicking "unsubscribe" in our emails
• Push notifications through your device settings
• Certain data collection through app permissions settings

7.5 Restriction and Objection

You may have the right to restrict or object to certain processing of your data. Contact us to exercise these rights.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

• Standard contractual clauses approved by relevant authorities
• Adequacy decisions where applicable
• Binding corporate rules for internal transfers

For enterprise customers requiring data residency, we offer on-premises deployment options to keep your data within specified geographic boundaries.

9. Children's Privacy

Our Services are not intended for users under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will promptly delete that information. If you believe we have collected information from a child, please contact us at support@owlinkteam.com.

10. Third-Party Services

Our Services may contain links to or integrate with third-party websites and services. This Privacy Policy does not apply to those third parties. We encourage you to review the privacy policies of any third-party services you access through our platform.

If you use our Services through the Apple App Store or Google Play Store, your use is also subject to Apple's and Google's respective privacy policies.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For material changes, we may also send you a notification through the app or via email. Your continued use of the Services after the changes take effect constitutes acceptance of the revised Privacy Policy.

12. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, and shared
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

To exercise these rights, contact us at support@owlinkteam.com.

13. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), United Kingdom, or Switzerland, you have rights under the General Data Protection Regulation (GDPR):

• Right to access, rectify, and erase your personal data
• Right to restrict or object to processing
• Right to data portability
• Right to withdraw consent at any time
• Right to lodge a complaint with a supervisory authority

Our legal bases for processing include: performance of a contract (to provide Services), legitimate interests (to improve and secure our Services), and consent (where you have provided it).

14. Contact Us

If you have questions about this Privacy Policy or our data practices, or wish to exercise your privacy rights, please contact us:

15. Summary of Key Points