Summary
- OFFY is a mobile app that connects employees to their employer's own Odoo server. Your HR data, such as attendance, time off, expenses and payslips, is sent directly between the app and your employer's server. Odox SoftHub LLP does not receive or store it.
- Your employer decides what data its Odoo server holds and is responsible for that data.
- The app uses Google Firebase for crash reports and performance diagnostics, and for push notifications when your employer turns them on.
- Location is read only when you check in or check out, and only if your employer requires it. There is no background tracking.
- The app contains no advertising, does not sell personal data and does not track you across other apps or websites.
1. About this policy
This Privacy Policy explains how the OFFY mobile application for Android and iOS (the "App"), published by Odox SoftHub LLP ("we", "us"), handles information. It applies to the App as distributed by Odox SoftHub LLP on Google Play and the Apple App Store.
The App is an employee self-service client for organisations that use Odoo 19 Enterprise with the OFFY Odoo modules installed. You can use the App only with an account provided by your employer on your employer's Odoo server.
OFFY is also published as open-source software. If an organisation builds and distributes its own version of the App, that organisation is responsible for the privacy practices of its version.
2. Who is responsible for your data
- Your employer operates the Odoo server that the App connects to. It controls your employee and HR records, including attendance, time off, expenses, payslips, calendar, profile and documents. It decides which App features are enabled and whether location checks and push notifications are used. Questions about this data, and requests to access, correct or delete it, should go to your employer.
- Odox SoftHub LLP publishes the App. We receive only the limited technical information described below: crash and performance diagnostics, push notification delivery through Firebase, and any support messages you choose to send us.
3. Information the app processes
| Information | When | Sent to |
|---|---|---|
| Server address, login and password | When you sign in | Your employer's Odoo server |
| HR data: attendance, time off, expenses and receipts, payslips, calendar events, profile (including bank details and documents), comments and attachments, notifications | When you view or submit it | Exchanged with your employer's Odoo server |
| Precise location (latitude and longitude) | Only at check-in or check-out, and only if your employer requires location validation | Your employer's Odoo server |
| Photos and files you choose | Only when you attach a receipt or file | Your employer's Odoo server |
| Device platform, app version and user agent | When you sign in or refresh your session | Your employer's Odoo server |
| Push notification token | Only if your employer enables push notifications | Your employer's Odoo server and Google Firebase Cloud Messaging |
| Crash and performance diagnostics | While the App is in use | Google Firebase (Crashlytics and Performance Monitoring) |
| Contact details in a support e-mail | Only if you choose to contact support | Odox SoftHub LLP, by e-mail |
3.1 Sign-in
You enter your employer's server address, your Odoo login and your password. Your credentials are sent only to that server. The App does not store your password. After you sign in, the server issues access and refresh tokens, which the App stores on your device so that you stay signed in.
3.2 Your HR information
The App displays and submits the information you work with: attendance records, time off balances and requests, expense claims with receipts, payslips, calendar events, your profile (personal, work and bank details, and company documents), comments with mentions and attachments, and notifications. This information is read from and written to your employer's Odoo server. It is not sent to Odox SoftHub LLP.
3.3 Location
If your employer has turned on location validation for attendance, the App asks for location permission. It reads your device's current position only at the moment you check in or check out, to confirm you are within the area set by your employer. The coordinates are sent with that attendance record to your employer's server. The App does not collect location in the background and does not track your movements.
3.4 Camera, photos and files
The App uses the camera, photo library or file picker only when you choose to attach a receipt or file, for example to an expense claim. Only the items you select are uploaded, and only to your employer's server.
3.5 Device and session information
To manage sign-in sessions, your employer's server records your device platform (Android or iOS), the App version and the browser-style user agent sent with requests. Your employer can see this information.
3.6 Push notifications
If your employer enables push notifications, the App asks for notification permission. It then registers a Firebase Cloud Messaging token with your employer's server. Notifications, such as a leave approval or an expense payment, are delivered through Google Firebase Cloud Messaging. If push notifications are not enabled, no token is created and notifications are shown only inside the App.
3.7 Crash reports and performance diagnostics
The App uses Firebase Crashlytics and Firebase Performance Monitoring, provided by Google, to find and fix problems:
- Crash reports include technical details about errors, such as stack traces, device model, operating system version, App version and an installation identifier.
- Performance data includes timings for App start-up and screens, and for network requests: the request address (your employer's server address and the API path), response time, status code and size. It does not include the content of your HR records.
3.8 App update check
When an update feed is configured in the App, the App downloads a small file listing the latest available versions, at start-up and when it returns to the foreground. This lets it tell you when an update is available. As with any web request, the server hosting that file can see your IP address and standard request information. No personal data is sent.
3.9 Contacting support
If you choose Contact support in the App, it opens your e-mail app with a draft message. The draft is pre-filled with your e-mail address and phone number from your profile, the App version and your device platform. Nothing is sent unless you review the message and send it yourself.
4. Device permissions
| Permission | Purpose | Required? |
|---|---|---|
| Internet | Communicate with your employer's server | Yes |
| Location | Validate check-in and check-out location | Only if your employer requires location validation |
| Camera | Photograph receipts | No. Only when you choose to take a photo |
| Photos / files | Attach receipts and files | No. Only when you choose to attach a file |
| Notifications | Show push notifications | Only if your employer enables push notifications |
You can change these permissions at any time in your device settings. If you deny a permission, only the related function is affected. For example, check-in is blocked while location is off if your employer requires location validation.
5. How the information is used
- To sign you in and keep your session secure.
- To display and submit your HR information on your employer's server.
- To validate attendance location when your employer requires it.
- To deliver notifications your employer has enabled.
- To detect, diagnose and fix crashes and performance problems.
- To inform you about App updates.
- To respond to support requests you send us.
We do not use your information for advertising, and we do not sell it.
6. Sharing and third-party services
- Your employer: all HR data, location at check-in and check-out, and session information go to your employer's Odoo server.
- Google Firebase (Crashlytics, Performance Monitoring and Cloud Messaging) processes diagnostics and push-notification data on our behalf. See Privacy and Security in Firebase and the Google Privacy Policy.
- Update feed host: receives standard web request information when the App checks for updates (see 3.8).
- Legal requirements: we may disclose information if required by law or to protect rights and safety.
The App contains no advertising networks and no third-party tracking.
7. Storage and retention
- On your device: the server address, sign-in tokens, the selected company, the last list of enabled features (so the App can start offline) and your preferences (language, theme, onboarding seen). Signing out removes the tokens and session. Uninstalling the App removes all of this data.
- On your employer's server: retained according to your employer's policies. Refresh tokens expire after 30 days and are deleted automatically.
- Google Firebase: diagnostics and messaging data are retained according to Google's Firebase data-retention terms.
- Support e-mails: kept only as long as needed to handle your request.
8. Security
- On Android, the App connects to servers only over HTTPS. Organisations should also serve their Odoo server over HTTPS for iOS.
- Sign-in uses short-lived access tokens. Refresh tokens are stored on the server only in hashed form and are replaced each time they are used.
- Sessions are ended when you sign out or change your password, and when your employer removes your access.
- You can see only your own records, under your employer's Odoo access rules.
No method of transmission or storage is completely secure, but we design the App to protect your information.
9. Your choices and rights
- HR data: contact your employer to access, correct, export or delete the information held on its Odoo server.
- Permissions: manage location, camera, photo and notification permissions in your device settings.
- Device data: sign out or uninstall the App to remove the data stored on your device.
- Diagnostics and support data: contact us using the details below.
Depending on where you live, you may have additional rights under data-protection laws. Contact your employer or us to exercise them.
10. Children
The App is intended for employees using their employer's systems. It is not directed at children, and we do not knowingly collect information from children.
11. Changes to this policy
We may update this policy when the App changes. The effective date at the top shows the latest version.
12. Contact us
Questions about your privacy?
Contact us about this policy, the App, or the diagnostics and support data we handle. For HR records held on your employer's Odoo server, please contact your employer first.