OfficeSwapPrivacy Policy
The short version
- OfficeSwap has no user accounts. It doesn't ask for your email, phone number, location, contacts or photos.
- It stores the office schedule your organization enters: people's names, offices, office addresses, dates and optional notes.
- That schedule is stored securely online with Google's Firebase so everyone in your organization sees the same data. Only people with your organization's access code can see it.
- There are no ads, no analytics and no tracking. We don't sell your information.
This policy explains how the OfficeSwap iPhone app ("OfficeSwap", "the app", "we", "us") handles information. By using the app, you agree to this policy.
Information the app handles
OfficeSwap only handles information that people in your organization type into it:
- Organization details: the organization's name, its office address, and its access code.
- People's names: the names of office owners and of people who request offices.
- Office details: each office's name, owner, location and address.
- Schedule details: the days someone requests an office, the days an owner offers their office, which office each person is assigned, and any note an owner adds when offering their office.
The app does not collect your email address, phone number, precise or approximate location, contacts, photos, health information, payment information, device advertising identifier, or browsing history. It does not use analytics or crash-reporting services, and it shows no ads.
Please don't enter sensitive personal information, such as health details or the reason for an absence, in notes or names.
How the information is used
The information is used only to run the app:
- to show which offices are open, in use, or occupied by their owner on each day;
- to match office requests to offered offices automatically;
- to keep a waitlist of requests that haven't been matched yet;
- to keep everyone's phones showing the same, up-to-date schedule.
We don't use it for advertising or profiling, and we don't sell or rent it to anyone.
Where the information is stored
On your iPhone
The app keeps a copy of your organization's schedule on your device. It also keeps the organizations you have signed in to, their access codes and addresses, and a spreadsheet (CSV) file of the schedule that you can choose to share. This data stays on your device unless you share it. Deleting the app removes it.
Online, with Firebase
So that everyone in an organization sees the same schedule, the app stores each organization's name, office address and schedule with Firebase, a service from Google, under that organization's access code. The app can read an organization's data only if it knows that exact code. Organizations can't be listed or searched.
When someone registers a new organization, the app searches Wikipedia, run by the Wikimedia Foundation, for a freely licensed photo of the organization using only its name. If one is found, the photo's web address and its credit are saved with the organization so every phone shows the same picture. The app then loads that photo from Wikimedia. No other information is sent in these requests.
To connect securely, the app signs in to Firebase anonymously. This creates a random identifier for the app on your device. It isn't linked to your name, email or phone number, and you don't sign in to anything yourself. As part of providing the service, Google also processes technical information such as IP addresses.
Google processes this data under its own terms, the Firebase privacy information and the Google Privacy Policy.
Payments, with Stripe
When someone sets up a new organization on our website, they pay through Stripe, our payment processor. They give Stripe their card details, email address and billing details directly; we never see or store card numbers. Stripe tells us the subscription's plan and status, which we save with the organization so the app knows its office limit and whether it's active. The organization's name, address and owner email are kept with the subscription in Stripe so we can find the organization if the subscriber contacts us. The master code chosen on the website is turned into a secure hash in the browser before anything is sent, so the code itself never reaches us or Stripe. Stripe handles this information under the Stripe Privacy Policy.
Who can see the information
- People in your organization: anyone who opens the app with your organization's access code sees its full schedule, including names and notes.
- Service providers: Google stores the shared schedule through Firebase. Apple distributes the app under its own terms.
- When required by law: we may disclose information if we must do so to comply with the law or a valid legal request, or to protect the rights and safety of people using the app.
We don't share the information with anyone else.
How long information is kept
Information is kept until it's removed. People can cancel their own requests and offers in the app. The app's Reset data option clears and replaces an organization's shared schedule for everyone. Past entries may stay in the shared schedule until they're removed or reset. To ask us to delete an organization's shared data, contact us as described below.
Security
Data travels between the app and Firebase over encrypted connections and is encrypted where Google stores it. Security rules let the app open an organization only with its exact access code, and never list organizations. An access code works like a shared key rather than a personal password, and anyone who knows it can see and change that organization's schedule, so keep it private. No system is perfectly secure, and we can't guarantee the security of information you enter.
Your choices and rights
You can view, change or cancel your own requests and offers in the app at any time. You can also contact us to ask for a copy of information about you, or to ask us to correct or delete it. Depending on where you live, such as California or the European Economic Area, you may have additional rights under local law. We will respond to requests as those laws require.
Children
OfficeSwap is a workplace tool and isn't intended for children under 13. We don't knowingly collect information from children under 13. If you believe a child's information has been entered, contact us and we will delete it.
Changes to this policy
We may update this policy. When we do, we'll change the effective date at the top of this page. Significant changes will also be noted in the app or its App Store listing. Continuing to use the app after a change means you accept the updated policy.
Contact
For questions or requests about this policy, email us at support@officeswap.co. We aim to reply within a few business days.