Privacy Policy

Last updated: July 6, 2026

1. Introduction

Recoat Suite ("we", "our", or "the application") respects your privacy and is committed to protecting your personal information. This Privacy Policy describes how we collect, use, store, and protect your information when you use our mobile application.

2. Information We Collect

2.1 Information You Provide

Account Data: Email and password for authentication
Profile Data: Name, email, role, and assigned location
Usage Data: Information about how you use the application, including actions performed (material requests, stock transfers, defect sheet entries, etc.)
Defect Sheet Photos: Images you choose to capture with the device camera or select from your photo library when documenting defects on a job. Photos are uploaded to our servers and linked to the relevant defect sheet task.

2.2 Device Permissions

The mobile app may request the following permissions so you can use certain features. You can deny any permission; the related feature will not work until permission is granted.

Camera: To take photos of defects in the field (defect sheets)
Photo library / gallery: To attach existing photos to defect sheet tasks
Notifications: To deliver job and system alerts (optional)

2.3 Automatically Collected Information

Authentication Tokens: Access tokens and refresh tokens to maintain your active session
Device Information: Device type, operating system, and browser information (collected for security and technical support purposes)
IP Address: Collected when you log in or use the application (for security purposes)
Connection Status: Network connectivity information for offline functionality

3. How We Use Your Information

We use the collected information to:

Authentication and Security: Verify your identity, maintain secure sessions, and prevent unauthorized access
Application Functionality: Enable you to manage stock, request materials, transfer items, view movements, complete defect sheets, and attach field photos to document work
Improvements: Understand how the application is used to improve features and user experience
Technical Support: Resolve technical issues and provide support when needed
Legal Compliance: Comply with legal obligations and respond to valid legal requests

4. Data Storage

4.1 Local Storage (Device)

Some information is stored locally on your device using secure storage:

Authentication tokens (access and refresh)
User data (name, email, role)
Cached data for offline functionality

This data is encrypted and protected. You can clear this data by uninstalling the application or logging out.

4.2 Server Storage

Your data is stored on secure servers with the following security measures:

Data encryption in transit (HTTPS/TLS)
Passwords stored with secure hashing (bcrypt)
Authentication tokens with automatic expiration
Access restricted to authorized personnel only
Defect sheet photos: Stored on secure cloud object storage, accessible only to users with permission to view or edit the related defect sheet (e.g. job team, sheet creator, and collaborators)

5. Information Sharing

We do not sell, rent, or share your personal information with third parties, except in the following circumstances:

Service Providers: We may share information with trusted service providers who help us operate the application (hosting, cloud storage for defect photos, analytics, etc.), subject to confidentiality agreements
Legal Requirements: We may disclose information if required by law or in response to valid legal processes
Protection of Rights: We may disclose information to protect our rights, property, or security, or that of our users

6. Security

We implement technical and organizational security measures to protect your information:

Data encryption in transit (HTTPS/TLS)
Passwords stored with secure hashing (never in plain text)
Authentication tokens with short expiration (15 minutes for access, 45 days for refresh)
Two-factor authentication through JWT tokens
Security monitoring and detection of suspicious activities
Access to personal data restricted to authorized personnel only

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

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law:

Account Data: Retained while your account is active
Authentication Tokens: Access tokens expire in 15 minutes; refresh tokens expire in 45 days
Usage Data: May be retained in aggregated and anonymized format for analysis purposes
Defect Sheet Photos: Retained while the related defect sheet exists and as needed for job records; deleted when the defect sheet is deleted or when you request removal of specific photos, subject to legal and business record requirements

When you request deletion of your account, we delete or anonymize your personal information, except when retention is necessary to comply with legal obligations.

8. Your Rights

You have the following rights regarding your personal information:

Access: Request access to your personal information
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information
Portability: Request a copy of your information in a structured format
Objection: Object to the processing of your personal information
Withdrawal: Withdraw consent for data processing when applicable

To exercise these rights, please contact us using the information provided in the "Contact" section below.

9. Cookies and Similar Technologies

Our mobile application does not use traditional cookies. However, we use similar technologies:

Authentication Tokens: Stored locally to maintain your session
Local Storage: Data stored on the device for offline functionality

10. Children's Privacy

Our application is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If we discover that we have collected information from a child, we will take steps to delete that information immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by publishing the new policy on this page and updating the "Last updated" date at the top of this policy.

We recommend that you review this policy periodically to stay informed about how we protect your information.

12. International Transfers

Your data may be processed and stored on servers located outside your country of residence. By using our application, you consent to the transfer of your information to these servers. We ensure that adequate security measures are in place to protect your information.

13. Applicable Law

This Privacy Policy is governed by applicable privacy laws in your jurisdiction, including but not limited to:

Privacy Act 2020 - New Zealand
General Data Protection Regulation (GDPR) - European Union
Applicable local data protection laws

14. Contact

If you have questions, concerns, or requests related to this Privacy Policy or the processing of your personal information, please contact us:

Email: admin@recoat.co.nz
Website: https://suite.nz

We will respond to your requests as soon as possible, within applicable legal timeframes.