Privacy Policy

1. Who is responsible

PT Thermo Tech Solutions (Thermotech), Indonesia, decides why and how your data is processed in ThermoHub. Questions go to the contact details at the bottom of this page.

2. Data we collect

• Account data: name, username, e-mail address, phone number, role and position, and your password (stored as a protected hash, never in plain text).
• Customer and project data that you or your team enter: companies, contact persons, projects, tender lists, follow-up and visit reports, comments, tasks, calendar events and notifications.
• Photos and location: only when you attach a photo with time and GPS stamp to a report, and only after you allow the camera or location permission on your phone.
• Files you upload and the sharing settings you set for them.
• Mailbox data, if a mailbox is connected to your account by an admin: the mailbox address, its connection status and its sign-in details (saved encrypted, for your account only), and the messages the service reads from and sends through your mailbox so that you can see and write e-mail in the app.
• Technical data: IP address, device and browser or app version, sign-in times, and activity logs used for security and to find faults.
• Calculator inputs and saved results of the thermal and insulation calculators.

3. Why we use it

• To give you an account and the features of your role.
• To run the sales and project work of Thermotech: leads, follow-ups, approvals, reports, quotations and notifications.
• To protect the service and your data: sign-in checks, access logs, alerts about unusual access.
• To send service messages, such as a password reset link or an approval request.
• To fix errors and improve ThermoHub.

Our basis is your agreement or contract with us, our legitimate interest in running and protecting the service, legal duties, and your consent where the law asks for it (for example for camera and location).

4. Who can see your data

Inside Thermotech, data is shown by role and by team. For example a sales account sees its own customers and projects and those of the team below it; a manager sees the team; ADMIN sees all. Files and comments follow the sharing settings of the file or topic. Your superiors (the managers above you, up to ADMIN) can always open everything you keep in File Manager; nothing is hidden from them. If you create a link for a file or folder ("anyone with the link"), everybody who has that link can view and download it, without logging in, until you stop sharing.

We do not sell personal data. We use service providers who help us run ThermoHub, such as hosting, e-mail delivery, mailbox services and messaging for security alerts. They may only use the data to give us their service. We may also share data when the law or an authority requires it.

5. Mobile app permissions

• Camera and photo library: to attach photos and files to reports, files and e-mail.
• Location: to stamp a photo with GPS, only when you choose to take such a photo.
• Notifications: to alert you about tasks, approvals, comments and mail.
• Calendar: to show your events and follow-ups on your phone calendar, only if you turn it on.

You can change these permissions in the settings of your phone at any time. The related feature then stops working, the rest of the app still works.

6. How long we keep data

We keep data while your account is active and as long as needed for the purposes above and for legal, tax and accounting duties. Business records such as quotations, orders and audit logs may be kept longer, even after an account is closed. When we no longer need personal data we delete it or make it anonymous. The saved mailbox sign-in details are deleted when an admin disconnects the mailbox or when your account is closed.

7. Security

• Passwords are stored as hashes, and mailbox passwords are stored encrypted with a key kept apart from the database.
• Access follows roles. Sign-ins and sensitive actions are logged.
• Connections to ThermoHub use HTTPS.

No system is fully secure. If a breach affects your data we tell you and the authority as the law requires.

8. Your rights

You may ask us to:

• show you the personal data we hold about you;
• correct data that is wrong or incomplete;
• delete your data or close your account (see the page "Delete your account");
• stop or limit some uses of your data, or withdraw a consent you gave;
• give you a copy of your data in a common format.

Send the request to the contact details below. We may ask you to prove who you are, and we answer within the time the law sets. Some data we must keep by law; we tell you which.

9. Children

ThermoHub is for business use. It is not meant for children and we do not knowingly collect their data.

10. Cookies and sessions

The website uses a session cookie to keep you signed in, and stores your theme setting in your browser. We do not use advertising cookies.

11. Transfers outside Indonesia

Some service providers may keep data on servers outside Indonesia. If so, we make sure the provider protects the data as the law requires.

12. Changes to this policy

We may update this policy, for example when a new feature handles new data. The date at the top shows the latest version, and we tell you about important changes in the app or by e-mail.