Zeta Pro · Android app
Privacy Policy
Zeta Pro is a field app that sales representatives, delivery drivers and merchandisers use for their employer's day-to-day work: visiting shops, taking orders, issuing invoices, delivering stock and recording what is on the shelf. This page explains what the app collects, why, where it goes, who can see it and what you can ask us to do.
On this page
1. Who is responsible
Zeta Pro is built and published by Zentra Labs ("Zentra", "we"). You can reach us at info@zentralabs.ai.
The app is not for the general public. Your account is created and managed by the business you work for or with (your "organisation"), and the business records you enter — customers, orders, invoices, visits, stock — belong to that organisation and are kept on its system. For those records your organisation decides what is collected and how it is used; Zentra processes it on the organisation's behalf. For the technical data described below (crash reports, push-notification delivery), Zentra decides how it is used.
2. What the app collects
| Data | Details | When |
|---|---|---|
| Account | Your name, work email or username, role (sales representative, driver, merchandiser, manager), the organisation and server you sign in to. | When you sign in. |
| Location | Your phone's position (GPS, network). Recorded on specific actions: logging a shop visit, checking in at a store, registering or editing a customer's location, placing an order or invoice at a shop, taking a merchandising photo, and — for managers — the live team map while it is open. | Only while the app is open and in use (foreground). Never in the background. |
| Photos | Shelf, display and store photos you take inside the app for merchandising audits, with the time and place they were taken. | When you take them. The app never reads your phone's photo gallery. |
| Business records | What you enter while working: customers and their contact details, orders, invoices, payments, deliveries, stock counts, visit notes, questionnaire answers, reported defects. | As you work; sent to your organisation's server when the phone is online. |
| Device | Phone model, Android version, app version, a device identifier (Android ID) used to tie your account to one phone, and a push-notification token. | When you sign in and when notifications are set up. |
| Diagnostics | Crash reports and error logs — what the app was doing when it failed, the app version, the device model, and your account email and username so the failure can be traced to the right person's phone. No screenshots, no screen recording. | When something goes wrong. |
The app does not collect your contacts, SMS, call logs, calendar, files, microphone audio, or anything from other apps. It contains no advertising and no advertising identifiers.
3. Phone permissions
| Permission | Used for |
|---|---|
| Location (precise) | The actions listed above; also to show you the route to the next shop. Foreground only. |
| Camera | Merchandising photos and scanning barcodes. No microphone. |
| Bluetooth / nearby devices | Printing receipts on a portable Bluetooth printer. Nothing is collected. |
| Notifications | Messages from your organisation (tasks, approvals, announcements). |
| Internet / network state | Syncing with your organisation's server and knowing when you are offline. |
You can withdraw any permission in Android Settings at any time. The related feature then stops working (for example, visits cannot be logged without location), but the rest of the app continues.
4. Why we use it
- To do the job the app exists for — recording visits, orders, invoices, deliveries and shelf conditions for your organisation, and proving where and when they happened.
- To keep accounts secure — tying an account to one phone, signing out other devices, and letting your organisation disable an account.
- To keep the app working — finding and fixing crashes, and delivering notifications.
- To meet legal duties — for example tax-authority e-invoicing rules that apply to your organisation's sales.
We do not use your data for advertising, profiling for marketing, or any purpose unrelated to your organisation's operations.
5. Where data is stored
On your phone. The app keeps a working copy of your organisation's data (customers, prices, your orders and invoices, unsent records) so it works without a signal. It is stored in the app's private storage, protected by your phone's own lock and encryption, and is not included in Google account backups. Signing out removes it.
On your organisation's server. Everything you record is sent to the business system (ERPNext) that your organisation runs or that Zentra hosts for it. For organisations in Uganda, Zentra-hosted servers and photo storage are in Amazon Web Services' Cape Town region (South Africa).
Diagnostics are stored by our crash-reporting provider (see below).
6. Who else sees it
We never sell personal data and never share it with advertisers. It is visible only to:
- Your organisation — its managers and administrators see the records you create, your visit locations and times, and your photos, as part of running the business.
- Zentra staff — for support and maintenance, under confidentiality obligations and only as needed.
- Service providers working for us:
- Sentry (Functional Software, Inc.) — crash and error reports, including your email and username as described above.
- Amazon Web Services — hosting and photo storage for Zentra-hosted organisations.
- Google Firebase Cloud Messaging — delivery of push notifications (receives only the device token, never the content of your business records).
- Authorities — where the law requires it, such as fiscal e-invoicing systems that your organisation must report sales to.
7. How long we keep it
- Business records (orders, invoices, visits, photos) are kept by your organisation for as long as its accounting, tax and operational rules require — these are its records, not yours or ours.
- Account and device details are kept while your account is active and deleted or anonymised when your organisation removes it.
- Diagnostics are kept by our crash-reporting provider for 90 days.
- Full-size photo copies on the phone are removed 7 days after they have been uploaded; the uploaded copy stays with your organisation.
8. How we protect it
All traffic between the app and the server is encrypted (HTTPS). Access to server data is controlled by your organisation's roles and permissions. Photo uploads go directly to protected cloud storage using short-lived, single-purpose credentials. Accounts can be tied to one phone and disabled remotely by your organisation's administrator.
9. Your rights and choices
Under the Data Protection and Privacy Act, 2019 (Uganda) and similar laws elsewhere, you may ask to see the personal data held about you, have mistakes corrected, object to or restrict certain uses, and ask for deletion where the law allows it. Because your account and records belong to your organisation, the quickest route is your organisation's administrator; you can also write to us at info@zentralabs.ai and we will help or pass the request on.
Deleting your account. Accounts are issued by your organisation, not created in the app. To close one, ask your administrator or email us; the account is disabled, its device binding and notification token are removed, and your personal details are deleted or anonymised. Business documents you issued (such as tax invoices) may have to be retained under accounting and tax law, with your name on them as the issuing employee.
You can also stop location, camera or notification access at any time in Android Settings, and sign out to remove the app's data from the phone.
10. Children
Zeta Pro is a work tool for adults. It is not directed at anyone under 18, and we do not knowingly collect data from children.
11. Changes to this policy
When we change this policy we will update the version and date at the top of this page. If a change materially affects how your data is used, your organisation will be told so it can inform you.
12. Contact
Zentra Labs · info@zentralabs.ai · zentralabs.ai
If you believe your data has been handled wrongly and we have not resolved it, you may also complain to your national data-protection authority — in Uganda, the Personal Data Protection Office (PDPO).