Privacy Policy

SalesYatra is an internal tool for employees of the publishing business that operates it. Accounts are created by an administrator; there is no public sign-up. If you are using SalesYatra, your employer is the controller of the data described here and can answer questions about it.

Account details. Your name, work email address, employee code, job role and who you report to. Created by your administrator, not by you. Your password is set by you and stored only as a hash by our authentication provider — nobody at your company, including administrators, can read it.

Precise location and a photo — when you check in. When you tap “Check In” in the mobile app, it reads your GPS position once and asks for a photo of the school, which is required. The latitude, longitude and accuracy of that reading, your distance from the school, and the photo are stored with that visit.

Odometer photos and readings — when you start and end your day. Before you can check in at a school, you start your working day in the mobile app with a photo of your vehicle’s odometer, taken with the camera there and then, and the reading it shows — or you say you are not using a vehicle that day. You can end the day the same way. The photos, the readings, the times, and your position at each if the phone can get one, are stored with the day.

Location history — during your working day, while the app is open. From the moment you start your working day in the mobile app until it ends, while the app is on your screen, it reads your position every 3 minutes and sends it to the server, where the readings are kept as a record of where you were during the day. When this stops, and who sees it, is set out below.

Work you record. Visits, orders, travel plans, expenses and approvals — including the schools involved, the titles sampled or ordered, amounts collected, and any notes or feedback you write.

Technical logs. Ordinary server logs (IP address, timestamp, which page or API endpoint was called) kept for security and debugging.

At check-in. A check-in is a claim that you were at a school. The position is what supports that claim, so it is checked against the school’s own coordinates: the app accepts a check-in only when you are within 100 metres of the school (an administrator can widen this for a large campus). A school not yet placed on the map has nothing to check against, so the check-in is accepted there and the reading is still stored with it.

When you start and end your day. Your position is recorded with the start and end of your working day if the phone can get one. There is no fence: the day starts wherever you are, and without a position if the phone has none.

While the app is open. The readings taken every 3 minutes add up to your day: the places you stopped, in order and with times, and roughly how far you travelled between them. Your manager uses this to see how a day on the road went, to see where you are before ringing you, and to check a day’s travel claim against the distance the phone recorded. It is not used to calculate anything you are paid.

When it stops. The readings are taken only during your working day: none before you start it, and none after you end it or it closes on its own at the time your administrator sets. Within the day they stop as soon as the app is not on your screen: when you switch to another app, lock the phone or close the app. They start again when you come back to it. There is no background location collection, the app never asks for location “all the time”, and nothing is recorded while it is closed. It relies on the permission you give for check-ins and the start of the day and never asks for one by itself, so if you have not allowed location, no readings are taken.

Working hours. Your administrator sets the working day. Inside it, your manager can see where you were last seen, if the app has reported in the last 15 minutes. Outside it, nobody’s current position is shown. Working hours limit what is shown live, not what is recorded: the app takes readings whenever it is open during your working day, at any hour, and your manager can look at the stops, times and distance for any day, including readings taken outside working hours.

The web portal never reads your location. Visits logged there carry none, and are marked as web entries so your manager can see the difference.

Your phone asks your permission the first time you tap “Start day” or “Check In”. On an iPhone the app asks only for access while it is in use, never “Always”. If you decline, you can still start your day and use the rest of the app, and log visits from the portal instead. You will not be able to check in from the app, and no location history is recorded.

Your own records, the managers above you in your reporting line, and administrators. Access follows the reporting hierarchy — a manager sees what the people under them record, not the whole company.

Your location history, and the start and end of your working day with its odometer readings and photos, are shown to those managers and to administrators, on a screen called “Team on the road”. Colleagues at your own level, the accounts desk and the warehouse do not see them.

We do not sell your data, and we do not share it for advertising. There is no advertising, analytics or tracking SDK in the app.

• Supabase — database, file storage and login. Hosts the records above.
• Vercel — hosts the portal and API, and produces the server logs.
• Brevo — sends transactional email only: login invitations, password resets, and approval notifications. No marketing email.

Each processes data on our instructions to run the service. Data may be stored on servers outside your country.

Business records — visits, orders, invoices, travel plans, expenses — are kept for as long as the business needs them, including any statutory retention period that applies to invoices and tax records. Account details are kept while your account is active. Server logs are kept for a short operational period.

Check-in positions and photos stay with their visits, and odometer photos and readings with their working day. Your location history is kept the same way, as a business record: nothing deletes it automatically.

• Revoke the location permission at any time: on Android in Settings → Apps → SalesYatra, on an iPhone in Settings → SalesYatra → Location. That stops both the check-in reading and the location history.
• Change your password yourself from “Forgot password?” on either sign-in screen.
• Ask for a copy of your data, or its correction or deletion, by contacting your administrator. Some records cannot be deleted where the business is legally required to retain them.
• Ending your working day in the app stops the location history until you start the next one.
• Uninstalling the app stops all collection by the app.

SalesYatra is a workplace tool and is not directed at children. We do not knowingly collect data from anyone under 18.

If this policy changes materially, the date at the top will be updated and the change announced in the app or by email.

Questions about this policy or a request about your data: contact your SalesYatra administrator, or email the address shown on your SalesYatra invitation.