DeskDox Privacy Policy

1Who we are

DeskDox is an enterprise document and workflow management platform. It is published by Zbix Technologies Pvt. Ltd.(“Zbix Technologies”, “we”, “us”), a company registered in India.

This policy covers the DeskDox mobile application for Android and iOS (application id com.zbixtechnologies.deskdox) and this website, www.deskdox.com.

2How DeskDox is deployed, and why it matters here

DeskDox is not a consumer service with a single central database. Each customer has its own DeskDox deployment, on infrastructure operated by that organization, by Zbix Technologies, or by another provider the customer has chosen. The mobile app is a client: on first launch it asks you for the address of your organization’s DeskDox server, and from then on it talks only to that server.

The app cannot connect to a DeskDox server unless a valid address is entered, and release builds of the app accept HTTPS addresses only. Unencrypted connections are permitted solely in internal development builds, and only to private network addresses.

3Information the mobile app handles

Everything below is sent to the configured DeskDox server, kept on your device, or both. If Zbix Technologies hosts or operates that server, Zbix processes the customer data there as the customer’s contracted processor. Enabled push and external-AI features may also send the limited data described in section 6 to their providers.

Authentication information

• Username and password— entered by you on the sign-in screen and sent to your DeskDox server to be verified. The app does not store your password: it is held in the screen’s memory only for as long as the sign-in is in progress.
• Two-factor authentication code— if your organization requires it, the six-digit code from your authenticator app is sent with the sign-in request and is not stored. Enrolling in two-factor authentication is done in the DeskDox web application, not in the mobile app.
• Pairing code— if you sign in by scanning a QR code, the app reads the code and the server address from the QR image and exchanges them for a session. The code is not stored after it has been used.
• Session tokens— after sign-in the server issues an access token and a refresh token. The access token is held in memory only. The refresh token is stored in the operating system’s secure keystore (Android Keystore / iOS Keychain) so you do not have to sign in on every launch.
• Your profile— the app reads your user id, username, full name, email address and two-factor status from your DeskDox server to show them in the app. This is read on demand and is not written to device storage.

Device registration information

When you sign in, the app registers the device with your DeskDox server so the session can be scoped to that device and revoked through available device-session controls. It sends:

• the device model name reported by the operating system;
• the platform (android or ios);
• the app version installed on the device.

The server returns a numeric device id, which the app stores on the device so it can re-register a push token after a restart. The device id is not a secret and does not identify you outside your organization’s DeskDox server.

Push notification tokens

If you allow notifications, the app requests a push token and sends it to your DeskDox server, which uses it to notify you about tasks and signature requests assigned to you. How that token is produced and delivered is described in section 6. If you decline the notification permission, no token is requested and none is sent.

Server address

The address of your organization’s DeskDox server is stored on the device so you do not have to type it again. It is cleared when you reset or change servers, or when the operating system removes the app storage. Signing out alone keeps this address.

Documents you upload, scan, view or download

• Uploads— a file you pick from your device, or a document you capture with the in-app scanner, is uploaded to the folder you choose on your DeskDox server, together with the file name and any display name you type. Scanned pages are combined into a PDF on the device before upload.
• Downloads and previews— a document you open or download is fetched from your DeskDox server over the same authenticated session and written to the app’s private cache on the device so it can be displayed. Preview files are deleted from the cache when you leave the preview.
• Opening a file outside the app— using the system share or open sheet is an explicit action you take. After that, the file is handled by the app you chose and by your device’s settings, not by DeskDox.

The server enforces permission on every preview, download and upload. The app does not bypass that check. Zbix Technologies may process document contents when it operates the customer deployment or provides contracted support, and an enabled external AI service may receive the excerpts described below.

Electronic signing information

When a signing request is available to you, the app reads the recipient name and email address, the consent text, and the fields assigned to that recipient from your DeskDox server. If you sign in the app, it sends your consent decision and the values you enter back to that server. Depending on the request, those values can include your typed name or signature, email address, free text, date and checkbox selections. The app keeps the signing form in memory only; the completed signature and its field values become part of the signing and audit records retained by your organization.

Audit and activity information

DeskDox is used in regulated settings, so your DeskDox server records what was done and by whom. Actions the mobile app performs that generate such records include:

• signing in, registering a device, and signing out;
• opening a workflow task’s detail screen;
• approving or rejecting a task, together with any comment you add;
• submitting a typed electronic signature and accepting the signing consent shown to you;
• uploading, previewing and downloading documents;
• deep searches and questions you ask the Emii assistant.

These records are written to your organization’s DeskDox server and are governed by your organization’s retention rules. They are frequently the records an audit or a regulator relies on, which is why they cannot simply be erased on request — see section 8.

Search queries and Emii assistant questions

Deep search terms and questions you type to the Emii assistant are sent to your DeskDox server, which answers them from documents you already have permission to see. Emii conversation history in the app is held in memory only for the current session and is never written to device storage. Where your organization has configured DeskDox to use an external AI service, your prompt and the document excerpts needed to answer it may be processed by that provider under the customer’s configuration and agreement. Where the customer uses a local model, processing stays within that deployment. If Zbix operates the deployment, Zbix may process the request as the customer’s contracted processor.

Diagnostics

The app contains no analytics SDK, no crash-reporting SDK and no advertising identifier. It does not collect location, contacts, calendar or microphone data. Error information is written to the device’s local developer console only, is stripped of tokens and response bodies before it is written, and is not transmitted anywhere.

Separately from the app: if you installed DeskDox from Google Play and your device is set to share crash and diagnostic data, Google may make aggregated crash and performance reports available to us through Google Play. That collection is performed by the operating system and by Google Play, not by the DeskDox app, and you control it in your device settings.

4Device permissions the app requests

Each permission is requested at the moment it is needed, and the app remains usable if you decline — you simply lose the feature it supports.

Face, fingerprint and other biometric data never leaves your device and is never read by DeskDox. The app only asks the operating system to confirm that the unlock succeeded.

5What is stored on your device

Uninstalling removes the app’s local container. Secure-keystore behavior is controlled by the operating system and can differ by platform, so sign out first where practical to revoke the server session and clear the stored refresh token. Uninstalling does not delete anything on the DeskDox server — see Account & Data Deletion.

6Why this information is processed

• To sign you in and keep you signed in— credentials, two-factor codes, pairing codes and session tokens exist for this purpose alone.
• To bind a session to a known device— device model, platform and app version support device-session identification and revocation through the controls available to the signed-in user and deployment.
• To deliver the features you use— listing, previewing, downloading and uploading documents, running searches, asking Emii, acting on workflow tasks and submitting signatures.
• To notify you about work assigned to you— push tokens are used only to send you task and signature alerts.
• To maintain audit and compliance records— because DeskDox is used in regulated environments, actions are recorded so your organization can demonstrate who did what, and when.
• To provide support— when you contact us, we use what you send us to diagnose and answer. See Support.

The lawful basis for each of these is set by your organization as controller — typically the performance of your employment or service relationship, its legitimate interest in securing and administering its systems, and its legal or regulatory obligations. Where Zbix Technologies processes information in its own right, such as answering a support email, it does so on the basis of its legitimate interest in supporting its customers.

7Sharing and service providers

We do not sell personal information, we do not share it with advertisers, and the app contains no advertising or tracking components. Depending on the customer deployment and enabled features, information may go to the following categories of recipient.

Your organization’s DeskDox server

Everything described in section 3, other than push delivery below, goes to the DeskDox server whose address is configured in the app. The customer may operate that server itself or contract Zbix Technologies or another provider to host or operate it. In a Zbix-managed deployment, Zbix processes customer data as the customer’s contracted processor.

External AI providers

When the customer enables an external AI service, that provider may process prompts, search questions and document excerpts needed to produce a response. The provider and processing location depend on the customer’s deployment configuration. A local model does not send those prompts or excerpts to an external AI provider.

Push notification providers

Push notifications cannot be delivered without the platform services that carry them. When you enable notifications:

• Expo (Expo Application Services) issues the push token for your device and operates the push service your DeskDox server calls to send an alert. The DeskDox app is built with the Expo framework and uses the Expo push token mechanism.
• Google Firebase Cloud Messaging (FCM) carries notifications to Android devices when the released build and deployment have been configured for Android push.
• Apple Push Notification service (APNs) performs the equivalent role for the iOS build of the app.

What travels through these services is the push token, the notification title and body, and the identifiers needed to open the right screen when you tap the notification. Document contents are not sent through them. Push tokens are treated as sensitive by the app and by the DeskDox server, and are never written to logs.

Website enquiries

Forms on this website — including the contact, demo, partner and account deletion request forms — send what you type to a Zbix Technologies mailbox by email so we can reply. They are rate-limited to deter abuse. We use those details only to respond to your enquiry.

Other disclosure

We may disclose information where we are legally required to do so, or where it is necessary to establish, exercise or defend legal claims. If Zbix Technologies is involved in a merger, acquisition or asset sale, information may transfer as part of that transaction, and any customer data we hold as a processor would remain subject to the agreement under which we hold it.

8Security

These are the protections built into the DeskDox mobile app:

• Encrypted transport. Release builds refuse to connect to a DeskDox server over an unencrypted connection. Plain HTTP is permitted only in internal development builds, and only for private network addresses.
• Secure credential storage.The refresh token is held in the operating system’s secure keystore. The access token exists in memory only. Your password is never stored.
• Device-scoped, revocable sessions. A session belongs to a registered device and can be revoked from the DeskDox web application. When a revoked device next tries to refresh, the app clears its local session.
• App lock.A session restored on launch, or an app left in the background for more than a minute, is locked behind your device’s biometric or PIN unlock. A notification tapped while the app is locked does not open until you have unlocked.
• Server-side permission enforcement. Every listing, preview, download, upload, search and signing action is authorized by your DeskDox server. The app displays the result; it does not decide it.
• Log hygiene. Tokens, push tokens, credentials, signing values and response bodies are excluded from logs.
• Private file storage.Downloaded files are written to the app’s private cache, not to shared device storage. Sharing a file outside the app requires an explicit action by you.

9Retention

• On your device— as set out in section 5. The refresh token and device id are cleared on sign-out; the saved server address is retained until server reset or app-storage removal. Cached files are managed by the app and operating system.
• On your organization’s DeskDox server— retention of your account, documents, workflow records and audit trails is configured and controlled by your organization, and is frequently fixed by the regulations it operates under. We cannot shorten a retention period your organization is required to observe.
• Push tokens— stored in the mobile-device row and replaced when the operating system issues a new token. The current revoke action does not itself delete the device row or clear its stored push token, so retention depends on a deployment-specific data action rather than session status alone.
• Support and enquiry email— correspondence sent to our mailboxes is kept for as long as needed to resolve the matter and to keep a record of what was agreed, and is then deleted in the ordinary course of mailbox housekeeping.

10Deletion and your choices

You can take these steps yourself, at any time:

• Sign outfrom the account card near the bottom of the released app’s dashboard — attempts to revoke the session on the server and clears the refresh token and device id locally. It keeps the saved server address.
• Change or reset the connected server— clears the stored server address along with the session.
• Turn notifications offin your device settings — future permission checks will not obtain a usable token, but a token already stored on the server is not automatically deleted by that setting change.
• Uninstall the app— removes the app’s local container. Secure keystore cleanup is operating-system controlled, so sign out first where practical.

None of these delete your DeskDox accountor any document on your organization’s server. For that — including what we can action directly, what your administrator must action, and what has to be retained — see Account & Data Deletion.

11Your rights

Depending on where you live, you may have the right to access the personal information held about you, to have inaccurate information corrected, to ask for erasure, to restrict or object to certain processing, to receive a copy in a portable format, and to complain to a data protection authority.

Because your organization controls the DeskDox deployment you use, the fastest and usually the only complete route is to raise the request with your organization— normally its DeskDox administrator, IT service desk, or data protection officer. They can act on your account and documents directly.

You can also write to us at info@zbixtech.com with the subject line DeskDox Privacy Request. Where we hold information as a processor for a customer, we will pass your request to that customer and support them in answering it, rather than acting on their data unilaterally. Where we hold information in our own right — for example, an email you sent us — we handle the request ourselves. We aim to acknowledge requests and explain the applicable route promptly.

12International transfers and children

Where your DeskDox server is hosted, and therefore where your documents are stored, is determined by your organization. Zbix Technologies is based in India, so support correspondence you send us is handled there. The push notification services named in section 6 are operated internationally by their providers.

DeskDox is workplace software supplied to organizations. It is not directed at children, and we do not knowingly collect information from children. Accounts are issued by customer administrators to their own personnel.

13Changes to this policy

We update this policy when the app changes what it handles, when a service provider changes, or when the law requires it. The current version is always published at www.deskdox.com/privacy and carries the effective date shown at the top of this page.

When a change materially affects how your information is handled, we update the effective date and, where a release of the mobile app is involved, note it in the release description on the app store listing. Customer organizations are additionally notified through the contact route in their agreement. Continuing to use DeskDox after a change means the updated policy applies; previous versions are available from us on request.

14Contact us

For any question about this policy, or to make a privacy request, write to info@zbixtech.com using the subject line DeskDox Privacy Request.

Postal address: Zbix Technologies Pvt. Ltd., 1st Floor, 39/2475-B1, Suite K98, LR Towers, SJRRA 104, South Janatha Road, Palarivattom, Kochi, Kerala, India 682025.

For product help, see Support. For deletion requests, see Account & Data Deletion. For commercial enquiries, see Contact.