Privacy Policy

1 Your account and profile

Collected when: you sign in with your @pvcase.com Google account. Only accounts on PVcase’s Google Workspace domain can sign in.

Signing in sends a Google ID token to our server, which verifies it with Google and reads from it:

We store these against your Recharge account, together with:

• the time of your last sign-in;
• the IP address you last signed in from;
• your role in the app (employee or admin) and whether your account is active.

We do not receive or store your Google password. The app never sees it — sign-in happens inside Google’s own screen.

Why: to authenticate you, restrict the app to PVcase staff, show your name and photo to colleagues in shared agendas, and support the WX team when something goes wrong. The IP address of the last sign-in is kept as a basic security record.

2 Your work profile from Google Workspace

If PVcase enables the Google Workspace directory sync, we read your profile from the company directory using a read-only connection and copy the following onto your Recharge account:

• first and last name, profile photo
• job title, department, team / sub-department
• employee ID, legal entity, work country
• your manager’s email address (and their name, if they also use Recharge)

We also keep a copy of the raw directory record returned by Google so the sync can be debugged and corrected without re-querying Google. That copy is stored on the server only and is never sent to the mobile app.

The connection is one-way: Recharge never writes anything back to your Google Workspace profile.

Why: so the WX team can organise an off-site by team, department and region (for example “who from Sales is travelling to Barcelona”), and so travel records can be matched to the right person.

As at the date at the top of this policy, this sync is switched off, so none of the fields above are being copied today. It is described here because the connection is built into the app and PVcase can enable it.

3 Your device, for push notifications

Collected when: you allow notifications.

We send the following to our server and store it against your account:

• the Expo push token for that device (an address for delivering notifications, not an advertising identifier)
• the platform (iOS or Android)
• the device model name (e.g. “iPhone 15”)
• the operating system version
• the app version
• the device’s language/locale setting

Why: so the WX team can send you session reminders, announcements, and — most importantly — replies to your SOS. The model, OS and app version tell us which build a notification failed on when delivery breaks.

Notifications are delivered through Expo’s push service, which passes them to Apple Push Notification service (iOS) or Firebase Cloud Messaging (Android). The content of the notification — for example, an SOS reply from the WX team — passes through those services.

If you uninstall the app or turn off notifications, the delivery service tells us the token is dead and we delete it automatically.

4 Your location — SOS only

This is the most sensitive thing the app touches, so we are specific about it.

• The app asks for location permission when you open the SOS screen, and reads your position once at that moment, so that the coordinates are ready the instant you need them in an emergency.
• Your coordinates are only transmitted to PVcase when you actually send an SOS. If you open the SOS screen and leave without sending anything, nothing about your location leaves your phone.
• If you deny location permission, SOS still works — it is simply sent without coordinates, and the screen tells you so.
• The app requests foreground location only. It cannot and does not read your location while it is in the background or closed. There is no location history, no geofencing, no continuous tracking.

When an SOS is sent, we store: latitude and longitude, your message, the time, who on the WX team picked it up, and the conversation that follows.

Why: so the WX on-call team can find you in an emergency in a city you may not know.

5 Your agenda and room bookings

When you book a spot in a session or a room, we store your account, the session and the room.

Please note: who has booked a session is visible to other attendees in the app. Colleagues browsing the agenda see the names and profile photos of people signed up for the same session. This is deliberate — it is how people decide what to join — but it means your session choices are not private from your colleagues.

6 Your travel itinerary

If PVcase books your travel through Navan, we pull your itinerary hourly and show it in the app:

• traveller name, work email and employee ID as recorded by the travel provider
• booking type (flight, hotel, shuttle, car, rail) and its status
• a summary line — for example the route, airline and flight number, or the hotel name
• origin, destination, start and end times
• the booking reference / confirmation number

The full raw record from the travel provider is kept on our server for support and debugging. The mobile app only ever receives the summarised fields above.

Admins can also add or import an itinerary by hand for people whose travel was booked outside the provider.

Why: so you can see your own trip in one place, and so the WX team knows who is arriving when.

7 Notifications and messages you receive

Announcements, session reminders and SOS replies are stored with their content and whether you have read them, so your inbox works across devices.

8 Administrative activity log

Actions taken in the app — bookings, SOS alerts, and changes made by admins to users, events and content — are written to an audit log recording who did what, when, what changed, and the IP address the action came from.

Why: accountability and security. If someone’s account or itinerary is changed, we can see who changed it.

9 What is stored on your phone

• Your access token, in the iOS Keychain / Android Keystore.
• A copy of your own profile, and cached copies of the agenda, your inbox, help articles and emergency contacts, so the app works with no signal.
• Your light/dark theme preference.

Signing out deletes the token and the cached profile from the device.

10 What we do not collect

• No advertising identifiers (no IDFA, no Android Advertising ID).
• No analytics or crash-reporting SDK, and no behavioural tracking.
• No contacts, photos, camera, microphone, calendar, or health data.
• No background location.
• No payment or financial data.

PVcase’s own Slack workspace — SOS content

When you send an SOS, the following is posted into #recharge-sos-message, a channel in PVcase’s own Slack workspace, so the on-call WX team is alerted immediately:

• your full name and your work email address
• your SOS message
• your coordinates, as a clickable Google Maps link
• a link to the alert in the admin panel

Every subsequent message in that SOS conversation — from you or from the WX team — is mirrored into the same Slack thread, so the whole exchange is visible there. Replies typed by the WX team in Slack are delivered back into your app, and we store the Slack display name of the person who replied.

This means: anyone with access to #recharge-sos-message can see your SOS, including where you were when you sent it. The channel is read by the Workplace Experience (WX) team, who staff the on-call rota.

The Slack thread lives in PVcase’s Slack workspace under Slack’s own retention settings, not Recharge’s. Deleting an SOS from Recharge does not remove the Slack copy — email privacy@pvcase.com if you need that done too.

Service providers

Transfers outside the EEA

PVcase, UAB is established in Lithuania, and Recharge’s own server and database are run for us by our hosting provider under a written data processing agreement.

Four of the providers above are US-headquartered, so data reaching them may be processed outside the EEA: Google (sign-in, and the Workspace directory if that sync is enabled), Slack (SOS content), Expo together with Apple and Google (push tokens and notification content), and Automattic (the hashed-email avatar lookup). In each case the transfer safeguards are the ones set out in that provider’s data processing agreement with PVcase — in practice either an adequacy decision, such as the EU–US Data Privacy Framework, or the European Commission’s Standard Contractual Clauses.

We deliberately do not state which of those two applies to which provider here: it is a per-contract fact, and naming the wrong one would be worse than describing it accurately. If you need the specific mechanism for a particular provider — for a supplier review, a works council, or a data subject request — email privacy@pvcase.com and PVcase’s legal team will confirm it from the agreement itself.

Other people in the app

• Colleagues see your name and profile photo next to sessions you have booked.
• PVcase admins (the WX team) can see your profile, your travel itinerary, your bookings and your SOS history.

Legal

We may disclose data if we are legally required to, or to establish, exercise or defend legal claims.