1. About this policy
Paint & Colour Solutions ("PCS", "we", "us" or "our") operates the CEP Orders application and website. CEP Orders is a private business application for authorised PCS users to place, approve, process and track material orders for allocated sites.
This policy explains what information CEP Orders uses, why it is used, and the choices available to users.
2. Information we collect
- Account information: username, password record, name, role, WhatsApp number, site allocations and permissions.
- Order information: order references, selected sites, units or blocks, delivery stages, products, colours, codes, bases, sizes, variants, quantities, notes, item requests, costs and approval or processing status.
- Location information: GPS coordinates when a user grants permission and uses features such as login location, order location or site-location pinning. Location is used for site-location averages, maps, route planning, distance estimates and order records. CEP Orders does not collect location continuously in the background.
- Images and documents: an ID or passport image when required for an eWallet Bank Card order. Delivery-note files remain in the connected Nextcloud storage; CEP Orders stores the link or reference needed to display the delivery note.
- Communications and activity: approval, review, processing and order messages sent through the configured WhatsApp integration, together with relevant message identifiers and application activity logs.
- Administration content: authorised administrators may upload tutorial videos, instruction audio and other setup data for use within the application.
- Technical information: session information, browser or device requests, security events and application preferences needed to operate and protect the service.
3. How we use information
- Authenticate users and enforce role, site and feature permissions.
- Create, approve, review, process, edit and audit orders.
- Send order and workflow notifications to the WhatsApp groups configured by PCS.
- Calculate forecasts, delivered stages, excess material, bucket or PPE allocations, claims and authorised costs.
- Display maps, calculate routes and estimate distances where those features are enabled.
- Provide delivery-note links, tutorials, training and other authorised business functions.
- Maintain security, investigate incidents, troubleshoot failures and keep accurate business records.
4. Sharing and connected services
PCS does not sell personal information. Information is shared only when needed to provide the requested business function, including with:
- WhatsApp integration: order and workflow messages are sent to the configured PCS users or groups.
- Google Maps services: location data may be used for maps, routing and distance calculations when enabled.
- Nextcloud: delivery-note documents and public-share references may be accessed through the PCS Nextcloud service.
- Sage Business Cloud Accounting: order and product information may be sent only after the PCS administrator enables and configures the Sage integration.
These services may process information under their own terms and privacy policies.
5. Storage, security and retention
PCS uses access controls, authenticated sessions, encrypted connections and role-based permissions to protect the application. No internet service can guarantee absolute security.
Orders, approvals, processing records, activity logs and related business records are retained for as long as necessary for PCS operational, audit, accounting and legal requirements. Account information is retained while the account is active and for as long as a legitimate business or legal purpose requires it.
6. Your choices
Users may deny location, camera or other optional device permissions, although related features may then be unavailable. Users may ask PCS to correct inaccurate account information or explain how their information is used. Some order, audit and accounting records cannot be removed where PCS must retain them for business or legal purposes.
7. Children
CEP Orders is a private business application and is not directed at children.
8. Changes to this policy
PCS may update this policy when the application or its data practices change. The effective date at the top of this page will be updated when a new version is published.
9. Contact
For privacy questions, correction requests or data-protection concerns, contact Paint & Colour Solutions at ruben@paintcs.com.