Who processes the data
The data controller is SIGMA SISTEMI SRL, Via Vittorio Veneto 19A, Capriate San Gervasio (BG), Italy, VAT no. IT02453640167. For any question: info@sigma-sistemi.it, certified email pec.sigma-sistemi@legalmail.it, phone +39 02 90980299.
What the app is for
Sigma Organizer is the app for Sigma Sistemi employees: calendar, service reports and expenses. It is used with the company account. Anyone who is not an employee can only try it with the demo data.
With the demo data
The app collects no personal data and does not connect to our systems. Names, customers and appointments are made up, stay in the phone's memory and are reset when the app is closed. If the app runs into an error, it only sends the technical report described below.
With the company account
The app processes the same data the employee already handles in the company management system:
- the sign-in name of the Microsoft company account, the employee's name and code, the date of the last sign-in;
- appointments, service reports, hours, travel and meal expenses, with the related customers and colleagues;
- the customer details recorded in the management system: address, phone numbers, email, VAT number and tax code, and the names, roles, phone numbers and emails of their contact persons;
- the settings of one's own profile.
They are used to organise work, to contact customers and to account for service visits and expenses. The legal basis is the performance of the employment relationship and the controller's legitimate interest in organising its business.
The data stays in the management system, on Sigma Sistemi's servers. The app reads and saves it through a service hosted on Microsoft Azure, in a data centre in Italy, which passes it through without storing it. Sign-in uses Microsoft Entra ID, the company account system. For security and troubleshooting, the service may record technical data about requests, such as IP address, date and time, for as long as strictly necessary.
On the phone
- The app keeps the company account sign-in in the phone's secure storage, so it does not ask for the password every time it opens. "Sign out" deletes it.
- It also keeps preferences, such as the light or dark theme and the calendar view.
- Customer details are read from the management system when the customer card is opened and do not stay on the phone. The PDF of a service report stays on the phone only while it is open.
- Uninstalling the app deletes everything.
Error reports
If the app crashes or runs into a problem, it sends a technical report to Sentry, a service of Functional Software, Inc. that collects app errors, with the data stored in the European Union (Germany). The report contains the point in the program where the error occurred, the phone model, the operating system and app versions, and a random installation code, used only to count how many people are affected. On iPhone the report also contains the list of the app's latest requests to the server: the addresses may include the code of the employee, of a customer or of an event, never the content of appointments and service reports.
It contains no name, email or IP address, and is not used to track who uses the app. The legal basis is the controller's legitimate interest in making the app work properly. Reports are deleted automatically after the period set by the service, at most 90 days.
What the app does not do
- It shows no advertising and uses no third-party analytics or tracking tools: the only data sent outside is the error reports described above.
- It does not read the phone's location, contacts, photos or files.
- "Add to calendar" opens the phone's calendar with the appointment already filled in: the app does not read the calendar.
- "Call", "Write" and "Directions" open the phone, email or maps app with the customer's details already filled in: the app does not record calls or messages.
Who sees the data
The data is not sold or transferred. Appointments are visible to colleagues, as in the company calendar; those marked as private are seen only by the person who created them. Microsoft, which provides Azure and Entra ID, and Functional Software (Sentry), for error reports, process the data on behalf of the controller as data processors.
How long
Management system data is kept for the duration of the employment relationship and for the period required by legal, tax and accounting obligations. The app does not create accounts: the company account is managed by Sigma Sistemi, which can be asked to delete the data by writing to the addresses above.
Your rights
You can at any time request access to your data, rectification, erasure, restriction of processing or portability, or object to the processing (Articles 15-22 of Regulation (EU) 2016/679), by writing to info@sigma-sistemi.it. You can also lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali).