Privacy Policy

1. About this policy

This Privacy Policy explains how CTMS, operated by Cylinder Tracking Management System in Pune, India, collects, uses, stores and protects information when you use the CTMS mobile application, web platform, website or related support services.

Your organisation may also have internal privacy rules for employee and customer data entered into CTMS. Please contact your organisation’s administrator if you have questions about those rules.

2. Information we may collect

• Account information: Name, company, job role, username, business email, mobile number and assigned permissions.
• Operational information: Cylinder serial numbers, QR or RFID identifiers, gas type, ownership, scan events, locations, dispatches, returns, rentals, invoices, customer records, vehicle records, test dates and maintenance information entered by authorised users.
• Device and technical information: Device model, operating-system version, app version, IP address, timestamps, session information, error reports and crash diagnostics.
• Support information: Messages, screenshots, documents or other details you provide when asking for technical or account support.
• Website information: Contact-form details and limited cookie or analytics data when you visit the public CTMS website.

3. App permissions

The app may request permissions only when a feature needs them. Depending on your device and CTMS configuration, these may include:

• Camera: To scan QR codes and barcodes, or attach authorised photographs.
• Bluetooth or nearby devices: To connect with supported RFID readers or scanning hardware.
• Location: To record a location for an authorised operational activity when that feature is enabled. Scan-based cylinder location is not the same as continuous GPS tracking.
• Files or media: To upload or download approved documents, reports, certificates or images.
• Notifications: To show service alerts, assigned work or operational reminders.

You can manage permissions in Android settings. Refusing a permission may prevent the related feature from working, but it does not remove unrelated app functions.

4. How we use information

• Authenticate users and apply the access selected by their organisation.
• Record cylinder identification, movement, stock, rental, billing and compliance activities.
• Display operational reports and maintain transaction history.
• Provide subscriptions, onboarding, training, maintenance and technical support.
• Send important service, security, account or product notices.
• Diagnose errors, protect the service and improve reliability and usability.
• Meet contractual, accounting and legal obligations.

5. Legal and business basis

We process information to perform our agreement with the customer organisation, provide requested services, protect the security and legitimate operation of CTMS, meet legal requirements, and act on consent where consent is required.

6. Data ownership and account control

Business data entered into CTMS remains under the control of the customer organisation, subject to the applicable agreement and law. The organisation normally decides which employees or authorised users can access that data and which activities they can perform.

Users must not enter personal or confidential information that is unnecessary for the authorised business purpose.

7. When information may be shared

We do not sell information. We may share limited information with:

• Authorised users and administrators of the relevant customer account.
• Service providers that support hosting, backups, communications, analytics, payments or technical operations under confidentiality and security obligations.
• Integrations such as Tally, email, SMS or WhatsApp only when the customer enables or uses them.
• Professional advisers, auditors or a business successor where reasonably necessary and legally permitted.
• Government, regulatory or law-enforcement authorities when disclosure is required by applicable law or a valid legal process.

8. Storage and international processing

Information may be processed on secure cloud infrastructure and by approved providers in India or other locations. Where information is processed outside its original region, we use contractual and organisational safeguards appropriate to the service and applicable law.

9. Data retention

Operational data is generally kept for the subscription period and any additional period required for account closure, recovery, legal compliance, dispute handling, audit or agreed backup practices. Retention may vary by data type and customer agreement.

When information is no longer required, we may delete or securely de-identify it. Backup copies may remain for a limited period until the normal backup cycle completes.

10. Security

CTMS uses reasonable technical and organisational safeguards, which may include encrypted data transmission, controlled access, role-based permissions, backups, monitoring and audit records. No online service can guarantee absolute security.

Users must protect passwords, lock devices, avoid sharing accounts and promptly report suspected unauthorised access. Customer administrators are responsible for reviewing user access when roles change or employment ends.

11. Your choices and rights

Subject to applicable law and the customer agreement, you may ask to access, correct, export or delete personal information. Employees and other account users should normally contact their organisation’s CTMS administrator first. You may also contact us directly.

Some records may need to be retained for legal, security, billing, audit or contractual reasons. Identity and authority may be verified before a request is completed.

12. Analytics, cookies and similar technology

The mobile app may use essential technical storage or diagnostics to maintain a session and provide authorised functions. The public website may use cookies and limited analytics to understand visits and improve performance. Browser cookies can be controlled through browser settings.

13. Third-party services and links

Features connected to third-party services are also subject to those providers’ terms and privacy practices. CTMS is not responsible for an external website or service that it does not control.

14. Children’s privacy

CTMS is a business application and is not intended for children under 18. We do not knowingly collect personal information from children.

15. Changes to this policy

We may update this Privacy Policy when our services, legal requirements or data practices change. The latest version will appear on this page with a revised update date. Material changes may also be communicated through the app, email or another appropriate channel.