AiyuHerbal Sales Agent
Privacy Policy
Effective 7 September 2026. This policy applies to the AiyuHerbal Sales Agent Android application and the associated web dashboard.
Summary: location data, including in the background
AiyuHerbal Sales Agent is a workforce application for field sales employees. When you start your shift by pressing Punch in, the app records your device's precise location and continues to do so in the background, while the app is closed or not in use, until you press Punch out. This location is sent to your employer and is used for attendance verification, customer visit verification, and calculating the travel allowance you are paid. Location is not collected outside an open shift, and it is never collected for advertising. A permanent notification is shown on your device for the whole time tracking is active.
1. Who we are
AiyuHerbal Sales Agent is provided to your employer by Kayease. Your employer is the organisation that issued your account and decides what data is collected and how long it is kept; Kayeaseoperates the servers and processes the data on your employer's instructions.
The app is licensed to businesses for use by their own staff. You can only sign in with an account issued by your organisation.
2. Data we collect
| Data | Why |
|---|---|
| Account and identity — your name, mobile number, email address, employee identifier and role, and the PIN you set for quick sign-in. | To sign you in (a one-time password is sent to your mobile number) and to attribute your work to you. |
| Precise and approximate location — latitude, longitude, accuracy, speed, heading, whether the device reports the position as simulated, and the time of each reading. Collected in the background, including when the app is closed or not in use. | Attendance check-in and check-out verification; confirming customer visits took place at the customer's address; recording the route and distance travelled so your travel allowance can be calculated; showing your employer field activity during working hours. |
| Physical activity — whether the device is still, walking or in a vehicle. | Used together with location to decide how often to take a reading, which reduces battery use and improves the accuracy of recorded distance. |
| Photos taken with the camera or chosen from your device. | Attached by you to visit records and supporting documents. |
| Audio recordings — voice notes you record when checking out of a customer visit. | Stored against that visit record as your notes. Recording only starts when you tap or hold the record control. |
| Work records — visits, orders, leads, customers, attendance and allowance claims you create. | The core function of the app; these belong to your employer. |
| Device and diagnostic information — device manufacturer and model, operating system version and app version. | To diagnose faults, particularly when a device stops recording location because of a manufacturer battery setting. |
We do not collect your contacts, your messages, your call history, or your files. We do not use any of this data for advertising, and we do not sell it.
3. Background location in detail
Because background location is sensitive, this section sets out exactly how it works.
- It starts only when you punch in. Nothing is recorded before you begin a shift.
- It stops when you punch out, when your employer's automatic end-of-day checkout runs, or when you sign out.
- You are always told it is running. A notification stays in your notification bar for the entire time, showing that tracking is on, the time of the last reading and its accuracy.
- It is opt-in at the device level.Android asks you for "Allow all the time" separately, after you have already allowed location while using the app. The app explains why before asking.
- You can withdraw it at any time in Android Settings → Apps → AiyuHerbal Sales Agent → Permissions → Location. Attendance, visit check-in and travel allowance will stop working correctly, and your employer may require it for your role, but the choice is enforced by your device, not by us.
- Readings are stored on your device when you have no mobile signal and uploaded when connectivity returns, so that a shift in a poor coverage area is still recorded accurately.
5. How long we keep it
Location and work records are retained for as long as your employer requires them for payroll, allowance and audit purposes, and are then deleted or anonymised. Your employer sets this period. Account information is kept while your account is active. Diagnostic information is kept for a short period and then discarded.
6. Your rights
You can view your own attendance, visits and recorded activity in the app. To request a copy of your data, correction of something inaccurate, or deletion of your account, contact your employer first, as they control the records. You can also write to us at support@kayease.com and we will assist your employer in responding. Depending on where you live, you may have additional rights to object to or restrict processing.
You can withdraw any device permission — location, camera, microphone, physical activity, notifications — at any time in Android Settings without deleting the app.
7. Security
Data is transmitted over encrypted connections and access to the management dashboard is restricted by role. Sign-in uses a one-time password sent to your registered mobile number. The app detects simulated ("mock") GPS and blocks attendance in that state, to protect the integrity of attendance and allowance records.
8. Children
AiyuHerbal Sales Agent is a workplace tool for employees and is not directed at children. We do not knowingly collect data from anyone under 18.
9. Changes to this policy
If we change this policy we will update the effective date above and, where the change is significant, notify you in the app.
10. Contact us
Questions about this policy or about how your data is handled: support@kayease.com.