Privacy Policy
Last Updated: April 2026
1. Introduction
Omnia Smart Technologies Limited and AIOne Global Limited (collectively "Omnia", "AIOne", "we", "our", or "us") are committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.
This policy applies to all AiOne products and services, including:
- PlanSmart - Route optimisation and logistics management
- ModelSmart - Field service workforce management
- MapSmart - Territory mapping and management
- AssetSmart - Asset tracking and management
- JobSmart - Job and fleet management
- FlowSmart - Workflow automation and form submissions
- InvoiceSmart - Automated invoice processing and accounting integration
- InventorySmart - Network inventory planning and stock visibility
By using any of our Services, you consent to the collection and use of information in accordance with this Privacy Policy.
2. Data Controller
Omnia Smart Technologies Limited and AIOne Global Limited are the joint data controllers responsible for your personal data. Both companies are registered in England and Wales.
Registered Office:
Omnia Smart Technologies Limited / AIOne Global Limited
Centaur House Ancells Business Park
Ancells Road, Fleet
England, GU51 2UJ
Data Protection Contact: privacy@weareomnia.com
3. Information We Collect
3.1 Account Information
- Name, email address, and contact details
- Username and encrypted password
- Organisation name and job title
- Authentication tokens for secure access
3.2 Operational Data
- Location data (GPS coordinates) for route optimisation and vehicle tracking
- Job and task information including schedules and assignments
- Asset details including location, condition, and maintenance records
- Territory and boundary data for mapping services
- Customer and delivery information as provided by your organisation
- Inventory levels, stock movements, and node locations (InventorySmart)
- Invoice line items, tax details, and accounting references (InvoiceSmart)
3.3 Technical Data
- IP addresses and device information
- Browser type and version
- Operating system and platform
- Session data and access logs
- API usage and integration data
3.4 Usage Data
- Features accessed and actions taken within the platform
- Performance metrics and analytics
- Error logs for troubleshooting
- Customer feedback and survey responses
4. How We Use Your Information
We use your information for the following purposes:
4.1 Service Delivery
- Providing and maintaining our platform services
- Processing and optimising routes, schedules, and territories
- Managing assets, jobs, and workforce assignments
- Authenticating users and managing access permissions
4.2 Service Improvement
- Analysing usage patterns to enhance functionality
- Developing new features based on user needs
- Monitoring system performance and reliability
- Troubleshooting technical issues
4.3 Communication
- Responding to enquiries and support requests
- Sending service notifications and updates
- Providing training and onboarding assistance
- Marketing communications (with your consent)
4.4 Legal and Compliance
- Complying with legal obligations
- Protecting our rights and interests
- Preventing fraud and ensuring security
- Meeting regulatory requirements
5. Legal Basis for Processing (UK GDPR)
We process your personal data based on the following legal grounds:
- Contract Performance: Processing necessary to fulfil our service agreement with you or your organisation
- Legitimate Interests: Processing for our legitimate business interests, such as improving services, preventing fraud, and ensuring security
- Legal Obligation: Processing required to comply with UK law and regulations
- Consent: Where you have given explicit consent, such as for marketing communications
6. Data Sharing
We may share your information with:
6.1 Service Providers
- Cloud hosting providers (AWS, primarily UK/EU regions)
- Authentication services (Google, Microsoft for SSO)
- Mapping and geocoding services
- Analytics and monitoring tools
6.2 Business Partners
- Integration partners when you connect third-party services
- Resellers and distributors as part of service delivery
6.3 Legal Requirements
- Law enforcement when legally required
- Regulatory authorities for compliance purposes
- Legal advisors for the protection of our rights
We do not sell your personal data to third parties.
7. International Data Transfers
Our primary data processing occurs within the UK and European Economic Area (EEA). When data is transferred outside these regions, we ensure appropriate safeguards are in place:
- Standard Contractual Clauses (SCCs) approved by the UK ICO
- Adequacy decisions where applicable
- Data processing agreements with all third-party processors
Primary Data Regions: AWS eu-west-2 (London), eu-west-1 (Ireland)
8. Data Retention
We retain personal data only as long as necessary for the purposes outlined in this policy:
- Active Account Data: Duration of service agreement plus 30 months
- Operational Data: As specified in your service agreement (typically 12-36 months)
- Technical Logs: 90 days for security and debugging purposes
- Backup Data: 30 days retention with secure deletion
- Support Enquiries: 12 months after resolution
- Complaints/Disputes: 30 months after resolution
Longer retention may apply when required by law, for legal defence, or as specified in your contract.
9. Data Security
We implement robust security measures to protect your data:
- Encryption in transit (TLS 1.2+) and at rest (AES-256)
- Multi-factor authentication options
- Regular security audits and penetration testing
- Access controls and role-based permissions
- Secure data centres with ISO 27001 certification
- Regular staff training on data protection
10. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
- Right of Access: Request a copy of your personal data
- Right to Rectification: Correct inaccurate or incomplete data
- Right to Erasure: Request deletion of your data (subject to legal requirements)
- Right to Restrict Processing: Limit how we use your data
- Right to Data Portability: Receive your data in a machine-readable format
- Right to Object: Object to processing based on legitimate interests
- Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent
To exercise your rights: Contact us at privacy@weareomnia.com. We will verify your identity and respond within 30 days.
12. Third-Party Services
Our platforms may integrate with third-party services. These services have their own privacy policies, and we encourage you to review them:
- Google (Authentication, Maps)
- Microsoft (Authentication, Azure services)
- HERE Technologies (Mapping and routing)
- Amazon Web Services (Cloud infrastructure)
- Anthropic (Claude AI — powers Ori-assisted analysis features, including the public Product Fit tool, where names, contact details and direct identifiers are stripped prior to transmission. Anthropic is contractually bound not to use this data for model training.)
- Companies House (UK company information lookups for the public Product Fit business-analysis tool)
- Xero and Sage (accounting integration in InvoiceSmart)
- Plausible Analytics (privacy-first anonymous site analytics on aione.uk, opt-in via our cookie consent banner)
13. Children's Privacy
Our Services are designed for business use and are not intended for children under 16 years of age. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us immediately.
14. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. For significant changes, we will notify you via email or through our platforms.
We encourage you to review this policy periodically.
15. Data Deletion Requests
You have the right to request deletion of your personal data at any time. To request deletion of your data:
- Email us at privacy@weareomnia.com with the subject line "Data Deletion Request"
- Include your full name and the email address associated with your account
- Specify which AiOne services/products you use
- We will verify your identity and process your request within 30 days
Please note: Some data may be retained where required by law, for legitimate business purposes (such as fraud prevention), or to fulfil contractual obligations. We will inform you if any data cannot be deleted and explain why.
For mobile app users, you can also request data deletion through your organisation's administrator.
16. Contact Us
For questions, concerns, or to exercise your data protection rights:
Email: privacy@weareomnia.com
General Support: support@weareomnia.com
Postal Address:
Omnia Smart Technologies Limited / AIOne Global Limited
Centaur House Ancells Business Park
Ancells Road, Fleet
England, GU51 2UJ
Websites:
omniast.com | aione.uk
Supervisory Authority:
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
ico.org.uk/concerns
