Draft for legal review. This notice has not yet been approved by counsel and is not in force. Words in square brackets are placeholders to be completed before publication.
Legal
Privacy notice
Praescius helps organisations keep their people safe: it tells them what is happening near their staff, sites and travellers, sends approved instructions and records who is safe. This notice explains what personal information that involves, who decides how it is used, and the choices and rights you have.
1. Who we are
Praescius is provided by [company legal name], a company incorporated in [state], United States, with its registered office at [address] (“Praescius”, “we”, “us”). We sell Praescius to organisations around the world and, when it opens, to individuals and families. Our first fully covered region is Saudi Arabia and the Gulf.
Where the law requires it, our representative in the European Union is [EU representative] and in the United Kingdom [UK representative].
2. Controller and processor
Who is responsible for your information depends on how you meet Praescius.
- You are protected by an organisation that uses Praescius (for example your employer, university or a government agency). That organisation is the controller: it decides whose details go into Praescius, what instructions are sent and who in the organisation can see the answers. Praescius is its processor and acts only on its documented instructions, under a data processing agreement. Questions and requests about this information go to your organisation first; we will help it answer them.
- You use the security console for your organisation. Your organisation is the controller of what you do in it. We are the controller of the information we need to run your account securely (sign-in records, two-step verification, security logs).
- You buy Praescius for your organisation, or for yourself and your family, or you contact us through the website. We are the controller of your contact and billing details and of what you send us.
- Our intelligence desk collects public information about events (official warnings, aviation data, weather and news). We are the controller of that collection. It is about events and places, not about private individuals; see section 3.6.
3. What we collect
3.1 People an organisation protects (employees, contractors, travellers)
- Name, work email address, mobile number, preferred language and the channel to try first (email, WhatsApp, SMS or the app).
- The site you work at, the group you belong to (for example a department or shift) and the trips your organisation books or records for you: route, flight number, dates and destination.
- Whether you have agreed to share your location, when and on what basis.
- The messages sent to you, whether they were delivered or read, and your answers: “I am safe”, “I need help”, “not affected”, any note you add, and SOS requests.
- Your settings in the employee app: quiet hours, whether you receive non-urgent email, and notification subscriptions.
- If you ask for help (by answering “I need help”, sending an SOS, or when your security team records that you need help): a follow-up case with its owner, priority, when you were first reached, contact attempts, any referral (HR, the employee assistance programme, medical, security or an embassy), your own updates such as “I'm OK now”, how and why it was closed, and short notes your security team writes to follow it up. Notes can reveal health or other sensitive details, so teams are told to record only what the follow-up needs.
- Heat advice for your site or trip destination is worked out about the place, not about you. The weather provider receives only the area of the site, rounded to about 11 km, never who works there.
- From your organisation's HR team (people register): whether you are an employee or a contractor, your department and manager, your home site or base city, and, only if given, an emergency contact and the number of dependants travelling with you (a count, never their names). The emergency contact is seen only by HR and the security team and used only in an emergency.
- Trips and deployments your organisation sends you on: purpose, destinations, dates, accommodation and transport if recorded, a local contact, who requested and who approved it with which conditions, your confirmation that you read the pre-trip brief, and your daily check-ins. This record is kept as evidence of the duty of care your organisation exercised.
We do not need, and organisations are asked not to load, sensitive details such as health, religion, nationality or passport numbers.
3.2 Console users
Name, work email, role, the capabilities your administrator gives you, your password (stored only as a salted hash), your two-step verification secret, the time and network address of each sign-in, and an audit record of what you did in the console. If you choose Google sign-in, we receive your Google account identifier, name and email address.
3.3 Customers and billing contacts
Organisation name, the plan, the names and work contact details of administrators and billing contacts, invoices and payment status. Card payments are taken by Stripe on its own pages; we never see or store your card number.
3.4 Individuals and families
When self sign-up opens: your name, email address, password (hashed), language, the places you choose (home, work, school, a holiday address), the family members you add and their contact details, and your trips. Family sharing is mutual and can be ended by any member. An employer that sponsors your account never sees your family's information.
3.5 Website visitors and the contact form
When you use the contact form on the pricing or home page we keep what you type (name, work email, organisation, segment, the plan you are interested in, size, country and your message) and a one-way hash of your network address, used only to stop abuse. The website uses no advertising or analytics cookies and loads no third-party scripts.
3.6 Public information about events
Our collectors read official warnings, travel advice, aviation positions and notices, maritime and weather data and news. We use them to describe events and their effects on places, airports and routes. We do not build profiles of private individuals, we do not collect private communications, and statements by hostile groups appear only as attributed summaries from official or reputable sources. Raw collected material is cut back after each source's retention period.
4. Location
- Praescius uses your precise location only with your consent, recorded by your organisation or given by you in the app. You can withdraw it at any time in the app's settings or through your organisation.
- Without consent, Praescius works from the site and trips your organisation has recorded for you.
- When you answer a check-in or send an SOS, you choose whether to share your location once, for that incident only. The app never tracks you in the background.
- Only people your organisation has given the “view precise location” permission can see a location. Everyone else sees counts and areas.
- Locations shared during an incident are cleared 30 days after your organisation's last incident closes.
- Your organisation's HR and security teams see where their people are at city or district level only, from the best of: a live location you chose to share for 4 or 12 hours (deleted when it ends); the city you last shared from the app, with your consent (kept 30 days, deleted at once if you withdraw consent); an approved trip or deployment; your home site or base city. Praescius keeps no trail: a new share replaces the last one. Each time someone views named locations it is recorded in the audit log.
5. How we use it, and why
| Purpose | Legal basis where the GDPR, UK GDPR or similar laws apply |
|---|---|
| Matching events to an organisation's sites, people and trips; sending approved instructions, briefings and check-ins; recording who is safe | For the organisation (controller): its legal duty of care, or its legitimate interest in protecting its people. We act on its instructions. |
| Using precise location | Consent, which you can withdraw. |
| The people register, trips and deployments, approval for high-risk places and the record of them (HR and security teams) | For the organisation (controller): its legal duty of care, or its legitimate interest in protecting its people when it sends them somewhere. Emergency contacts: the organisation's legitimate interest, and vital interests in an emergency. |
| Sharing your city from the app, or a live location for a few hours | Consent, which you can withdraw at any time in the app; a live share ends by itself. |
| Helping someone in immediate danger (for example after an SOS) | Vital interests. |
| Following up when you ask for help: the case, contact attempts, referrals and notes | For the organisation: its legal duty of care or its legitimate interest in protecting its people. Where a note reveals health information, the organisation's obligations in employment and occupational health (GDPR and UK GDPR Article 9(2)(b) and (h), and the comparable conditions in the Saudi and UAE data protection laws), or vital interests in an emergency. |
| Heat advice for sites and trips, the morning heat brief and stop-work instructions | For the organisation: its legal obligations on workplace safety (including the Gulf midday outdoor-work rules) and its duty of care. |
| Running accounts, two-step verification, security logs and the audit record | Contract with the customer, and our legitimate interest in keeping the service secure. |
| Billing and plan limits | Contract. |
| Answering requests from the contact form | Steps you asked us to take before a contract, or our legitimate interest in replying. |
| Keeping records the law requires (tax, accounting, sanctions screening) | Legal obligation. |
We do not sell personal information, we do not share it for cross-context behavioural advertising, and we do not use the people our customers protect to train general-purpose artificial intelligence models.
6. Who we share it with
- The organisation that protects you, through the people it authorises in the console, each limited by role.
- Your family members, if you are on a family plan and choose to share with them.
- Sub-processors that host, deliver or bill for Praescius (section 7), under written contracts that limit their use of the information.
- Authorities, when the law requires it. We check that a request is lawful, disclose only what it requires and, where allowed, tell the customer first.
- A buyer or successor, if Praescius is sold or merged, under the same protections.
7. Sub-processors
We will give customers notice before adding or replacing a sub-processor that handles their people's information.
| Company | What it does for Praescius | Where |
|---|---|---|
| Supabase, Inc. | Hosts the database | European Union (Frankfurt, Germany) |
| Render Services, Inc. | Runs the Praescius application and background jobs | [region to confirm] |
| Vercel Inc. | Serves the website, console and app pages, and forwards requests to the application | Global edge network; [primary region to confirm] |
| [Email provider] | Sends email messages and account emails | [to confirm] |
| Twilio Inc. | Sends SMS and WhatsApp messages and receives replies | United States and the destination network |
| WhatsApp (Meta Platforms) | Delivers WhatsApp messages through Twilio | Global |
| Stripe, Inc. | Takes card payments and manages subscriptions | United States and others |
| Google LLC | “Sign in with Google”, only if you choose it | Global |
| Apple, Google, Mozilla push services | Deliver app notifications to your browser or phone (content is encrypted end to end) | Global |
| Functional Software, Inc. (Sentry) | Error reports, if switched on, with personal data removed | [to confirm] |
Government customers can choose a dedicated deployment in an agreed country; its sub-processors are listed in their agreement.
8. International transfers
Praescius is a US company and serves customers in many countries. By default, customer records are stored in the European Union. Our staff and some sub-processors may access them from the United States and other countries. When information leaves the European Economic Area, the United Kingdom, Switzerland, Saudi Arabia or another country with transfer rules, we rely on the safeguards those rules recognise, such as the European Commission's standard contractual clauses with the UK addendum, [the EU-US Data Privacy Framework, if we certify], and the transfer conditions of Saudi Arabia's Personal Data Protection Law. You can ask us for a copy of the safeguards that apply.
9. Retention
| Information | How long |
|---|---|
| People, sites and trips loaded by an organisation | While the organisation's contract lasts, then deleted within [90] days of the end unless it asks for an export first. |
| Locations shared during an incident | Cleared 30 days after the organisation's last incident closes. |
| The city you shared from the app (people register) | 30 days, or at once when you withdraw consent or stop sharing. A live share is deleted when its 4 or 12 hours end. |
| People register entries (department, manager, base city, emergency contact) | While you work with the organisation; deleted when HR removes you, and in any case with the organisation's other records. |
| Trip and deployment records (who went where, approved by whom, with which conditions) | For the organisation's retention period ([6 years proposed, to confirm]), because they are evidence of duty of care. |
| Check-in answers, delivery records and incident timelines | For the organisation's retention period, set in its agreement ([default to confirm]). |
| Notes written on a follow-up (welfare) case | The note text is removed 180 days after the case is closed (each organisation can choose from 30 to 730 days). The case's times, attempts and outcome stay with the check-in records. |
| The audit record | Append-only for the life of the contract and [7] years after, because it is evidence of what was decided and sent. |
| Console sign-in sessions | Refresh tokens expire after 7 days. |
| Contact form requests | Deleted 24 months after you sent them. |
| Database backups | Rolling, up to 35 days. |
| Raw material collected from public sources | Cut back after each source's retention period; the record of what was held stays so findings can be checked. |
10. Security
- Encryption in transit everywhere and at rest in the database.
- Each organisation's records are kept apart by row-level security in the database itself, not only in the application.
- Two-step verification for every console user; permissions checked on the server for every request.
- Anything that goes out to staff is approved by a second person, and every important action is written to a tamper-evident audit record.
- We will tell customers without undue delay if a breach affects their information, and regulators and people where the law requires.
We have not yet completed an independent penetration test or a certification such as SOC 2 or ISO 27001. We will say so plainly until we have.
11. Your rights and how to use them
Depending on where you live, you may have the right to know what we hold about you and get a copy, to correct it, to delete it, to move it to another service, to object to or restrict some uses, to withdraw consent, and not to be treated differently for using these rights. Residents of California and other US states with privacy laws have these rights under their state law, and may appeal if we refuse a request.
- If an organisation protects you through Praescius, ask that organisation first. If you contact us, we will pass your request to it and help it answer.
- Otherwise, write to privacy@praescius.si. We answer within one month (45 days under US state laws), and may need to confirm who you are first. Requests are free.
- You can also complain to your data protection authority, for example in your country in the European Union, the Information Commissioner's Office in the United Kingdom, or the Saudi Data and Artificial Intelligence Authority.
12. Children
The security console and the employee app are not meant for children. On a family plan a parent or guardian may add a child under [16], gives consent on the child's behalf, and can remove the child at any time. We do not knowingly collect information directly from a child under 13; if we learn we have, we delete it.
13. Automated processing
Machines collect public information and flag possible events, but a person reviews them, and a second person approves anything sent to staff. Praescius makes no decision with legal or similarly significant effects about a person by automated means alone. Praescius never predicts the time, place or target of an attack.
14. Cookies and similar technology
The console and app use only cookies needed to keep you signed in and to protect forms, and browser storage for your own settings (for example the light or dark theme). The website sets no advertising or analytics cookies, so there is nothing to accept or refuse.
15. Changes to this notice
We will post any change here with a new date, and tell customers and account holders by email before a significant change takes effect. Earlier versions stay available on request.
16. Contact
Privacy questions and requests: privacy@praescius.si, or by post to [company legal name], [address]. Data protection officer, if appointed: [name and contact].
See also the terms of service.