Privacy Policy

Last updated: 13-10-2026

This privacy policy applies to the Mom Retailsolutions Planning app (hereinafter: "the app"). We value the protection of your personal data and process it in accordance with applicable laws and regulations, including the General Data Protection Regulation (GDPR). Where this English text differs in nuance from the Dutch version, the Dutch version prevails.

1. Who are we?

Mom Retailsolutions Planning is a scheduling system for workforce management and team communication. The app is used to plan staff, share project information, and support communication between employees and the organisation. In this context, we act as the controller for the personal data collected and processed via the app.

2. What data do we collect?

We may process the following categories of personal data:

• Identification data: name, username, (work) email address.
• Contact data: phone number (if provided), internal contact details.
• Work-related data: role, location, team, schedule/roster, assigned projects.
• Account and login data: login name, (hashed) passwords or other login tokens.
• Communication data: messages you send via the app, notifications you receive, comments on projects.
• Photos and files: photos uploaded for scheduled projects, including any metadata associated with the photo (such as date/time and possibly location, if provided by your device).
• Technical data: device type, operating system, app version, IP address, log files (e.g., in case of errors or security incidents).
• Usage data: how and when you use the app, such as login times, viewed screens, and used features (insofar as necessary for security, support, and improvement of the app).

3. Why do we use the camera?

The app requests camera access so employees can take and upload photos for scheduled projects. These may include photos of completed work, displays, shelves, promotional materials, or other project-related situations.

These photos are used solely for:

• Project registration and documentation;
• Reporting within the organisation or to a client;
• Internal team communication and quality assurance.
}

The camera is not used without an active action by the user. You always decide whether to take and upload a photo. If you instead choose an existing photo from your gallery, the app may also request access to your photos/storage.

4. Purposes and legal bases for processing

We process personal data only for the following purposes:

• Workforce planning and scheduling;
• Communication within the team and with supervisors;
• Project registration, reporting, and quality control;
• Management of user accounts and authorisations;
• Support and incident analysis (support and troubleshooting);
• Security of the app, systems, and data;
• Compliance with legal obligations.
}

We rely on the following legal bases under the GDPR:

• Performance of a contract (Article 6(1)(b) GDPR), for example an employment or contractor agreement, because the app is needed for the performance of your work.
• Legitimate interests (Article 6(1)(f) GDPR), such as planning work, ensuring quality, and keeping the app secure and functional. We always balance these interests against your rights.
• Legal obligation (Article 6(1)(c) GDPR), for example retention obligations arising from labour, tax or other legislation.
• Consent (Article 6(1)(a) GDPR), if we ask for it explicitly, for example for specific uses of photos outside the internal context. You may withdraw consent at any time.
}

5. Retention periods

We do not retain personal data longer than necessary for the purposes for which it was collected, unless a longer retention period is legally required.

In general, we apply the following principles:

• Account and identification data: retained while the account is active and for a reasonable period thereafter for security, auditing and legal purposes.
• Project-related data (including photos): retained as long as relevant to the project administration and for statutory retention periods where applicable.
• Logs and security data: retained for a limited period necessary for troubleshooting and security monitoring, unless required longer by law.
}

6. Sharing of data

We may share personal data with:

• Internal recipients: managers, planners and colleagues who need access to perform their duties.
• Processors (service providers): hosting providers, email services and other IT suppliers that process data on our behalf based on data processing agreements.
• Clients: where necessary for project reporting or contractual obligations, and only insofar as appropriate for that purpose.
• Authorities: when required to comply with legal obligations.
}

7. Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage.

8. Your rights

Depending on applicable law, you may have the following rights:

• Right of access to your personal data;
• Right to rectification of inaccurate data;
• Right to erasure (right to be forgotten) in certain circumstances;
• Right to restriction of processing;
• Right to data portability;
• Right to object to processing based on legitimate interests;
• Right to withdraw consent, where processing is based on consent.
}

To exercise your rights, please contact us using the details below. We may ask you to verify your identity to protect your data.

9. International transfers

If personal data is transferred outside the European Economic Area (EEA), we will ensure that appropriate safeguards are in place, such as Standard Contractual Clauses or an adequacy decision.

10. Changes to this privacy policy

We may update this privacy policy from time to time, for example when the app is expanded or when legislation changes. The most recent version is always available via this page.

11. Contact

For questions about this privacy policy, the use of your personal data, or to exercise your rights, please contact:

Mom Retailsolutions
Email: info@momretailsolutions.nl