App

COZMOZONE Staff privacy notice

Version 2026-11-01

Effective: November 2, 2026

This notice is for everyone COZMOZONE INC. invites to use the COZMOZONE Staff app and the staff dashboard. It explains what we record about you and your work there, why, who else handles it and how long we keep it. Customers' information is covered by the App Privacy Policy (app.cozmozone.com/privacy).

What we record

Your staff account

• Your name, work email address and role, who invited you and when.
• Whether your account is invited, active or switched off, with the dates; the reason an administrator writes when switching your account off, resetting your sign-in or signing out your devices; and when you agreed to this notice and the handling rules below, and to which version.
• Your password is held by our sign-in provider; we never see it.
• If you also have your own COZMOZONE customer account, its account ID, so that you can't change your own points.
• That your work email is on Firebase App Distribution's list of people who may install the Android app (everyone invited is added, whichever phone they use).
• If your work email already had a login with us that held no customer data, the activity log records that login's sign-in methods, any phone number on it, any extra sign-in step it had and when that step was set up, when the login was made and last used, and whether it was switched off; that login is then deleted.

Your work in the dashboard and the app

• Each time you sign in or open the dashboard or the app (each dashboard page load, each start of the app, and again when your role changes), with the time, whether it was the dashboard or the app, and your IP address.
• The actions you take, with the time and your IP address, in an activity log: for example opening a customer's details or a chat photo, replying to a customer, marking a chat as spam, flagging an adverse reaction, changing an order, cancelling or refunding it, changing points, correcting an age, deleting an account, and changes to staff accounts and roles. The log names customers by an ID or an order number. A reason you type about a customer (when you correct a customer's details or replace a tracking number) is kept with email addresses and phone numbers taken out, and, for a correction, the customer's first and last name; any other name or an address you type stays. A reason typed about a staff account (when it is switched off or on again, its sign-in is reset or its devices are signed out, your own included) is kept exactly as typed. So don't type anyone's name or contact details in a reason.
• Our cloud provider's access logs also record which database records your staff sign-in reads or changes, with the time and IP address. Opening a chat photo is recorded in the activity log.
• Emails to every administrator, with your work email, when you change a customer's points (with the reason you typed), ask for a larger change or decide on one, when you reach 40 customer lookups in a day and when a lookup is refused because you have used all 50 allowed that day, when your sign-in is reset (with the reason), and when you are given the administrator role; and, if you are an administrator, when you invite someone as an administrator, give someone the administrator role or reset someone's sign-in (with the reason you wrote).

Your use of the dashboard and the COZMOZONE Staff app is recorded this way at all times, for the reasons below.

The COZMOZONE Staff app on your phone

• For work alerts: your phone's notification token, with a random ID for the app on that phone, whether it is an iPhone or an Android phone, its time zone, whether alerts are allowed in the phone's settings, and the app version.
• Your alert choices (new customer messages, new orders, ship-by dates) and your quiet hours, if you turn them on.
• The replies and photos you send to customers, from the app or the dashboard, with the time. Customers see your first name next to your replies (replies sent from the company account hello@cozmozone.com show "COZMOZONE").

The app doesn't collect your location or your contacts. A photo you send to a customer, from the app or the dashboard, is saved again by our server without the details stored in the photo file, such as where and when it was taken and the camera, before the customer gets it. The file you upload keeps those details until it is deleted, right after the photo is sent (or after a day if it isn't sent); a deleted file can still be restored for 7 days after that. Face ID, fingerprint and passcode checks happen on your phone; we never receive them.

Why we record it

• To run customer support and orders: to give you the pages your role allows, to send you work alerts, and to show customers who answered them.
• For security: to keep customer information safe, to find and stop misuse, and to sign out a lost or stolen phone.
• For audit: to know who did what and when, for example to answer a customer's question, a refund or points dispute, or a tax or legal request.

We don't use this information for advertising, and we don't sell it.

Work alerts and your hours

• Alerts tell you about new customer messages, new orders and ship-by dates. They never show a customer's name, message, address, amount or items.
• Your role's working hours are set by an administrator, and alerts outside them wait until they start. Administrators and an on-call role get alerts at any hour, unless they turn on quiet hours.
• You can turn each kind of alert off, and set quiet hours, in the app (Account > Notifications), or turn alerts off in your phone's settings.
• Separately from the app's alerts, new orders and customer chat messages pop up on your computer while the dashboard is open, showing the customer's name and message (for an order, its total).

Who else handles it

• Google Firebase and Google Cloud: sign-in, the database, files and logs. Google Firebase also sends password-reset emails.
• Google Fonts, which serves the dashboard's typeface (your browser's request gives Google your IP address).
• Expo, our notification service provider, and Apple and Google, which deliver alerts to your phone.
• Apple (the App Store) and Google's Firebase App Distribution (for Android), which let invited staff install the app. Your work email is added to the App Distribution list when you are invited, whichever phone you use, and removed when your account is switched off. Google emails the people on the list about new Android versions, and installing on Android needs a Google account.
• Until the App Store version is approved, an iPhone can be registered to install a test version: Expo, which builds the app, and Apple then receive the phone's device identifier.
• Our email provider, which sends your invitation and the security alerts administrators receive (which can name you).

How long we keep it

• Your staff account: while you work with us, and afterwards for as long as the activity log is kept. When your access ends, your account is switched off, not deleted, so the log keeps its meaning.
• The activity log: at least 3 years; we have not yet set a date for deleting it. Its log copy and our cloud provider's access logs: 3 years, then deleted.
• Your phone's notification token: removed when you sign out (if the phone is offline then, the next time the app starts online), when an administrator signs out your devices or switches off your account, or after 6 months without opening the app.
• Records of alerts: an alert held until your working hours or the end of your quiet hours, and a test alert you send yourself, keeps your staff ID in its record for 30 days; each alert sent to your phone keeps a delivery record with your staff ID for up to 2 days, and each chat alert keeps a marker with your staff ID for an hour (it limits chat alerts to one per customer every 10 minutes). None of them has a customer's name or message.
• Your staff ID on the records you work on: orders (tracking numbers, cancellations, delay notices and review notes), points changes and approvals (a request for approval, and an administrator's decision on it, also has your work email), age corrections, account deletion records, the replies you send, reaction reports and your notes on them, which support chats you read and when, offer notifications you write, approve, cancel or send (with your work email), sales reports you send, and, for administrators, the staff accounts and roles you invite, create or change. It stays with each record as long as the record is kept: for example orders at least 3 years, reaction reports 6 years, and a customer's chats and account details until the customer deletes their account. A customer's points history, points approvals and account deletion record are kept after the account is deleted; they, offer notifications and sales reports have no date set for deleting them.
• Replies and photos you send to customers: kept with the customer's chat until the customer deletes their account.

Anything removed or deleted stays in our daily database backups for up to 14 weeks, and a deleted file, such as a photo, can be restored for 7 days, before it is gone.

How you handle customer information (the handling rules)

• Use customer information only to do your work. Look up only the customers you are helping.
• Customer information stays in COZMOZONE Staff and the dashboard. Don't take screenshots or photos of it, copy it, or forward it.
• Keep a passcode on your phone. The app needs one and locks itself.
• If your phone or computer is lost or stolen, tell an administrator at once so they can sign it out.
• Never share your password.

You agree to this notice and these rules when you activate your account in the dashboard, and again whenever either changes: the next time you open the dashboard, or sign in to or start the app, it shows these handling rules, with a link to this notice, and you tick that you have read it before you continue. Until you have agreed to the current version, our server refuses most actions in the dashboard and the app; reload the dashboard, or quit the app and open it again, to see the new version.

Questions

Ask an administrator, or contact us at order.app@cozmozone.com or +1 (786) 521-5539.

COZMOZONE INC., 1800 North Bayshore Drive, CU1, Miami, FL 33132