Privacy Policy
Last updated: August 29, 2026
Plain-language summary: Viglok is maintenance-tracking software for heavy equipment fleets. Business owners ("Management Users") and the field employees they add ("Operators") use it to log inspections, photos, and repairs. We collect the account, equipment, photo, and location data needed to run that workflow, we don't sell it, and we share it only with the vendors who help us run the Service (Supabase for hosting, Stripe for payments, Resend for email) or as your employer/business directs.
1. Who we are
Viglok ("Viglok," "we," "us") is operated by Proxio LTD Co., a South Carolina limited liability company, doing business as Viglok. This Privacy Policy explains how we collect, use, and share information when you use the Viglok web management dashboard, the Viglok Operator mobile app, and viglok.com (together, the "Service").
If you have questions about this policy or want to exercise any of the rights described below, contact us at alerts@viglok.com.
2. The two kinds of users on Viglok
Viglok is business software. It's important to understand who controls what data:
- Management Users — owners, superintendents, operations managers, mechanics, and safety staff who sign up for a Viglok account on behalf of a business ("Business"), subscribe to a paid plan, and manage the Business's equipment, employees, and settings.
- Operators — field employees or contractors that a Business invites to use the Viglok Operator app to log daily inspections, fluid top-offs, and work performed on the Business's equipment.
A Business controls its own account and the Operator accounts it creates under it. Where we process information about Operators, we generally do so on behalf of, and at the direction of, the Business that added them — similar to a payroll or time-tracking vendor. If you are an Operator, your employer (the Business) is responsible for telling you what it monitors through Viglok and for complying with any workplace notice or consent laws that apply. If you have questions about how your data is used, please start with your employer; you're also welcome to contact us directly.
3. Information we collect
3.1 Information you or your Business provide
- Account & business information: business name, address/state, your name, email, phone number, and role (e.g., Owner, Superintendent, Operations Manager, Mechanic, Safety).
- Operator information: when a Business invites an Operator, we collect that Operator's name and the email or phone number used to send the invitation.
- Equipment data: machine details, equipment type, maintenance intervals, documents, and attachments the Business uploads.
- Billing information: when you subscribe, our payment processor Stripe collects your card or bank details directly. Viglok does not receive or store full card numbers — we retain only subscription status, plan, and transaction metadata.
- Mechanic marketplace information: if you register as a mechanic, we collect your business/profile details, service area, and the quotes you submit to fleets.
3.2 Information collected through use of the Operator app
- Daily inspections & checklists: the checklist items, grease-point entries, fluid top-offs, incident reports, and notes an Operator submits for a machine.
- Photos: walkaround photos and checklist/grease-point photos an Operator captures with the in-app camera. We compute a perceptual hash of these photos to flag likely duplicate or reused images across an Operator's submissions for the same machine and checklist item. This flag is surfaced to the Business for review only — it never automatically blocks a submission or takes action against an Operator. We do not use facial recognition or any biometric identification on these photos.
- Location: when an Operator submits a daily inspection, the app requests the device's foreground GPS location and, if permission is granted, attaches those coordinates to that inspection record. Location is not collected continuously or in the background — only at the moment an inspection is submitted, and only if the Operator allows the permission prompt. Declining the permission does not block the inspection; it's simply submitted without a location.
- Operator performance data: we calculate scores and score events (e.g., timeliness, completion rate) from an Operator's inspection history, for the Business's internal review.
- Training & certifications: training modules assigned to and completed by an Operator, and any certifications recorded for them.
3.3 Information collected automatically
- Device & usage data: standard technical data such as app version, operating system, device type, and crash/error diagnostics, used to keep the Service running and to fix bugs.
- Offline sync data: the Operator app stores inspection data locally on the device when offline and syncs it to our servers once a connection is available.
We do not currently use third-party advertising or analytics trackers (e.g., ad pixels) on viglok.com or in the apps. If that changes, we'll update this policy first.
4. How we use information
| Purpose | What it relies on |
|---|---|
| Operate the core Service — inspections, work orders, maintenance scheduling, offline sync | Account, equipment, and inspection data |
| Flag likely duplicate photo submissions for a Business's own review | Photo hashes |
| Calculate Operator performance scores for a Business's internal use | Inspection history |
| Process subscriptions, trials, and mechanic lead-unlock charges | Billing data (via Stripe) |
| Send transactional email — invitations, maintenance alerts, receipts | Contact information (via Resend) |
| Operate the mechanic marketplace — job listings, quotes, lead unlocks | Mechanic profile and Business-posted job data |
| Secure the Service and prevent abuse | Account and usage data |
| Comply with legal obligations | Any of the above, as required |
5. How we share information
- Within a Business's account: a Business's Management Users can see the inspection, photo, location, and score data submitted by that Business's Operators. Viglok does not control what a Business does with data it can see about its own employees.
- Service providers: we use Supabase (database, authentication, and file storage), Stripe (payment processing), and Resend (transactional email) to run the Service. These providers process data on our behalf under their own security and confidentiality commitments.
- Mechanic marketplace: if a Business posts a job listing, limited machine and job details are visible to mechanics who unlock that lead. Mechanic profile and quote information is visible to the Business that posted the job.
- Legal & safety: we may disclose information if required by law, subpoena, or to protect the rights, property, or safety of Viglok, our customers, or the public.
- Business transfers: if Viglok is involved in a merger, acquisition, or asset sale, information may be transferred as part of that transaction, subject to this policy.
We do not sell personal information, and we do not share it with third parties for their own advertising purposes.
6. Data retention
We retain account, equipment, and inspection data for as long as a Business's account is active, plus a reasonable period afterward to allow account recovery, satisfy legal/tax obligations, and resolve disputes. A Business can request deletion of its account and associated data by contacting alerts@viglok.com, subject to records we're required to keep by law (e.g., billing history).
7. Data security
We use industry-standard safeguards — including encryption in transit, access controls, and row-level security on our database — to protect information. No method of transmission or storage is 100% secure, and we can't guarantee absolute security.
8. Location and camera permissions
The Operator app requests location and camera access only when needed to complete an inspection. You can review or revoke these permissions at any time in your device's Settings. Revoking camera access will prevent submitting checklist/walkaround photos; revoking location access simply means inspections are submitted without a location tag.
9. Your choices and rights
Depending on where you live, you may have the right to request access to, correction of, or deletion of your personal information, or to object to certain processing. To make a request, email alerts@viglok.com. If you're an Operator, we may direct certain requests to your employer (the Business), since they control the underlying account, but we'll help facilitate wherever we can.
10. Children's privacy
The Service is intended for business use by adults and is not directed to children. We do not knowingly collect personal information from anyone under 18.
11. Where data is stored
Our infrastructure is hosted in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.
12. Changes to this policy
We may update this Privacy Policy from time to time. If we make material changes, we'll update the "Last updated" date above and, where appropriate, notify Management Users by email or in-app notice.
13. Contact us
Proxio LTD Co., d/b/a Viglok
South Carolina, USA
Email: alerts@viglok.com