How Aftercare records your field work

Version 1.0 · effective 23 July 2026

Who this is for: Emaldo® field technicians, and technicians employed by our subcontractor partners who use the Aftercare app (aftercare.emal.do). If you work for a subcontractor, Emaldo ApS provides this note to your employer, who must hand it to you before you are given an account.

Who is responsible: Emaldo ApS, Denmark, is the data controller for the app. Questions and requests: privacy@emaldo.com.

Why the app measures your work

Some service visits are billed to the installer responsible for the fault, and some of that work is performed by subcontractors who invoice us for their hours. Before this system, billed hours were self-reported, which is unfair to whoever pays when reports are inflated — and unfair to honest technicians whose accurate reports look identical on paper. The app therefore measures the on-site window itself and verifies that the visit happened at the installation address. That is the whole story: billing accuracy and service quality, not surveillance.

1. The GPS check at “Start visit” and “Complete visit”

When you tap Start visit or Complete visit, the app asks your phone for its current position, once per tap. What happens with it, verified in the code:

• Your coordinates are sent to our server a single time, used to compute the distance to the geocoded installation address, and then discarded. The raw coordinates are never stored anywhere — the app never writes them to the database, the case history or its audit trail.
• What is stored is only a three-way verdict: within roughly 300 metres of the installation (on-site), outside it (off-site), or unknown (no GPS available).
• The check never blocks you. If you deny location permission, have no signal, or the lookup fails, the tap goes through normally and the verdict is simply recorded as unknown. Denial has no automatic consequence.
• The captions under both buttons in the app tell you this at the moment it happens.

If a tap is recorded as off-site, a note appears in the case activity log (“GPS off-site — location unverified”), visible to you and to any staff who can view the case, and the case is flagged to admin and logistics staff for review. Review means a person looks at it and may ask you about it — for example, GPS drift, parking away from the property, or an address geocoded imprecisely are all ordinary explanations. Nothing happens automatically.

What is not done: your location is read only at those two taps. There is no continuous tracking, no location capture while driving, between visits, or off duty, and no location capture anywhere else in the app.

2. The measured on-site window and billed hours

The Start and Complete taps also stamp server-side arrival and departure times. The gap between them is the measured on-site window for that visit.

• When you file the visit report, the billable minutes field is pre-filled from the measured window.
• You can freely reduce it (for example, you took a break on site).
• If you increase it beyond a tolerance of 15 minutes or 20 percent of the measured window (whichever is larger), the app requires a short written justification, and that visit’s labour is held for review by an admin before it can be invoiced. This is the same rule for everyone — Emaldo® technicians and subcontractors alike.
• Billed hours round up to the nearest quarter hour; the app caps entered billable time at 8 hours per visit.

3. Aggregated performance metrics your managers can see

We are straightforward about this: the app aggregates work data into management views. Specifically:

• An operations health console showing open visits per active technician (workload, including who appears under-booked).
• Reporting scorecards showing, per technician or per subcontractor organisation: jobs completed, response time from assignment to on-site, SLA adherence, cycle time, revisit rate and first-time-fix rate.
• Case records and logistics screens that attribute actions you perform in the app (receiving units, recording outcomes, sign-offs, dispatch steps) to you by name or account, as part of the audit trail.

The management views are visible to admin and logistics roles. Subcontractor scorecards are aggregated per organisation — but if your organisation has one technician, that is effectively about you, and we do not pretend otherwise. These metrics inform planning, quality follow-up and partner conversations; they do not trigger any automatic action against anyone.

4. Your account, calendar, time off and notes

The app holds your account data: name, work email, role and your organisation or home-warehouse link. Every action you take in the app is attributed to your account in the case audit trail — that attribution is deliberate and kept for audit purposes.

The app also stores your working calendar: scheduled visits, self-booked calendar blocks with optional notes, and per-day time off with an optional free-text note. Scheduling staff and admins can see these so visits are not booked on your days off. Practical advice: the note field does not need a reason — “unavailable” is enough. Please do not write health details or other private matters in it; if you have, you can ask us to remove them at any time.

5. What the app does not do

• No continuous or background location tracking — location is read only at the two visit taps, and only the on-site/off-site/unknown verdict is kept.
• No automated discipline. No flag, metric or measurement in this system takes any action against you by itself; every consequence involves a human decision.
• No secret data. Everything described in this note is everything the app records about your work. If that ever changes, this note will be updated and re-issued before the change takes effect.

6. Legal basis and your say

We rely on our legitimate interest in accurate billing and service quality (Art. 6(1)(f) GDPR) for the measurements described above.

7. How long we keep it

Visit timestamps, GPS verdicts, measured and billed minutes and any labour justification live on the case record. Customer personal data on a case, including any free-text labour justification you wrote, is automatically anonymised 1095 days (3 years) after the case closes. The visit timestamps, GPS verdicts and measured/billed minutes themselves, together with the attribution of the work to your account, survive that anonymisation as part of the audit skeleton and currently have no defined end date. Time-off and calendar notes are intended to be kept for no more than 12 months; until that automated clean-up is in place, they are retained until they are deleted or you ask us to remove them. Aggregated metrics are computed live from the case records; because work attribution survives case anonymisation, per-technician metrics remain computable beyond the 3-year point until an employee-data retention bound is set.

8. Your rights

You can ask to see the data the app holds about you, have mistakes corrected, ask for deletion where retention no longer applies, and object to processing based on our legitimate interest. Contact privacy@emaldo.com or speak to your manager. You can also complain to a supervisory authority — Datatilsynet in Denmark, or the authority in your own country.

Acknowledgement

Your employer will ask you to confirm you have read this note when your account is created.

Looking for how Aftercare handles customer and installer data? Read the general privacy notice.