Privacy Notice for System Users
Updated October 2026This notice explains what TexonHomes records about you when you use the Management System, why we record it, and who can see it. It is about you as a system user. Customer details are covered only where they affect your duties (see section 5).
Administrators can see who did what, and when, in the Audit Logs.
Use customers’ details only for business tasks, never for anything personal.
Logs and transaction records stay on file so every transaction can be accounted for.
1. Information we hold about you
- Account details: your display name, email address, phone number (if provided), role (Staff or Admin) and when your account was created.
- Sign-in: handled by our authentication provider. Your password is not visible to other users or Administrators.
- Activity: an audit entry for actions you take: what you did, which record it affected, any details, the time, and your user ID.
- Records you create or change: receipts you record, contracts you create, update or cancel, and stock adjustments you make carry your name or ID.
2. Where your name appears
Receipts you record show your name and a short ID under “Received by”, so customers who are handed or sent a receipt will see them. Inside the system, records show who created or last changed them.
3. How we use it
- To sign you in and give you the access that matches your role.
- To keep an accurate audit trail of rentals, payments, sales and stock changes.
- To investigate mistakes, disputes and cash or stock differences.
- To provide technical support and fix problems with the system.
We do not sell your information or use it for advertising.
4. Who can see it
- You: your own profile and the records you created.
- Administrators: all user accounts and the Audit Logs.
- Other staff: your name on the records you created.
- Customers: your name and short ID on receipts you issue to them.
- Technical support: the system's developer may need to view technical data to fix a problem, and does so only for support.
- Hosting providers: data is stored with third-party cloud services (for example Firebase and Cloudflare) that run the system for us.
5. Customer information you handle
Customers trust TexonHomes with their name, phone number and address. When you work with that information, you must:
- Use it only to run rentals, sales, returns and receipts.
- Not copy, photograph, forward or discuss it outside the business.
- Send a receipt only to the customer named on it.
- Report any mistake or leak to an Administrator straight away.
6. How long we keep it
Audit logs and transaction records are kept as permanent business records. If you leave, your account is disabled or removed, but your name stays on the records you created so the history stays accurate.