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smart-ALICE Privacy Policy
smart-ALICE lets residents of Grenoble-Alpes Métropole donate used IT equipment to approved reuse-sector organisations, and browse, reserve and collect refurbished devices. It is available as a mobile app and as a web app at smartalice.dotsoft.gr. This policy explains what personal data the app ("the App") collects, why, who receives it, how long it is kept and what your rights are.
Data controller
DOTSOFT SA, Posidonos 71, 55535, Thessaloniki, Greece
G.E.MI. 059277904000 · VAT EL999566850 · [email protected]
DOTSOFT SA decides why and how your data is processed and is who to contact about it. smart-ALICE is developed for Grenoble-Alpes Métropole as the public authority for the pilot area; Grenoble-Alpes Métropole does not operate the App or receive personal data simply because of that role.
1. Information We Collect
1.1 What you give us
| Data | When | Required |
|---|---|---|
| Email address and password | Registration and sign-in | Yes |
| First and last name | Registration, and editable in your profile | Requested; if you leave them blank, organisations see your email address in their place |
| Declaration that you are at least 18 | Before your first reservation or purchase, or earlier if you give it at registration | Yes, for reservations and purchases |
| Phone number and postal address | In your profile, or saved from a donation or reservation form | No |
| Donation details: device category, brand, model, serial number, description, up to 5 photos, pickup address and phone, preferred date and time window, pickup notes, and any note you add if you cancel | When you offer a device | Yes, to donate |
| Reservation details: collection method, preferred pickup date and time window, delivery address, phone and, for a free device, what you intend to use it for and a pledge not to resell it | When you reserve or buy a device | Yes, for those actions |
| Favourites | When you save a listing | No |
| Organisation name, address, contact email and phone, and the contact person's name and sign-in email | Registration of a reuse-sector account | Yes, for those accounts |
| Anything you write to us | When you contact us | No |
We do not verify your age. The declaration is your own statement, and once given it stays on your account. A reuse-sector organisation's service area is set by the platform administrators, not collected from the organisation.
Photo metadata is removed. Camera photos normally carry hidden details of the shot, including GPS coordinates when location tagging is on. The mobile app strips these on your device, keeping only the orientation flag so photos are not shown sideways, and refuses a file in a format it cannot strip. Our servers also re-encode every device photo when it is stored, so no photo is kept with its hidden details.
1.2 What is collected automatically
| Data | When | Why |
|---|---|---|
| IP address, time, requested address, response status, referring page, response size and device user agent | Every request to our servers | Security and diagnostics |
| Session tokens | When you sign in | To keep you signed in |
| Approximate location | Only while a map or address screen is open, and only with your permission | To centre the map and fill in a pickup address |
| Camera images | While scanning a device tag or photographing a donation | Frames are processed on your device; only photos you attach are sent |
| NFC tag identifier | Reuse-sector tag assignment only | To link a tag to a device |
| Account created, last sign-in and last active times | Automatically | To operate and secure the account |
The App contains no analytics, tracking, advertising or crash-reporting SDKs, sets no tracking cookies, and requests no contacts, calendar, microphone or background location access. We do not profile you, make automated decisions about you, or sell personal data.
2. How We Use Your Information
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Create and run your account and keep you signed in | Contract, Art. 6(1)(b) |
| Arrange donations and let the reuse-sector organisation contact you and collect the device | Contract |
| Handle reservations and purchases, record the organisation's receipt and your confirmation of collection | Contract |
| Show you your own donations, reservations, purchases, favourites and notifications | Contract |
| Restrict reservations and purchases to adults | Legitimate interest, Art. 6(1)(f) |
| Show nearby organisations and fill in pickup addresses | Consent, Art. 6(1)(a), given through your device's permission prompt and withdrawable in its settings |
| Track devices through their reuse lifecycle using QR and NFC tags | Legitimate interest in a traceable reuse system |
| Keep the service secure, prevent abuse and diagnose faults | Legitimate interest |
| Report the pilot's environmental impact, using only aggregated anonymous counts | Legitimate interest |
| Answer your requests and honour your rights | Legal obligation, Art. 6(1)(c) |
3. Cookies & Local Storage Usage
The App sets no cookies. The mobile app stores four values on your device:
| Key | Holds | Kept until |
|---|---|---|
| auth_access_token | Short-lived session token | You sign out or the session expires |
| auth_refresh_token | Token used to renew the session | You sign out |
| app_locale | Chosen language, en or fr | You change it or uninstall |
| app_theme_mode | Chosen theme | You change it or uninstall |
These are held in the platform's secure storage: the Keystore on Android, the Keychain on iOS in a class that keeps them off other devices and out of backups, and browser storage encrypted with a Web Crypto key on the web. Android app backup is disabled, so tokens never reach a cloud backup. Signing out deletes both tokens. The web build also caches the App's own code and images, which contain no personal data.
The web app at smartalice.dotsoft.gr/dashboard/ stores five values in the browser's local storage, unencrypted: sa_access and sa_refresh (the session tokens), sa_user (your account details as shown in the app: email, name, phone, address and role), sa_lang (language) and sa_theme (theme). Signing out deletes the tokens and your account details; the language and theme stay until you change them or clear the browser's data.
4. Third-Party Services & Data Sharing
Services the App connects to. Account, donation, reservation, transaction and notification data goes to the smart-ALICE backend at smartalice.dotsoft.gr, over HTTPS. All traffic to smartalice.dotsoft.gr passes through Cloudflare, our content delivery network, which terminates the encryption in order to filter and forward it, and so sees your IP address and the content of your requests. If you ask for a password reset, the email with the reset link is sent through our email delivery provider, which receives your email address. Address search and pin-drops send the text you type or the coordinates you pick, plus your IP address, to OpenStreetMap Nominatim (https://osmfoundation.org/wiki/Privacy_Policy). Map images come from CARTO, which sees your IP address and the area you are viewing (https://carto.com/privacy). Neither receives your name, email, account details or session token. No other external service is contacted.
Who receives your data. The reuse-sector organisation you choose receives your name, email address, pickup or delivery address, phone, notes (including any cancellation note), preferred times, device details and photos, and for a free device what you intend to use it for and your no-resale pledge, so it can collect or hand over the device, and is responsible for what it then does with them. Platform administrators, who approve organisations and monitor the pilot, can see all donations, reservations, purchases and receipts. Other users of the App never see your name, email or address; listings appear under the organisation's name, and public device pages show device information only. If you share a listing or a receipt, it goes to whichever app you choose. We also share data with public authorities where the law requires it.
Where your data is held. On DOTSOFT SA's own servers at its offices in Thessaloniki, Greece, not with a cloud or hosting provider, so it stays in the European Union. The exceptions are Cloudflare, which runs a worldwide network and is based in the United States, and the address lookups and map images above: the OpenStreetMap Foundation is registered in the United Kingdom, and CARTO serves from a worldwide network, so those requests may be answered outside the EEA.
5. Data Retention & Security
5.1 Retention
| Data | Kept for |
|---|---|
| Account profile and favourites | While your account exists; deleted when account deletion completes |
| Donations not yet collected | While your account exists. When account deletion completes, the donation is cancelled, and its description, notes, pickup address and phone, the device's brand, model and serial number, and its photos are deleted; the donation and device records stay, unlinked from you, with only the device category and status |
| Donations already collected | While your account exists. When account deletion completes, the description, notes, pickup address and phone are deleted and the link to you is removed; the device record, including its brand, model, serial number and photos, stays in the device's reuse history |
| Reservations | A reservation still open when account deletion completes is cancelled and deleted, and the device returns to the marketplace |
| Purchases and receipts | While your account exists. When account deletion completes, the delivery address, phone and intended use are deleted and the link to you is removed. The sale record stays with the organisation, including its receipt, which is the organisation's own document and may show details it chose to include |
| Device photos | Stored without hidden metadata. Kept as set out above: deleted with a donation not yet collected, kept with a collected device's record |
| Device records and their reuse history | For the life of the device in the system; any link to your account or other personal data is removed when account deletion completes |
| Notifications | 180 days, or until account deletion completes, whichever comes first |
| Server request logs | 30 days |
| Session tokens | Until you sign out, the session expires, or the account is deleted. Access tokens expire after 1 day and refresh tokens after 365 days; an access token can remain valid for up to 24 hours after you sign out. |
5.2 Security
- All traffic uses TLS. The Android build allows no unencrypted connection.
- Passwords travel only over TLS and are never stored on your device.
- Session tokens sit in platform secure storage, are excluded from device backups and are wiped on sign-out.
- Photo metadata is removed on your device by the mobile app and again on our servers, so a photo is never stored with its location data.
- Address and map services run on a separate unauthenticated connection and never receive your session token.
- Account data is reachable only by authenticated requests, with roles enforced on the server.
- Receipts are stored under random names and open only through links that the server issues to users allowed to see them and that expire after one hour.
- The servers are on DOTSOFT's own premises, so physical access is controlled by DOTSOFT.
No system is perfectly secure. If a breach affects your personal data we will notify you and the supervisory authority as the law requires.
6. Your Rights & Contact Information
Under the GDPR you may access your data and receive a copy, rectify it, ask us to erase it, restrict or object to processing based on legitimate interest, receive it in a portable machine-readable form, and withdraw consent at any time, for example by turning off the App's location permission. You may also complain to a supervisory authority: the CNIL in France (https://www.cnil.fr), or the Hellenic Data Protection Authority (https://www.dpa.gr), since DOTSOFT SA is established in Greece.
You can edit your name, phone number and address yourself under Profile, Personal details, and sign out under Profile, Sign out, which clears the session from your device.
If you have a donor/buyer account, you can delete it yourself, in the App, under Profile, Delete account. You are asked to confirm first; deletion then takes effect immediately, cannot be undone, and signs you out. What is removed and what may remain is set out in the retention table above.
To exercise any other right, including receiving a copy of your data, or to ask us to delete your account rather than doing it yourself, email [email protected] from the address your account uses, or give us enough detail to identify you. We answer within one month, extendable by two for complex requests where the GDPR allows it. When account deletion completes, personal data linked to your account is deleted, except what the retention table above says is kept: the records and photos of devices already collected, and sale records with the organisation's receipt, all with the link to you removed.
Children. smart-ALICE is for adults, and reservations and purchases require you to declare you are 18 or over. We do not knowingly collect data from children under 16. Tell us if you believe we have, and we will delete it.
Changes. We will update this policy when our practices change and show a new date above. Material changes will be announced in the App.
Contact. DOTSOFT SA, Posidonos 71, 55535, Thessaloniki, Greece · [email protected]
This policy is governed by the GDPR and Greek data protection law.