Privacy Policy

1. Introduction

This Privacy Policy explains how SIKOMBO AS (“Sikombo,” “we,” “our,” “us”) collects, uses, and protects your personal data when you use the Sikombo platform (the “Service”, “Platform”).

We are committed to protecting your privacy and handling your data transparently and securely. Our policy is to collect only the data necessary to provide and improve the Service, in compliance with the General Data Protection Regulation (GDPR).

Legal Basis for Processing

We process personal data under Article 6(1)(b) GDPR (performance of a contract). The municipality is the data controller, and we act as its data processor. We process data only to provide and maintain our service in line with our agreement, including operating the system, ensuring performance, and delivering support. We do not use the data for our own purposes and act solely on the municipality's instructions.

2. What Data We Collect

When you use the Sikombo Platform, we collect and process the following categories of data:

Account & Profile Data:

• Full Name (First and Last Name).
• Email address.
• Your role within your organization (Tenant, Janitor, or Administrator).
• Your organization affiliation.

Case Data:

• Information you provide when creating a case, such as the case type, category, location, and a detailed description of the issue.
• Photos or files you upload as attachments to a case.
• Status updates, comments, and internal notes related to the case, along with timestamps and the identity of the user who made the update.

Chat Data:

• Messages exchanged between you and other users (e.g., tenants, janitors, administrators) within the context of a specific case.
• The original language of your messages and your preferred language setting for translation.

Technical & Usage Data:

• Device and browser information, operating system, and IP address (used temporarily for security and debugging).
• Limited logs of your interactions with the Service to diagnose issues and ensure security.

We do not intentionally collect special categories of personal data (e.g., health, religion). If you voluntarily provide such information within a case description or chat, it will be processed as part of that data category.

3. How We Use Your Data

Your data is used exclusively to provide and improve the Service. This includes:

• To Operate the Platform: Creating and managing your account, authenticating you, and enabling you to access features relevant to your role.
• To Facilitate Case Management: Allowing tenants to report issues, enabling janitors and administrators to view, manage, and resolve these cases, and maintaining a historical record of actions taken.
• To Enable Communication: Facilitating real-time chat between relevant parties and providing AI-powered translation to bridge language barriers.
• To Ensure Security and Performance: Monitoring for security threats, debugging technical issues, and analyzing aggregated, anonymized usage data to improve the Service.

We do not sell your personal data. We do not use your personal data for marketing or advertising purposes.

4. Who Can Access Your Data

Access to your data is strictly limited based on the principle of least privilege:

• You: You can access your own profile information, the cases you are involved in (as a creator or assigned party), and the associated chat history.
• Other Users in Your Organization:
• Administrators can typically view all cases and associated data within their organization to manage operations.
• Janitors can only view the details of cases that are specifically assigned to them.
• Tenants can only view their own cases.
• The visibility of chat messages is restricted to the participants of a specific case chat.
• Sikombo Staff: Our staff access is highly restricted. We do not access your individual case details or chat conversations unless it is strictly necessary for providing technical support at your request or for investigating a security incident.

5. How We Protect Your Data

We implement robust technical and organizational measures to protect your data:

• Authentication: All user authentication is handled in a specialized identity platform, ensuring industry-standard security for your credentials.
• Access Control: We enforce strict role-based access controls within our systems to limit who can see your data.
• Regular Security Audits: We regularly monitor our systems for vulnerabilities and conduct security assessments.

6. How Long We Keep Your Data

• Account Data: Your account information is retained as long as you are an active member of an organization on the Platform. If your affiliation with the organization ends (e.g., you move out or your employment ceases), your account will be deactivated, and your data may be anonymized or deleted in accordance with our agreement with your municipality.
• Case and Chat Data: This data is retained as part of the organization's operational records. Retention periods are determined by the data controller (your municipality) and applicable legal requirements.
• Inactive Accounts: We may anonymize or delete data associated with accounts that have been inactive for an extended period (e.g., 24 months), subject to our agreement with the municipality.

7. Your Rights

Under the GDPR, you have several rights concerning your personal data:

• Right to Access: You have the right to request a copy of the personal data we hold about you.
• Right to Rectification: You can request the correction of inaccurate or incomplete data in your profile.
• Right to Erasure (“Right to be Forgotten”): You can request the deletion of your personal data, subject to legal and contractual obligations.
• Right to Restrict Processing: You can request that we limit the way we use your data.
• Right to Data Portability: You have the right to receive your data in a structured, machine-readable format.
• Right to Object: You can object to the processing of your data for our legitimate interests.

To exercise these rights, please contact us at the email address provided below. Note that some requests may need to be forwarded to your housing provider, who is the data controller.

8. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. We will notify you of any significant changes through the Platform or by email. The latest version will always be available on our website.

9. Contact

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at