Privacy policy
Last updated: November 10, 2026
1. Who we are
Okips is operated by Idílico Trapézio, Unipessoal, Lda. (VAT 517307286), Caminho da Igreja Velha, 44, 9020-087 Funchal, Portugal. We are the data controller for the personal data described in this policy. For any privacy question or request, write to [email protected].
The organizations that use Okips decide what they record about their own clients, sites, equipment and work orders. For that content the organization is the controller and we process it on its behalf, only to provide the service.
2. What data we collect
- Account: name, email, password (stored only as a hash) or the id of your Google or Microsoft sign-in, profile photo and language.
- Workspaces and content: organization details, members and roles, and what you add to the app: clients, sites, equipment, work orders, checklists, parts, stock and files.
- Billing: billing name, VAT number, address and payment history. Card details are handled by Stripe; we never see or store them.
- Product usage (analytics): an opaque user id, the active workspace (name and plan), the pages you open (without query strings) and product events such as "work order created". We do not send your email, your name or the contents of forms. PostHog derives an approximate location (country, region and city) from your IP address; the IP address itself is not stored with the events.
- Only with your consent: session replays, survey answers and heatmaps (where you click and scroll). Replays hide all text and inputs and block images, so they show the layout of the screen, not your data.
- Technical data: IP address and browser information in our hosting provider's logs, used for security.
3. Why we use it and on what legal basis
| Purpose | Legal basis (GDPR) |
|---|---|
| Providing the service: account, workspaces, work orders, files, offline mode | Contract (Art. 6(1)(b)) |
| Service emails: sign-in codes, invitations, notifications | Contract (Art. 6(1)(b)) |
| Billing, invoices and tax records | Contract and legal obligation (Art. 6(1)(b) and (c)) |
| Security, abuse and fraud prevention | Legitimate interest (Art. 6(1)(f)) |
| Product analytics without cookies (pages and events) | Legitimate interest in improving the product (Art. 6(1)(f)); you can object at any time |
| Session replays, surveys and heatmaps | Consent (Art. 6(1)(a)); you can withdraw it at any time |
4. Cookies and local storage
We only use what the app needs to work, plus analytics storage if you accept it. We do not use advertising cookies.
| Name | Type | Purpose | Duration |
|---|---|---|---|
| Strictly necessary (always on) | |||
| upk_locale | Cookie | Remembers your language | 400 days |
| upk_consent | Cookie | Remembers your cookie choice | 6 months |
| accessToken, refreshToken, orgId | Local storage | Keeps you signed in and remembers the active workspace | Until you sign out |
| upkips (database) | IndexedDB | Offline copy of your work so the app works without network | Until you sign out |
| Stripe cookies | Cookie | Fraud prevention during checkout (set by Stripe) | Set by Stripe |
| Analytics (only if you accept) | |||
| ph_*_posthog | Cookie and local storage | Anonymous PostHog id, so visits can be linked for replays, surveys and heatmaps | 1 year |
| ph_*_window_id and similar | Session storage | Groups the events of one browser tab into a session | Until the tab is closed |
Cloudflare Web Analytics, which counts visits to our public pages, does not use cookies.
You can change your choice at any time:
5. Who we share it with
We do not sell personal data. We use these service providers (processors), under data processing agreements:
- Cloudflare — hosting of the app and API, file storage and Web Analytics.
- Neon — database hosting.
- Resend — sending emails.
- Stripe — payments and invoicing.
- PostHog (EU Cloud, data stored in the EU) — product analytics, session replays, surveys and technical error reports.
- Google and Microsoft — only if you choose to sign in with them.
Some of these providers are based in the United States. Transfers outside the EU are covered by the EU-US Data Privacy Framework or by the European Commission's Standard Contractual Clauses.
6. How long we keep it
- Account and workspace data: while your account or the organization's workspace is active, and deleted after it is closed, except what we must keep by law.
- Billing records: 10 years, as required by Portuguese tax law.
- Session replays: 30 days.
- Analytics events: linked only to an opaque id, kept while useful for understanding how the product is used.
7. Your rights
You can ask to access, correct, delete or export your data, to restrict its use, and to object to processing based on legitimate interest (including analytics). Where we rely on consent, you can withdraw it at any time without affecting what was done before. Write to [email protected]; we answer within one month. If the data belongs to an organization's workspace, we may forward your request to that organization.
You can also complain to the Portuguese data protection authority, the CNPD (www.cnpd.pt), or to the authority where you live.
8. Security
All traffic is encrypted (HTTPS). Passwords are stored as hashes, access inside a workspace follows roles, and data from one organization is never shown to another without a link both accepted.
9. Changes to this policy
When we change this policy we update the date at the top. If a change affects how we use your data, we will tell you in the app or by email, and ask for consent again where needed.