1. Introduction
Smart Lubrication helps teams plan, record, and review lubrication and maintenance work. This policy concerns the Smart Lubrication App and its associated management dashboard, rather than enquiries or subscriptions made through the public VAS website.
References to "we," "us," and "our" mean VAS Tribology Solutions Pvt. Ltd. References to "your organization" mean the organization that provides or manages your access to Smart Lubrication.
Accounts are created by enterprise or plant administrators. The app does not offer direct user self-registration.
Maintenance records can identify the people who carry out or review work. This policy therefore addresses work-related personal information as well as account information.
2. Information We Collect
The records available in Smart Lubrication depend on your role and the features your organization uses. These include:
- Account and profile information: name, business email address, username or user ID, role, organization, plant assignment, and a profile image where one is provided. Authentication tokens maintain your signed-in session.
- Work and attendance information: assigned tasks, completion status, work dates, attendance entries, and records used to review task performance and staff workload.
- Field evidence: inspection photographs, videos, recorded voice remarks, observations, and descriptions associated with equipment conditions or maintenance work, where these are provided.
- Operational information: machine, lubricant, inspection, and maintenance records described in Section 5.
- Asset identification and location: QR or barcode scan results and approximate device location used during manual asset tagging, as described in Section 4.
- Device and service information: app version, network connection status, access and API error logs, synchronization failures, and push-notification registration tokens.
3. Camera and Image Access
The camera is used to scan equipment QR codes or barcodes and capture inspection photographs. Photo-library or storage access supports attaching maintenance images and updating your profile picture. Submitted images and voice remarks are uploaded and linked to the relevant profile or work record.
The microphone is used when you choose to record a spoken maintenance remark. Camera, microphone, and photo access are requested when required by the feature you use. You can manage these permissions in your device settings; denying access can prevent the related scanning, capture, or attachment feature from working.
When adding evidence, include only material relevant to the task. Avoid capturing unrelated people, identity documents, or confidential information that is not needed for the work.
4. Location Information
Smart Lubrication associates work records with an organization, plant, plant area, machine, or tank. These worksite identifiers are distinct from a device's GPS location.
Approximate device location is used only during manual asset tagging. Smart Lubrication does not continuously track your location or access it in the background. Location permission is requested for this feature and can be managed in your device settings.
5. Machine and Maintenance Data
Smart Lubrication organizes information used to manage equipment and lubrication work, including:
- Plant areas, equipment identifiers, tanks, and lubricant records.
- Task assignments, schedules, completion, pending work, and overdue work.
- Machine operating states, inspection responses, hold or exception reasons, execution timestamps, and supervisory approvals.
- Lubricant consumption, stock balances, filtration, and leakage records.
- Oil analysis, temperature, pH, concentration, and other condition reports.
- Reported abnormalities, supporting images or videos, and follow-up information.
Operational information may also be personal information when it is linked to an identifiable employee, engineer, reviewer, or other user.
6. How We Use Information
Smart Lubrication uses account and operational information to:
- Associate users with an organization, plant, and role.
- Schedule work, assign tasks, and record field activity.
- Connect observations and supporting evidence to the relevant equipment.
- Present maintenance, consumption, condition, and task-performance reports.
- Help teams review attendance and plan staff workload.
- Synchronize offline work, diagnose service errors, and support users.
- Send task assignments, critical threshold warnings, and service updates.
When you work offline, task records and pending uploads are stored on your device. Queued work synchronizes with the service when connectivity returns. Background synchronization of work records is separate from location access and does not involve background location tracking.
The service provides in-app alerts and push notifications. Firebase Cloud Messaging delivers push notifications using a device registration token. You can manage notification permissions in your device settings.
8. Data Security
The core API and primary database are hosted within Amazon Web Services virtual private clouds. Hosting uses the AWS Mumbai region (ap-south-1) or the region configured for the enterprise tenant. Uploaded inspection media, voice remarks, and profile images are stored in Amazon S3.
Data is encrypted in transit using HTTPS with TLS 1.2 or 1.3 and at rest using AES-256. Access is controlled through authenticated accounts and role-based permissions. Administrative infrastructure access is restricted to designated technical personnel through controlled VPN or bastion access.
The app stores offline task data and synchronization queues locally, with sensitive session credentials in encrypted storage. Sessions can be invalidated to revoke access. Session invalidation is not the same as deleting information from a device or from the service.
Keep your login credentials private. Contact your organization administrator or the contact below if you believe someone has accessed your account without authorization.
No storage or transmission method can guarantee absolute security.
9. Data Retention
- Uploads and reports: retained for 3 to 5 years according to the enterprise client's contract and maintenance audit requirements.
- System and access logs: retained for 90 days before automatic purging.
- Backups: retained on a 30-day rolling snapshot cycle, after which the snapshots expire.
- Account records: deleted from the primary database within 30 days of a verified deletion request, as described in Section 10.
Operational machine logs, inspection history, and lubrication audit trails are retained for industrial compliance after account deletion in anonymized form, with personal identifiers removed and the records unlinked from the account. Backup copies expire through the rolling backup cycle rather than being erased immediately when a primary record is deleted.
Local offline records and pending uploads are distinct from server records. The app's Refresh Data controls can reset or refresh local data; this does not request deletion of synchronized server records.
Signing out or uninstalling the app is not a request to delete information held by the service. Use the contact details in Section 10 for deletion enquiries.
10. User Rights and Account Deletion
You can request access to or correction of your personal information, or request account and data deletion, through your organization administrator or by emailing info@tribologysolutions.com.
- Include your name, account identifier, and organization, and state whether you want to delete your account, particular records, or both. Do not send your password.
- We verify the request and identify the relevant account and records, coordinating with your organization administrator where needed.
- Following verification, account and associated personal records are permanently deleted from the primary database within 30 days. Retained operational records are anonymized and unlinked, and backup copies expire as described in Section 9.
The rights available to you depend on applicable law and the respective responsibilities of VAS and your organization.
Opening an email app does not submit a request. Send your message to begin the enquiry or deletion-request process. Account deactivation, signing out, and uninstalling the app are not substitutes for data deletion.
11. Third-Party Services
- Amazon Web Services: hosts the API and database and stores maintenance media and profile images through Amazon S3.
- Google Firebase Cloud Messaging: processes device registration tokens and notification payloads to deliver push notifications.
- Enterprise systems: your organization's configured maintenance or ERP systems receive synchronized work records where those integrations are used.
App stores used to distribute Smart Lubrication handle downloads and updates under their own privacy terms.
Services used on the public VAS marketing website should not be assumed to be the same services used by Smart Lubrication.
12. Changes to This Privacy Policy
We may update this policy to reflect changes in the service or applicable requirements. The date at the top of the page identifies the latest published version.
Changes to this policy do not themselves grant access to your device or replace any required permissions or consent.
13. Contact Us
For questions about this policy or Smart Lubrication privacy matters, use the VAS contact details below:
VAS Tribology Solutions Pvt. Ltd. info@tribologysolutions.com +91-657-2383238Include "Smart Lubrication privacy enquiry" in the subject line so the team can identify your message.