01Who we are and what this covers
Core Systems is a Saudi company that implements e-Maintain, the CMMS platform developed by Bitminds, in Saudi Arabia. This policy explains how we handle personal information on this website and in the services we provide. Our mobile app is covered by a separate app privacy policy, which sets out app permissions, location data and account deletion in detail.
02Our role and our customers' role
When an organization subscribes to Core Systems, that organization decides what data goes into its workspace and who may see it. It is the data controller, and we act as its processor, handling that data only on its documented instructions.
We are the controller for the information we collect directly: website enquiries, demo requests, account credentials, and technical and security logs.
03Information we collect
We collect only what we need to answer you and run the service:
- Information you give us: name, company, job title, email, phone number and your message when you contact us, book a demo or subscribe to updates.
- Account information: the credentials and profile details created when your organization sets up its workspace.
- Workspace content: work orders, assets, inspections, attachments and related records your organization enters into the platform.
- Technical data: IP address, browser and device type, operating system, referring page, pages visited and time spent, from server logs and analytics.
- Cookies and similar technologies: see the Cookies section below.
04How we use your information
- Respond to demo requests, enquiries and support tickets.
- Provide, operate, maintain and improve the platform and this website.
- Keep the service secure and prevent fraud, abuse and unauthorized access.
- Send service messages and required notices about your account.
- Send product updates and marketing only where you have opted in. You can unsubscribe at any time.
- Meet our legal and regulatory obligations.
We do not sell your personal information, we do not share it with data brokers, and we do not use it for advertising profiles.
05Legal bases for processing
Where the Saudi Personal Data Protection Law (PDPL), the GDPR or a similar law applies, we rely on:
- Performance of a contract, to deliver the service you or your organization signed up for.
- Legitimate interests, to secure and improve the platform, balanced against your rights.
- Consent, for marketing and non-essential cookies, which you may withdraw at any time.
- Legal obligation, where the law requires us to keep or disclose data.
06Cookies and analytics
This website uses essential cookies it needs to work, and analytics that show us which pages are useful. Analytics data is aggregated and is not used to build advertising profiles. You can block or delete cookies in your browser settings, though turning off essential cookies affects how the site works.
07Sharing your information
- Service providers working on our behalf (hosting, email delivery, analytics and support tools), under contract, bound by confidentiality and with no independent right to use your data.
- Your organization, where you use the platform through a workspace it controls.
- Legal reasons: to comply with the law or a similar process, or in good faith to protect our rights, your safety or others', or to investigate fraud.
- A merger, acquisition or sale of assets, in which case the acquirer stays bound by this policy or notifies you before any material change.
08International transfers
We are based in the Kingdom of Saudi Arabia and use service providers that may process data elsewhere, including the European Economic Area and the United States. When we transfer personal data across borders, we use an approved safeguard, such as an adequacy decision or Standard Contractual Clauses, so your data keeps the same level of protection. Contact us for details of the safeguard used for a specific transfer.
09How long we keep data
- Enquiry and demo request data: up to 24 months from your last contact with us.
- Account data: while your account is active, then deleted or anonymized within 90 days of closure.
- Workspace content: while your organization's subscription is active, then returned or deleted within 90 days unless it instructs otherwise.
- Server, security and access logs: up to 12 months.
- Records we must keep by law: for the period the law requires.
10Data storage and security
Your information is encrypted in transit and at rest, and access is limited to authorized Core Systems personnel on a need-to-know basis. We apply technical and organizational measures against unauthorized access, alteration, disclosure or loss, and review them periodically. We keep an incident response process, which includes notifying you and the relevant authority of a personal data breach where the law requires it. No system is completely secure, so we cannot guarantee absolute security.
11Your rights
You may ask us to give you access to your personal information, correct it, delete it, restrict or object to how we process it, provide it in a portable format, or withdraw a consent you gave. Email info@coresystems.sa and we will respond within 30 days. A first request is free, and exercising your rights never leads to reduced service.
If the data sits in an employer's workspace, we forward your request to them and help them answer it. You also have the right to complain to the Saudi Data & AI Authority (SDAIA), the competent authority under the PDPL.
12Children
Core Systems is a business tool for adults in employment. It is not directed at children, and we do not knowingly collect personal information from anyone under 16. If we learn that we have, we delete it promptly.
13Changes to this policy
We may update this policy from time to time. The new version is posted on this page with a revised effective date. Where a change is material, such as a new category of data, purpose or recipient, we notify you by email or in the product before it takes effect.
14Contact
For any privacy question, request or complaint, email info@coresystems.sa. For questions about the Core Systems mobile app, email support@coresystems.sa.
Core Systems
Head office: Al Olaya Street, Saudi Arabia
Email: info@coresystems.sa