Privacy Policy

This Privacy Policy explains how the DCSIM Service Desk hand receipt application (the “Service”) collects, uses, and protects information. By using the Service you agree to the practices described here.

Information we collect

• Account information — your name, email address, rank (where applicable), and role, used to authenticate you and control access.
• Hand receipt data— information entered to create and manage hand receipts, including the names, ranks, units, contact numbers, and email addresses of the sending and receiving parties; equipment details (make, model, serial number, device name); quantities; and the recipient’s signature.
• Usage and technical data — records needed to operate the Service, such as timestamps and audit entries of actions taken.

How we use information

• To create, display, and manage digital hand receipts and track custody of equipment.
• To generate PDF hand receipts and send transactional email notifications (for example, a new hand receipt, a completed return, or an “items ready for pickup” notice).
• To authenticate users, enforce access controls, and maintain an audit trail.

Email delivery

Transactional emails are delivered through a third-party email provider (such as Google/Gmail or Resend). The content of those emails — hand receipt details and links — is transmitted to that provider solely to deliver the message.

How we share information

We do not sell personal information. Information is shared only as necessary to operate the Service — for example, with the email delivery provider above and the hosting and database infrastructure that runs the application. We may disclose information where required by law or by applicable government policy.

Data retention

Hand receipt records and audit entries are retained as long as needed to maintain equipment accountability and to meet record-keeping requirements. Account information is retained while your account is active.

Security

Access to the Service requires authentication, and access controls limit users to the data appropriate to their role. No system can guarantee absolute security; please protect your credentials and notify an administrator of any suspected compromise.

Your choices

You may request corrections to your account information by contacting an administrator. Because hand receipts are accountability records, they may not be deletable on request.

Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the “Last updated” date above.

Contact

Questions about this policy can be directed to the DCSIM Service Desk.