Privacy policy

Ikon Business (“Ikon,” “we,” “us,” or “our”) operates Ikon Sales Force. The field app’s in-app notice refers to the operator as Ikon Business Solutions. This page is the public privacy policy for the product. Use it for Google sign-in, Google Play, and the App Store.

The service is sold to organizations. A field user or an organization admin gets an account because their organization issued it. This policy should be read with that organization’s own notices to its personnel.

• Field app. The customer app for medical representatives and other field users, on Android, iOS, and the web at app.ikonsalesforce.com. An invite code opens the organization that invited you. The same app serves every organization.
• Admin console. Organization admins use {organization}.ikonsalesforce.com, or a custom domain the organization connects. Platform operators use imc.ikonsalesforce.com. Both are the same admin application. It is used to manage organizations, modules, users, devices, approval lines, sign-in, branding, and fleet activity.
• This website. ikonsalesforce.com, including demo requests.

Modules an organization can turn on for the field app include the schedule planner, call reporting, e-detailing, coaching, customer and administrative calls, travelling expenses, activities, the unvisited list, map, KPI, analytics, dashboard, survey, quiz, and team management. An organization that leaves a module off does not collect that module’s records through the service.

For workforce accounts, professional contact records, visit and call reports, location, expenses, coaching, and device records processed so an organization can run its field team, that organization decides the purposes and is the data controller. Ikon processes that data on the organization’s instructions and is the data processor.

Ikon is the controller for platform-operator accounts, for demo requests sent through this website, and for security of the platform itself, including abuse prevention and keeping each organization’s data in its own database schema.

Field app accounts and work records

The organization, or you at its direction, provides:

• Identity and employment details: name, email address, employee number, role, team, manager, base town, and date of joining. Passwords are stored as a hash.
• Field records the modules produce: schedules and their approvals, call and visit reports, products presented in e-detailing, expenses, activities, survey and quiz responses, coaching ratings and feedback, and dashboard layouts.
• Professional contacts the organization maintains, such as a doctor’s name, registration number, designation, and qualification, plus customer, distributor, and territory assignments. These are business records of the organization. The app does not read the personal address book on the device.
• Photos and files you attach to a record, including the file name and type.
• Bug reports, feedback, and suggestions you send from the app.

Schedules, contact lists, and reports that have not synced yet are stored on the device so the app can be used without a signal. They upload when the device is online.

Admin console

Organization admins and platform operators provide, or the console records:

• Name, email address, role, and a hashed password.
• Organization settings: enabled modules, logo and colors, sign-in providers, whether sign-in requires location, mock-location checks, the schedule approval hierarchy, and any custom domain.
• Users they invite, devices they approve or reject, the person who decided, and any rejection reason.
• A catalog of known device models, and fleet counts such as sign-ins, reports, schedules, and device health.
• Sign-in history already collected by the field app, including location, which admins can review on a map.

The admin console keeps a host-only session cookie so a sign-in on one organization is not sent to another organization or to the platform console.

Devices

When the field app signs in or syncs, it sends:

• An installation identifier. On Android this is the Android ID. On iOS it is the vendor identifier, stored in the device’s secure storage. If the platform cannot provide one, the app creates an identifier and keeps it on the device.
• Platform, operating-system version, app version, build number, model, manufacturer, brand, device name, and device type.
• The IP address of the sign-in attempt, and the time the device was last seen.

New installations can be held until an admin approves them, and can be matched against the device catalog. Face ID, Touch ID, and other biometrics stay on the device and are used only to unlock a saved sign-in. We do not receive biometric templates.

This website

A demo request includes your name, work email, organization, role, team size, and any message you write. We use it to reply and to set up a demo. The site does not use advertising or analytics cookies.

The field app asks only for the permissions it needs for the work your organization has turned on. You can decline a permission in the operating system; the related action, such as filing a located report or attaching a photo, will then fail until you allow it.

The field app collects precise location while you are using it. A call report or administrative check-in stores the coordinates, the accuracy, and whether the operating system marked the fix as a mock location. On Android, that report may also store the serving cell tower’s network code, area code, and cell id, so the visit can be checked against the network.

If the organization sets sign-in location to required or optional, the same kind of fix is collected at sign-in, with the IP address. When address lookup is enabled, coordinates may be turned into a short address. Admins can review those sign-in points in the admin console.

The field app requests location while it is open. It does not request the operating-system permission to collect location in the background.

An organization can offer Google sign-in, including Google Workspace, on the field app and the admin console. When it does, we request the OpenID Connect scopes openid, email, and profile.

From Google we receive, and for a linked account we store:

• The Google account identifier (the sub claim) and the token issuer.
• The email address, and whether Google says that email is verified.
• Basic profile fields that may be present on the token, such as your name.
• The time the provider was linked.

We use that information to authenticate you and to match the Google account to an Ikon Sales Force account your organization has already created. Google sign-in does not create an account by itself. An unlinked Google account is refused even when the email address matches an existing user. We do not use Google user data to build advertising profiles, and we do not sell it.

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We use Google user data only to provide sign-in and account linking, which are user-facing features of the app that requested it.
• We do not transfer Google user data to others except to the organization that owns the account, to subprocessors who host the service, where you or that organization direct us, where it is necessary for security, or where the law requires it.
• People at Ikon do not read Google user data except to provide support the organization or you asked for, to investigate a security incident, to comply with law, or when the data is aggregated and cannot reasonably identify you.
• We do not use Google user data for serving advertisements, for determining creditworthiness, or for training generalized artificial-intelligence or machine-learning models.

You can disconnect Google under Security, Linked accounts, in the field app. You can also revoke Ikon’s access from your Google Account permissions. Disconnecting stops future Google sign-in. Work records stay with the organization until it asks us to delete them, as described under account deletion.

The admin console can also enable Microsoft, Apple, GitHub, and Facebook. A provider is offered only after a platform operator configures it and the organization turns it on. We use the same linking rule as Google: we store the provider, issuer, account identifier, and email so an existing account can sign in. We request only the identity scopes needed for that link. GitHub and Facebook are contacted at sign-in to read the account id and verified email. Those providers process the sign-in under their own terms and privacy policies.

• Authenticate users and keep each organization’s session on its own host.
• Provide the modules the organization has enabled, including offline capture and sync.
• Verify visits and sign-ins with location, device, and, on Android, cell-tower data.
• Approve or reject devices, detect mock locations, and investigate failed sign-ins.
• Show managers and admins the schedules, reports, coaching, and fleet activity their role allows.
• Send operational messages the product generates, and reply to support and demo requests.
• Keep the service reliable and protect it against abuse.

Ikon Business does not sell personal information, and does not share it with advertisers or data brokers.

• Your organization. Admins and managers see the field data their role allows, including reports, devices, and sign-in locations.
• Hosting. The API and databases run on dedicated servers in isolated environments in France.
• Maps. Google Maps draws map views in the field app and the admin console. When an organization enables address lookup, sign-in coordinates may be sent to OpenStreetMap’s Nominatim service to produce a short address.
• Sign-in providers. Google, Microsoft, Apple, GitHub, or Facebook, only to complete a sign-in the organization has enabled.
• Demo requests. The details you submit on this website go to our team so we can answer you.
• Law and safety. We share information when the law requires it, or when it is necessary to investigate abuse, a security incident, or a violation of the terms.

Account and field data is kept while the organization uses the service, so reps and admins can rely on the history. System backups are kept for a rolling period of six months.

When an organization’s contract ends, its live data is removed from production. Copies that remain in backups are overwritten as that six-month cycle expires. A deletion request from the organization is handled the same way: we remove the live data they identify, and backup copies age out with the cycle.

Field accounts and organization-admin accounts are issued by an organization. The field app does not offer a self-serve button that erases an employer’s workforce records. You can still ask for access, correction, or deletion. Use the path that matches your account.

Field user or organization admin

• Ask your organization administrator to remove your access in the admin console.
• Ask that administrator to request deletion of your personal data. They should email [email protected] from their work address, name the organization, and name the account.
• Disconnect Google or another provider under Security, Linked accounts, and revoke the app in that provider’s account settings. That stops the sign-in link. It does not delete call reports or other work records.

Organization, for its whole tenant or a user

An administrator emails [email protected] and states the organization, the accounts or data to delete, and a way for us to confirm they control that organization. We delete the live production data covered by a verified request. Backups then expire on the six-month cycle in the retention section.

Platform operator or demo request

Email [email protected]. We will delete the platform-operator account or the demo-request record, subject to any record we must keep to meet a legal duty.

Some records are the organization’s business data, such as a submitted call report or an approved schedule. The organization decides whether that record is deleted or retained. Ikon acts on the organization’s instruction.

• Traffic between the apps, the admin console, and the API uses HTTPS.
• Passwords are stored as cryptographic hashes. Sign-in provider secrets are encrypted.
• Each organization’s data is stored in its own database schema.
• Admin sessions use a host-only cookie. A session on one organization is not presented to another. Platform-operator tokens are accepted only from the platform console’s own origin.
• Devices can be held for approval and compared with a catalog of known models.

No method of transmission or storage is completely secure. We cannot guarantee absolute security.

Ikon Sales Force is a workplace product for the personnel of our customers. It is not directed to anyone under 18, and we do not knowingly collect personal information from children. If you believe we have, email [email protected] and we will delete it.

We post updates on this page and change the effective date. The page at this address is the policy to use for Google sign-in and the app stores. The shorter notice inside the field app may be updated on a different release. Where they differ, this page is the public policy.

Questions about Ikon Sales Force, including deletion requests from an organization, go to [email protected].

Password resets and other automatic messages are sent from [email protected]. That address is not monitored.

Ikon Business can be reached at [email protected] and at ikonbusiness.com.

Field users should contact their organization administrator first. We act on deletion and correction requests that come from the organization, which is the controller of that data.

Read the Terms of Service