TokenX Privacy Policy

TokenX ("we", "our", or "us") operates the TokenX queue management mobile and desktop application and related services at rubicsoft.com. This Privacy Policy explains how we collect, use, store, and share information when you use TokenX.

By creating an account or using TokenX, you agree to this Privacy Policy and our Terms of Service.

Information We Collect

Account information: company name, email address, password (stored hashed on our servers), timezone, theme preferences, and company logo.
Staff and operational data: staff usernames, roles, department assignments, queue/token records, and optional customer mobile numbers entered by your organization.
Subscription information: subscription status, trial dates, expiry dates, product identifiers, payment channel (Apple, Google, Microsoft, or Paddle/web), and transaction identifiers needed to verify and maintain your company's subscription. We do not receive or store your full payment card details; payments are processed by the app store or Paddle.
Device and diagnostic data: when you submit a support message or bug report, we may collect device model, operating system version, app version, network status, and error details to help resolve issues.
Local device storage: login session data, remembered credentials (stored using platform secure storage where available), and app preferences on your device.
Camera and Bluetooth: camera access is used only to scan TV login QR codes; Bluetooth is used only to connect to receipt printers you choose. We do not collect precise location data for tracking purposes.

How We Use Information

Provide queue management, token generation, reporting, TV display, and printing features.
Authenticate users and maintain your organization account.
Manage free trials, subscriptions, renewals, and restore purchases.
Send account activation, password reset, and service-related emails.
Respond to support requests and investigate reported errors.
Deliver real-time token updates through our messaging infrastructure (PubNub) when your organization uses live queue features.
Check for app updates and display optional in-app rating prompts (no personal data is sent to Apple, Google, or Microsoft for rating prompts).

Third-Party Services

TokenX uses the following categories of third-party services:

Hosting and API infrastructure operated by us at rubicsoft.com.
PubNub for real-time messaging between queue stations and displays.
Apple App Store, Google Play, and Microsoft Store for app distribution, subscription billing, and purchase verification.
Firebase Cloud Messaging (on supported mobile platforms) for push notifications.
Platform services from Apple, Google, and Microsoft when you download, update, purchase, or rate the app through their stores.
Payment processing via Paddle when you purchase a subscription on the TokenX web portal.

We do not sell your personal information. We do not use third-party advertising networks or behavioral tracking SDKs for ads.

Data Retention

We retain account and queue data while your organization maintains an active TokenX account or as needed to provide the service. Subscription records may be retained for billing, fraud prevention, and legal compliance. Historical token records may be archived and purged according to our data retention schedule (typically after 12 months). You may request deletion of your account and associated data as described below.

Your Rights and Choices

Access and correction: Admins can update company profile information in the app.
Subscription management: Manage renewals and cancellations through your Apple, Google, or Microsoft account settings. See our Subscription Terms.
Account deletion: Company admins can permanently delete their organization account from the app (Profile → Delete Account) or via our account deletion page.
Withdraw consent: You may stop using the app and delete your account. Remembered credentials can be cleared by signing out without "Remember me" or by uninstalling the app.
Contact us: Email support@rubicsoft.com for privacy questions or requests.

Security

We use HTTPS for data in transit and industry-standard password hashing. No method of transmission or storage is 100% secure, but we work to protect your information using reasonable administrative and technical safeguards.

International Users

If you use TokenX from outside your home country, your information may be processed on servers located in jurisdictions where our hosting provider operates. By using the service, you consent to this processing where permitted by law.

Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version at this URL and update the "Last updated" date above. Continued use of TokenX after changes constitutes acceptance of the revised policy.