NEXUS PRIVACY POLICY - WORKING INFORMATION INVENTORY
Prepared from current Nexus design discussion

IMPORTANT
This is a working inventory for drafting the Nexus privacy policy. It describes the intended production behavior discussed prior to deployment. Retention/cleanup behavior should be verified against the final deployed code.

1. APPLICATION PURPOSE
Nexus is an internal mobile application used by Superior Supply & Steel outside sales representatives to interact with the company's locally hosted Microsoft Dynamics AX environment while away from the office.

Nexus allows authorized users to:
- Search and view company customer/business records.
- View and edit existing customer information.
- View and edit existing customer contacts.
- Review contact-specific CRM activity history.
- Create business activities that document interactions with customer contacts.
- Record business-expense information related to those activities.
- Capture or select business-expense receipt images and associate them with the applicable AX Activity.

Planned capabilities include creating new customer contacts, viewing sales orders and quotations, geolocation features, and speech-to-text. These planned capabilities should be reviewed before deployment and incorporated into the privacy policy when implemented.

2. USERS AND DEVICES
Nexus is intended only for internal Superior Supply & Steel employees, specifically outside sales representatives.

Nexus is installed on company-owned and company-managed phones/tablets. Company devices use company-provided PINs.

3. EMPLOYEE IDENTITY AND AUTHENTICATION INFORMATION
Nexus/AX may process employee identity and authentication-related information including:
- First name and last name.
- Network Alias.
- AX/employee identifier.
- Device code.
- Persistent device authentication token.
- Session identifier and authorization information.

The Network Alias and AX/employee identity are used to authenticate and authorize the employee. Employees whose Active Directory account is removed no longer have a valid Network Alias for access.

4. CUSTOMER BUSINESS INFORMATION
Nexus processes company/customer CRM records, including information such as:
- Customer/company name.
- Business/account identifier.
- Address information.
- Phone number.
- Email address.
- Customer notes and CRM information.

Authorized Nexus sales representatives can view and edit all existing customer records available through Nexus. Nexus users cannot create new customer records.

5. CUSTOMER-CONTACT PERSONAL INFORMATION
Nexus processes personal information concerning employees/contacts of Superior's customers. This can include:
- Name.
- First, middle, and last name.
- Job title and profession.
- Business or contact phone numbers.
- Cellular phone number.
- Email address.
- Address, street, city, state, ZIP code, and county.
- Whether the contact has left the company.
- Birthday and ordinary relationship information useful to the sales representative.

The purpose of maintaining this information is customer relationship management and allowing sales representatives to provide a more personalized customer experience.

Authorized Nexus sales representatives can view and edit existing customer contacts across the customer list. Nexus currently does not create new contacts, although contact creation is planned.

Nexus is not intended to collect sensitive personal information. Users should not enter information such as Social Security numbers, immigration/residency information, or similar sensitive information into Nexus.

6. CRM ACTIVITIES AND NOTES
Sales representatives use Nexus Activities to document normal business interactions for future reference.

Activity information may include:
- Customer and contact association.
- Date of interaction.
- Description of the interaction.
- Notes or memo describing what was discussed.
- Business-expense purpose/context.
- Expense amount.
- Related receipt documentation.

These notes are intended to preserve ordinary CRM/business history, such as recording that a representative met with a contact for lunch and discussed an upcoming order or project. Activities are not intended for sensitive personal information.

7. BUSINESS-EXPENSE RECEIPTS
Receipt functionality is strictly for business-expense documentation.

Nexus may access:
- Device camera, to photograph a business-expense receipt.
- Device photo library, to allow the employee to select an existing business-expense receipt image.

A receipt captured through Nexus is not saved to the device's normal photo gallery. The image is processed/transmitted through the Nexus receipt workflow and associated with the applicable AX Activity.

After successful processing, the final receipt becomes an AX-managed document attachment associated with the business Activity.

8. LOCAL DEVICE STORAGE
Nexus uses local device storage to support customer search, authentication, and reliable/restart-safe workflows.

Locally stored information includes or may include:
- Business Summary customer-search cache.
- Sync metadata.
- Saved authentication/device information.
- Pending Activity drafts and workflow state.
- Pending Receipt drafts and workflow state.
- Prepared receipt images needed for submission/retry.
- Technical identifiers such as correlation IDs, timestamps, statuses, retry information, and error information.

The Business Summary cache is retained on the company device to support customer searching and synchronization.

9. INTENDED PRODUCTION RETENTION AND CLEANUP
Before production deployment, Nexus will implement successful-workflow cleanup.

Intended production behavior:
- Pending/in-progress Activity drafts remain locally stored while required to complete the workflow.
- Pending/in-progress Receipt drafts and working receipt images remain locally stored while required to complete the workflow.
- Successfully completed Activity drafts are deleted from the device after confirmed success.
- Successfully completed Receipt drafts and their local working receipt images are deleted from the device after confirmed success.
- Failed workflow data may be retained when necessary for retry or troubleshooting. A longer-term failed-item cleanup policy should be established separately.
- Business Summary customer-search information may remain cached locally.
- Completed business records remain in Superior's internal AX/business systems.
- Successfully submitted receipts remain as AX-managed document attachments.

The document-attachment architecture separately removes temporary document staging files after confirmed AX attachment success while preserving the permanent AX archive copy.

10. INTERNAL DATA PROCESSING AND SHARING
Nexus is designed as an internal company application. Superior Supply & Steel hosts its own servers and operates AX locally.

Nexus data is not intentionally sent to outside companies or third-party application services as part of the Nexus business workflow. Customer, contact, CRM, activity, expense, and receipt information is processed using Superior's internal systems.

Privacy-policy wording should avoid an absolute claim that device operating systems can never transmit technical information unless device/OS behavior is separately audited.

11. INTERNAL ACCESS
Nexus is restricted to authorized internal employees.

Authorized Nexus sales representatives may access customer and customer-contact records for legitimate sales and customer relationship management activities. Current Nexus authorization permits sales representatives to view and edit all existing customers and contacts available through the application, rather than only accounts individually assigned to that representative.

12. CUSTOMER/CONTACT CORRECTIONS AND REMOVAL REQUESTS
A customer or customer contact can contact their Superior sales representative or Superior Supply & Steel directly to request that CRM information be corrected or updated.

Authorized employees can update CRM information through Nexus or AX.

If removal is requested, the company may delete the contact information or mark the contact inactive, depending on the circumstances and applicable business/record-retention needs. The privacy policy should not promise unconditional deletion of every associated historical business record.

13. SECURITY CONCEPTS
Current known security characteristics include:
- Company-owned and company-managed devices.
- Company-provided device PINs.
- Authorized employee access.
- Company identity/Network Alias authentication.
- Internal company-operated infrastructure.
- Session/request validation associated with Nexus workflows.

The privacy notice should not claim unverified controls such as remote wipe, specific mobile-device-management products, or particular encryption mechanisms unless those controls are separately verified.

14. PLANNED FEATURES REQUIRING FUTURE PRIVACY REVIEW
Before enabling these features, their exact collection and retention behavior should be reviewed:

Geolocation
- Whether location is precise or approximate.
- Whether collection occurs only while using Nexus or can occur in the background.
- When location collection begins and ends.
- Whether location coordinates are retained.
- Whether location is associated with an Activity/customer/contact.

Speech-to-text
- Whether audio is processed locally or by another service.
- Whether audio leaves the device.
- Whether raw audio is retained.
- Whether only the resulting text is retained.

Sales orders and quotations
- Exactly which transactional fields Nexus displays/caches.
- Whether any additional personal information is included.

New contact creation
- What fields users are allowed to create.
- Validation/restrictions against entering sensitive personal information.

15. PRIVACY-POLICY PURPOSES
The information processed through Nexus is used for purposes such as:
- Authenticating and authorizing authorized employees.
- Providing access to company CRM/business information.
- Maintaining customer and business-contact records.
- Supporting customer relationship management and personalized business interactions.
- Documenting business interactions and preserving CRM history.
- Recording and documenting authorized business expenses.
- Attaching business-expense receipts to the applicable AX Activity.
- Maintaining reliable request, response, synchronization, retry, and workflow processing.
- Protecting and operating the application and internal business systems.

16. ITEMS TO VERIFY BEFORE FINAL PRIVACY POLICY / DEPLOYMENT
- Verify completed Activity draft deletion in the final Nexus code.
- Verify completed Receipt draft deletion in the final Nexus code.
- Verify the prepared/local receipt image is deleted after successful receipt completion.
- Decide how long failed Activity/Receipt drafts and failed images are retained before cleanup.
- Review application/server logging retention.
- Review FTP/message-file retention and cleanup if relevant to Nexus production processing.
- Verify final device permissions requested by the production mobile build.
- Revisit this privacy inventory before enabling geolocation or speech-to-text.

END OF WORKING INVENTORY