OK Alone Employs Robust Security Measures

Data, including location data, is stored so that any alerts related to worker safety can be resolved and reviewed. Data is also stored so there is a full audit trail of all actions carried out in the system.

OK Alone takes data privacy very seriously, making sure internal access to customer’s personal data is on a need to know basis. All users with access to personal data have individual logins and standard industry security practices are maintained.

OK Alone customers also have a great deal of control over which people internally see personal data.
There are three levels of user access rights for the Monitors, each of which grants different access to personal data.

Admin – Full access to the system
Non-Admin – Limited access to the system
Extended Privacy – Restricted access to the system to protect Worker privacy

Workers do not have access personal data. All interaction between Workers and the system occurs through an encrypted connection with the app. Combined, this ensures people’s data stays private.

Learn more here https://okalonedocs.com/monitor-access-levels/

There are two kinds of users of the system. Workers, the people in the field whose safety is being monitored, use the app. Monitors, the people responsible for taking action on any alerts generated by Workers, use the browser based Dashboard, typically on a PC or Smartphone.
The unique identifier of the Worker is an OK Alone generated PIN. Whilst it is best practice to use the worker’s name, it is not a requirement. Anonymised data like ID numbers, building names or team names can be used.

Monitors need an email to login. That email does not need to be a work email or an email containing their name, although again, this is normal practice. For those who want alerts, an email and/or phone/cell number are necessary.

If scheduling is required, shift information is needed too. All other data is generated from within the Ok Alone system. In short, little if any client data is required to set-up OK Alone, but most clients provide a name, email and phone number(s).

There are 4 key aspects to data storage.
First, the data relating to the workers and monitors. This is held whilst the account is open, but the addition and deletion of this data is controlled by you (the Company).

Second, the location data of the workers is held for 30 days in the live database.

Third, the transactional data about workers activity (i.e. start/end shifts, check-ins, help alerts, messages sent). This data is held for 1 year in the live database.

Fourth, back-ups are taken regularly and held in storage outside of the main system. This data is held for extended periods of time due to legal requirements (i.e. The Occupational Health and Safety Regulation or the OHS provisions of the Workers Compensation Act.)

The servers used by OK Alone are located in Canada. Data is kept in Canada and is subject to PIPEDA (Personal Information Protection and Electronic Documents Act). This ensures all data received from customers is kept securely.

Data is hosted in Microsoft Azure Data Centres. Check here for complete list of certifications and policy docs

https://docs.microsoft.com/en-CA/compliance/

More answers to common privacy and data storage questions can be found on the Privacy Officer page.

Workers have the choice of choosing between 3 location settings on the App – GPS High, GPG Normal and Non GPS.

We recommend using GPS Normal as the phone will send a location update every few minutes and uses less data than GPS High, however Non GPS will work as well.

We ran some tests on GPS Normal and Non GPS , and the results are as follows:
The data usage is about 250kb (0.25 MB) an hour
This is approximately 10MB per 40 hour week.

OK Alone is available for free on both the iPhone App Store and Android play Store. When a worker is added to OK Alone they are sent an sms with their unique pin number and a link to easily download the app.

We also have a webapp version of the worker app – available at https://app.okalone.net and this can also be downloaded from the Microsoft App Store to use on desktop devices.

Our management dashboard, used by monitors is cloud-based and available for all browsers and devices at https://my.okalone.net. The Dashboard can also be saved to the desktop or smartphone so it has it’s own icon and can easily be accessed at any time.

In order to maintain system security, compliance and risk management, an assessment is completed on the update. A New/Major release is subject to a full assessment. Patch releases are assessed based on risk of changes to the application functionality and Emergency Releases forego assessments temporarily until a full assessment can be completed.

Our systems have a live backup running alongside the main systems, this backup is always up-to-date with the latest data. This means that if the main system failed, the second/back-up system could be quickly brought online using the most recent back-up data.

We also take full backups of our core systems which are stored off-site and can be used to bring the systems back online if the main recovery system fails.

Core systems require strong passwords (i.e. 8 characters or more, lower and upper case, special characters, alphanumeric) and these are updated regularly. Two-factor authentication is also enforced when appropriate to increase security. Non-core systems, encourage the use of strong passwords, but more flexibility is accepted.

The OK Alone system is protected in a number of ways. Cloudflare offers industry-leading protection and shields OK Alone from DDoS attacks and other malicious activity.
Our own systems also have protection from Imunify 360 and built-in firewalls.
All traffic inbound and outbound is encrypted and monitored to prevent unauthorized access to any aspects of the system.

We have a number of system monitoring services – for all aspects of OK Alone. These include the servers, backups, domains, apis and nameservers. If any issues are detected, our systems team is immediately notified and can respond 24/7.

Remote access is only available to team members who require this access. Any access is made through secure channels.

OK Alone has a number of integration options, including SSO with Microsoft.
We have APIs available for both the worker and monitor functionality:
App Api: https://app.swaggerhub.com/apis/okalone/OkAloneAppApi/1.0
Management Api: https://app.swaggerhub.com/apis/okalone/OkAloneManagementApi/1.0

Other integrations include what3words, Zapier, WhatsApp, Siri, Geotab, Zoleo and Spot devices.
See a full list of out integrations here: https://www.okaloneworker.com/ok-alone-integrations/

OK Alone has three main setting options for location data; GPS High, GPS Normal and Non GPS.

– GPS High uses the phones GPS to provide continuous data updated every 10 seconds and is the most accurate setting.
– GPS Normal updates a location every 1-2 minutes and reduces battery usage while still providing accurate location data in an emergency.
– Non GPS will update the location at regular intervals and maximises battery life, but is not recommended if the worker is frequently moving locations.

The setting is chosen by the worker and can be seen by management. GPS location data is primarily for finding workers in an emergency, however, real time locations are available throughout a worker’s shift and can be seen on the OK Alone dashboard.

At OK Alone we are very transparent about what we see and collect, as noted in the Google Play store & the Apple App store.

OK Alone will only access data from the Worker’s phone with their permission, in compliancy with local privacy laws. Access is not permitted to phone elements such as the camera, contacts etc.

The OK Alone Dashboard provides app data in the worker profile, for troubleshooting purposes and in mapping, if permission is granted by the user.