PRIVACY POLICY – OVLOX ENCODER

Publisher: Ovlox India
Application: Ovlox Encoder (desktop application for Windows)
Last updated: 22 July 2026

1. SUMMARY

Ovlox Encoder is a desktop utility that writes RFID key cards on an RFID card
encoder connected to your PC. The application runs entirely on your own
computer. It does not create user accounts, does not use analytics or
advertising, and does not transmit hotel or guest data to Ovlox India or to any
third party. The only outbound connection it makes is to check for and download
its own software updates (see section 4).

This policy covers the Ovlox Encoder desktop application only. It does not cover
the separate Ovlox hotel management web service, which has its own policy.

2. WHAT THE APPLICATION HANDLES, AND WHERE IT IS STORED

Ovlox Encoder receives card details from the hotel management software running
on the same computer and writes them to a physical key card. In doing so, the
following information may be processed and stored locally on that computer:

– Room, building and floor number; card validity start and end date-time; card
number. Used to encode the key card and to let staff identify a card that is
presented later. Stored in:
%ProgramData%\Ovlox India\Encoder Service\card_metadata.json

– Guest or company name, where the hotel software supplies it. Used to show
staff which card belongs to which booking. Stored in the same file as above.

– Diagnostic logs – timestamps, card operations, card and room numbers,
COM-port and error messages. Used for troubleshooting card-encoding faults.
Stored in: %ProgramData%\Ovlox India\Encoder Service\logs\

– The hotel’s licence key, and encoder/port settings. Used to authorise and
configure the local service. Stored in the local application configuration on
the same computer.

– A self-signed TLS certificate for localhost. Used to secure the connection
between the browser and this application on the same PC. Stored in the local
Windows certificate store and in
%ProgramData%\Ovlox India\Encoder Service\

All of the above stays on the computer where the application is installed. None
of it is sent to Ovlox India.

3. WHAT WE DO NOT COLLECT

We do not collect, receive, store, sell, or share any personal information
through this application. Specifically, the application contains no analytics,
telemetry, crash reporting, advertising, tracking identifiers, or user-account
system, and it does not access your contacts, location, camera, microphone,
browsing history, or files outside its own data folder.

4. NETWORK CONNECTIONS THE APPLICATION MAKES

The application listens on https://localhost so that hotel management software
running in a browser on the same computer can send it card-writing
instructions. This traffic does not leave the computer.

The only outbound internet connection is the software update check. The
application periodically requests a small update manifest, and – if you choose
to install an update – downloads the installer, from our public release
repository hosted on GitHub:

https://raw.githubusercontent.com/yogendra-singh-rathore/ovlox_encoder_releases/main/latest.json
https://github.com/yogendra-singh-rathore/ovlox_encoder_releases/releases/

These requests contain no hotel, guest, or card data. As with any web request,
the host (GitHub, Inc.) can see your IP address and standard request metadata;
this is handled under GitHub’s own privacy statement. Updates are
cryptographically signed and verified before installation.

5. SECURITY

Communication between the browser and the application is encrypted over HTTPS
on localhost. Requests must present the hotel’s licence key. Update manifests
are verified against an embedded public key (ECDSA P-256) and the installer
against a SHA-256 hash; an update that fails verification is refused. Because
the data described in section 2 is stored on your own computer, its security
also depends on how that computer is secured and administered.

6. RETENTION AND DELETION

Diagnostic logs are automatically deleted after 30 days. Card metadata is kept
until the record is overwritten or the file is deleted. You may delete any of
this data at any time by removing the files in
%ProgramData%\Ovlox India\Encoder Service\. Uninstalling the application
removes the program, its scheduled start-up task, and its local certificate.

7. ROLES AND RESPONSIBILITIES

Where the hotel operating this application processes guest personal data with
it, the hotel is the data controller (Data Fiduciary) for that data and decides
what is entered. Ovlox India supplies the software and does not receive or have
access to that data.

8. YOUR RIGHTS

Because we do not collect or hold your personal data, there is normally no data
for us to provide, correct, or erase. Data held locally is under the control of
the hotel operating the software – please direct access, correction, or
deletion requests to that hotel. If you believe Ovlox India holds personal data
relating to you, contact us using the details below and we will respond as
required under India’s Digital Personal Data Protection Act, 2023 and other
applicable law.

9. CHILDREN

This application is a business tool intended for hotel staff. It is not
directed at children and we do not knowingly collect data from children.

10. CHANGES TO THIS POLICY

We may update this policy as the application changes. The current version is
always published with the “Last updated” date shown above.

11. CONTACT

Ovlox India
Email: support@ovloxindia.com
Address: C-88, Sangwan City, Aligarh, UP, India