Privacy Policy for Field Survey App

Effective Date: August 10, 2026

1. Introduction

Welcome to the Field Survey App ("the App"). This Privacy Policy describes how we collect, use, handle, and protect your personal and operational information when you use our web and mobile applications (collectively, "the Service").

This policy applies to all users, including Field Staff, Administrators, and Super Administrators. By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect several types of information to provide and improve our Service.

a) User Account Information:

• For Field Staff and Admins: We collect your Full Name and a unique Phone Number. Your account is secured through a passwordless One-Time Password (OTP) system. We do not store passwords for these roles.
• For Super Administrators: We collect an Email Address and a securely hashed password for accessing the web dashboard.

b) Field Visit Data:

When you conduct a field visit, we collect the information you enter into the form, including but not limited to Establishment Name, Contact Person Name, Associated Council/Body, Type of Establishment, Registration Status, and any flags such as "Follow-up Required" or "Non-Compliant".

c) Photographic Evidence:

We collect the images you capture and upload as part of a field visit, such as "Site Photos" and "Evidence Photos". These images are stored securely on our server.

d) Precise Geolocation Data:

Location verification is a core function of this App. We collect location data from multiple sources:

• Device Geolocation (Mobile & Web): At the time a photo is selected or captured, we request access to your device's precise GPS coordinates (latitude, longitude), altitude, and accuracy.
• Compass Direction: We may collect the compass heading (direction) of your device at the time of capture.
• EXIF Geolocation: If available, we extract GPS data embedded within the photo file itself.

e) Automatically Collected Technical Data:

Our servers automatically log technical information when you use the App, including Device Information (browser, OS), Usage Data (timestamps of actions), and your IP Address for security and diagnostic purposes.

3. How We Use Your Information

We use the collected information for the following specific purposes:

• To operate the field visit submission system and manage user accounts.
• To verify your identity securely via OTP or password.
• To use GPS coordinates and timestamps to verify the location, time, and context of each field visit.
• To maintain a secure audit log of all significant actions for accountability.
• To allow authorized administrators to review and analyze field visit data.
• To programmatically apply watermarks (e.g., Visit ID, GPS, staff name) to photographic evidence.

4. Data Sharing and Disclosure

Your information is accessible only to authorized personnel within our organization for oversight and management. We do not sell, trade, or share your personal information with third parties for marketing purposes. We may disclose your information if required to do so by law.

5. Data Security

We implement administrative, technical, and physical security measures to protect your information, including data encryption in transit (HTTPS), password hashing, role-based access control, and a secure server environment.

6. Data Retention

We retain your information for as long as necessary to fulfill our operational obligations and to comply with our organization's data retention policies.

7. Your Rights

As a user of this internal application, your rights are governed by our internal policies. To correct personal details, please contact your system administrator. Deletion of user accounts or field visit records is restricted to authorized administrators.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Effective Date" at the top.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us: