Privacy Policy
Digital Field Operations Platform
Digital Field Operations Platform
This Privacy Policy describes how Fielddynamix ("we", "us", "our") collects, uses, stores, shares, and protects personal information through the Fielddynamix mobile and web application ("the App").
Fielddynamix is a digital field operations platform designed for the mining and construction industries. The App enables companies to manage equipment, complete safety forms, track maintenance, and streamline daily field operations.
We are committed to protecting your privacy and handling your personal information in compliance with the Australian Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Google Play Store Developer Program Policies.
| Data Type | When Collected | Purpose |
|---|---|---|
| Email address | Account creation (by your company administrator) | Authentication and account identification |
| Full name | Account creation (optional) | Display in the App and on submitted forms |
| Password | Account setup and login | Authentication (hashed, never stored in plain text) |
| Role and supervisor status | Account creation | Access control and permissions |
When you complete forms in the App, we collect the data you enter. The App supports the following form types:
Form submissions may include:
| Data Type | How Collected | Purpose |
|---|---|---|
| Photos | Device camera or photo gallery | Documenting equipment condition, hazards, and completed work |
| Digital signatures | On-screen signature drawing | Operator and technician sign-off on forms |
| Data Type | Collected? | Details |
|---|---|---|
| Network connectivity status | Yes | Used to determine online/offline mode. Not stored or transmitted. |
| Device type and OS version | No | Not collected by the App |
| IP address | No (by the App) | May be logged by our infrastructure provider (Supabase) as part of standard server operations |
| Location / GPS data | No | Not collected |
| Device identifiers (IMEI, MAC) | No | Not collected |
| Crash reports or analytics | No | No analytics or crash reporting tools are integrated |
We collect and use personal information for the following purposes:
| Purpose | Data Used |
|---|---|
| Account creation and authentication | Email, password, name, role |
| Providing the service (form submission, equipment management) | All form data, photos, signatures, equipment data |
| Safety compliance and regulatory record-keeping | Prestart checklists, hazard reports, JHAs, risk assessments |
| Maintenance tracking and parts management | Maintenance forms, parts requests, equipment data |
| Operational reporting (shift reports, timesheets) | End of shift reports, contractor timesheets |
| Email notifications to designated recipients | Form submissions routed via configured mail routes |
| Offline functionality | Cached company, site, machine, and submission data stored locally on your device |
| PDF report generation | Form data and photos compiled into downloadable reports |
| Recipient | What They Can Access | Why |
|---|---|---|
| Your company administrators | All data within your company (forms, machines, user profiles) | Company management and compliance |
| Other users in your company | Form submissions and equipment data for your company's sites | Operational collaboration |
| Configured email recipients | Form submission notifications | Mail routes configured by your company administrator |
We use the following third-party service providers to operate the App:
| Provider | Purpose | Data Processed | Location |
|---|---|---|---|
| Supabase | Backend database, authentication, file storage, and serverless functions | All application data (personal info, forms, photos, signatures) | Cloud-hosted infrastructure |
| Cloudflare | Web application hosting and content delivery | Web traffic data (standard HTTP request logs) | Global CDN |
| Google Fonts | Typography (Poppins font) | Standard HTTP request to load font files | Google servers |
When using the App on iOS or Android, certain data is stored locally on your device to enable offline functionality:
Local data is stored using platform-standard mechanisms (SharedPreferences and the app's private file directory). This data is only accessible to the Fielddynamix App and is removed when you uninstall the App.
| Data Type | Retention Period | Reason |
|---|---|---|
| User account (email, name, role) | Until account deletion is requested | Required for service operation |
| Form submissions | Retained indefinitely while company account is active | Safety compliance and regulatory record-keeping obligations in the mining and construction industries |
| Photos and signatures | Retained with their associated form submission | Part of the compliance record |
| Equipment data | Retained while company account is active | Operational continuity |
| Local cached data | 48 hours (submissions) or until app cache is cleared | Offline functionality |
| Drafts | Until you submit or manually delete them | User convenience |
| Offline queue items | Until successfully synchronised (max 10 retry attempts) | Data integrity |
Regulatory note: In the Australian mining and construction industries, safety records (including prestart checklists, hazard reports, and risk assessments) may be subject to mandatory retention periods under state and territory Work Health and Safety legislation. We retain form submissions to support our customers' compliance obligations.
Under the Australian Privacy Principles, you have the following rights regarding your personal information:
You can access your personal information at any time through the App (My Profile screen, form submission history). You may also request a copy of your personal information by contacting us.
If your personal information is inaccurate, incomplete, or out of date, you may request correction by contacting your company administrator or by contacting us directly.
You can request deletion of your account and personal data:
See Section 9 for full details on account deletion.
If you believe we have breached the Australian Privacy Principles, you may lodge a complaint with us at rico@fielddynamix.com. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
You can request deletion of your account and all associated personal data through either of these methods:
When your account is deleted, the following data is permanently removed:
The following data may be retained after account deletion for legitimate compliance and safety purposes:
This retention is necessary to support our customers' legal obligations under Australian Work Health and Safety laws. Retained records are anonymised where possible.
Account deletion requests are processed within 30 days. You will receive confirmation by email when deletion is complete.
Your data is processed and stored using Supabase's cloud infrastructure. This may involve your data being stored on servers located outside of Australia.
Where your data is transferred internationally, we ensure that appropriate safeguards are in place in accordance with Australian Privacy Principle 8, including:
Fielddynamix is a business-to-business application designed for use by employees and contractors in the mining and construction industries. The App is not directed at, and is not intended for use by, individuals under the age of 18.
We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a person under 18, we will take steps to delete that information promptly.
The Fielddynamix App does not use:
The App uses authentication tokens (JWT) managed by Supabase for session management. These are functional tokens required for the App to operate and are not used for tracking.
When accessing the web version of the App, standard HTTP server logs may be recorded by our hosting provider (Cloudflare). These logs are managed by Cloudflare in accordance with their own privacy policy.
Fielddynamix does not use automated decision-making or profiling that produces legal effects or similarly significant effects on individuals.
The App applies rule-based logic within forms (for example, flagging a machine as unsafe to operate based on checklist responses), but these are deterministic safety rules configured by the customer and are always visible and overridable by the user.
| Permission | Platform | Purpose | When Used |
|---|---|---|---|
| Camera | iOS, Android | Capturing photos for form submissions and scanning QR codes on equipment | Only when you actively take a photo or scan a QR code |
| Internet | All platforms | Communicating with the backend (Supabase) for data synchronisation | Whenever the App is connected to the internet |
| File storage | iOS, Android | Storing offline form data, cached data, and queued photos/signatures | Offline mode and draft saving |
The App does not request or use location, microphone, contacts, phone, or any other device permissions beyond those listed above.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes:
If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or want to lodge a complaint, please contact us:
For privacy complaints that are not resolved to your satisfaction, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.