Privacy Policy
This policy explains what information the EnviroDNA Field Samples mobile
application collects, why it collects it, how it is stored and shared, and how you can
request access or deletion. It applies to the mobile app published under the package
identifiers com.envirodna.fieldapp (Android) and
com.envirodna.fieldsamples (iOS).
The app is published by EnviroDNA Pty Ltd, Melbourne, Victoria, Australia (“EnviroDNA”, “we”, “us”).
1. Who uses this app
EnviroDNA Field Samples is a professional tool for field teams recording environmental and eDNA sample data. Access is granted by EnviroDNA or by a project operator through an issued project code and API key. The app does not offer public self-registration and does not create consumer user accounts. It is not directed at children.
2. Information the app collects
2.1 Sample records you enter
The core function of the app is recording sample data. Each record may contain:
| Data | Purpose |
|---|---|
| Precise GPS coordinates (latitude and longitude) | Records where a sample was physically collected. Essential to the scientific validity of the sample. |
| Site name, kit ID, sample type, value and unit, replicate | Identifies and describes the sample. |
| Collection date and date returned | Sample chain of custody. |
| “Collected by” | Identifies the field operator responsible for the sample. This may be a person’s name, and where it is, it constitutes personal information. |
| Free-text notes | Optional field observations. Please do not enter personal or sensitive information about individuals here. |
| Project code, batch and record identifiers | Associates the record with the correct project and sync batch. |
2.2 Device permissions
| Permission | When it is used |
|---|---|
| Location (precise, foreground only) | Read at the moment you capture a sample, to stamp it with GPS coordinates. The app does not request or use background location, and does not track your location when it is not open. |
| Camera | Used solely to scan QR codes for project login, kit ID entry and sync configuration. QR frames are processed on your device. No photographs or video are captured, stored or transmitted. |
2.3 What the app does not collect
- No third-party analytics, advertising or tracking SDKs are included in the app.
- No advertising identifiers are collected or used.
- No contacts, photo library, microphone, calendar, or health data is accessed.
- No data is sold, and no data is shared with third parties for advertising.
3. How information is stored
The app is designed to work offline. Sample records are written first to a local database in the app’s private storage area on your own device, so you can keep working without network coverage. That storage is protected by your device operating system’s app sandboxing and device-level encryption.
When a connection is available, records are synchronised over HTTPS to EnviroDNA’s backend, hosted on Amazon Web Services in the Sydney region (ap-southeast-2), using AWS Lambda and Amazon S3. All data in transit is encrypted using TLS.
Sample data is stored against the project it belongs to and is accessible to EnviroDNA and to the operator of that project. It is not visible to other projects, and field operators cannot see one another’s locations through the app.
4. Why we process this information
- To record, store and deliver sample data to the project you are working on.
- To maintain sample chain of custody and scientific traceability.
- To provide, support and secure the app and its backend service.
- To comply with our legal and contractual obligations.
5. Sharing and disclosure
We share information only in these circumstances:
- With the project operator whose project code was used to record the sample.
- With Amazon Web Services, our infrastructure provider, which stores and processes data on our behalf under contract.
- Where required by law, or to establish, exercise or defend legal claims.
We do not sell personal information, and we do not disclose it for advertising or marketing.
6. Retention
Sample records are retained for as long as the associated project remains active, and afterwards for 1 year, the period required to meet our scientific, contractual and legal record-keeping obligations. Data held locally on your device is removed when you remove the project from the app or uninstall it.
7. Access, correction and deletion
You may request access to, correction of, or deletion of personal information we hold about you. Because sample records belong to the project that commissioned them, deletion requests are handled in consultation with the relevant project operator, and some records may need to be retained where we have a legal or contractual obligation to do so.
To make a request, contact us using the details in section 10. We will respond within a reasonable period, and in any case as required by applicable law.
You can remove data held locally on your device at any time by removing the project in the app or uninstalling the app.
8. Security
We use TLS encryption for all data in transit, access controls scoped to project credentials, and infrastructure hosted in AWS’s Sydney region. API keys issued to you are credentials — please keep them confidential and notify us if you believe one has been exposed.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Your rights
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Depending on where you are located, you may have additional rights to access, correct, erase, restrict or object to the processing of your personal information, or to lodge a complaint with a supervisory authority. In Australia, complaints may be made to the Office of the Australian Information Commissioner at oaic.gov.au.
10. Contact us
EnviroDNA Pty Ltd
Level 1, 95 Albert St, Brunswick
Victoria 3056, Australia
Email: privacy@envirodna.com
Web: www.envirodna.com
11. Changes to this policy
We may update this policy from time to time. The “last updated” date at the top of this page reflects the most recent revision. Material changes will be communicated through the app or to project operators.