Field Intelligence app privacy

1. Who is responsible, and who this covers#

Field Intelligence is Precifarm’s Android app for field work: site checks at fuel stations and other sites, home charging surveys, install and service records, and the review of that work. Only Precifarm staff and engineers working for us can sign in, with an account we create for them.

Precifarm AI Ltd is the data controller for what the app records. This notice adds to our main privacy policy, which covers your rights, complaints and how we handle requests. For anything about your data, write to sales@precifarm.com with “Privacy” in the subject, or call +254 181 893 396.

2. What the app records#

• Your staff account: your name, work email and role. The app keeps a sign-in token on the phone so you stay signed in.
• Your work: the answers, notes, times and status of each survey or record you make, marked with your staff ID, and any review or correction of it.
• Location: the phone’s precise location, only when you tap to record where a site or home is. The app never tracks you in the background or records where you travel.
• Photos: only the photos you take or choose for a record, such as a meter, a distribution board, a charger spot or a site front. A photo can carry the place and time it was taken.
• People you meet on a survey: a site manager’s role and phone number, only if they agree to be contacted again; a customer’s answers about their property and electrics, whether they agree to photos, and their satisfaction rating after a service visit.

3. What the app does not record#

The app does not read your contacts, messages, call log or other files, does not use an advertising ID, and sends no analytics or tracking events. It does not ask for National ID numbers, bank or card details or M-Pesa PINs, and engineers should not type these into notes.

4. Why we use it#

• To plan where chargers go and to prepare quotes and installs: our legitimate interest in running the business, and, for a home survey, a step towards a contract the customer asked about.
• To check the quality of field data through reviews and repeat visits, and to manage field work: our contract with you and our legitimate interest in accurate records.
• To contact a site manager again, or keep photos of a customer’s property: their consent, which they can withdraw at any time.

5. Where it is kept#

Records and photos are sent over an encrypted connection to Precifarm’s own systems on Google Cloud in Belgium, where they are encrypted at rest. Photos are private: only a signed-in Precifarm account can open them. Survey answers are also copied into our Google Cloud analysis store in Belgium for reports.

The phone keeps a copy of the records you are allowed to see so the app works without signal. Signing out removes the sign-in token; uninstalling the app removes everything it stored on the phone.

The app loads its fonts from Google Fonts, which sees the phone’s IP address. Directions open in Google Maps or OpenStreetMap only when you tap them, and those services then receive the site’s location.

6. Who can see it#

• Engineers see site surveys and field records, and only their own home surveys.
• Reviewers at Precifarm see everything, so they can check, correct and accept the work.
• Google Cloud hosts the data for us under contract. We do not sell personal data, share it with advertisers or give it to anyone else, except professional advisers and authorities when the law requires it.

7. How long we keep it#

• Site surveys and photos: while the site is part of our charging plans, and no longer than 5 years after the last visit.
• Home surveys that do not lead to an install: up to 2 years after the survey.
• Install and service records: for the life of the installation and our contract, then for the period Kenyan tax law requires, at least 5 years.
• Staff accounts: while you work with us, then closed. Your past work stays in the records above under your staff ID.

8. Deleting data and your rights#

Staff accounts are created and closed by Precifarm, not in the app. To close your account or ask for data about you to be deleted, corrected or copied, email sales@precifarm.com with “Privacy” in the subject. A customer or site manager can ask the same. We confirm who you are and act within 14 days; anything we must keep by law we keep only for that purpose.

The rest of your rights, and how to complain to the Office of the Data Protection Commissioner (odpc.go.ke), are set out in our main privacy policy.

9. Children#

The app is a work tool for adults. We do not knowingly record data about children. Photos are of equipment and sites, not of people.

10. Changes#

We update this notice when what the app records changes. The current version is at https://precifarm.com/legal/field-app-privacy with its effective date.