Privacy Policy for Dutyz.

Dutyz helps organisations assign and schedule work, complete work instructions, capture operational evidence, coordinate duty roles and manage reschedule requests. This Privacy Policy explains how Devize and the organisation using Dutyz access, collect, use, disclose, retain and protect information when the Android application is used.

1. Who this policy applies to

This policy applies to authorised employees, contractors, supervisors, administrators and other personnel who use Dutyz on behalf of their organisation.

Dutyz is an enterprise application and is not intended for general public or consumer use. User accounts are provisioned by an authorised organisation or administrator; users cannot create a public account from within the app.

2. Information Dutyz processes

Depending on the features configured by the user's organisation, Dutyz may process:

• Account and organisation information, including username, name, organisation identifier, assigned roles, access level and account or device approval status.
• Operational task information, including task title, description, site, due date, priority, status, assignee, claimed duty role and completion details.
• Work instruction responses, including checkbox results, numbers, text, selected options, dates, times, comments, notes, not-applicable selections and completion timestamps.
• Photographs captured or selected as task evidence or work instruction help material, including captions, file information and, when captured, associated location metadata.
• Location information used while the app is in use to record task or photographic evidence, display jobs on maps, select sites and support field navigation.
• Scheduling and workflow information, including reschedule or day-swap requests, reasons, approvals, rejections and related audit history.
• Security and device information, including a generated installation identifier, device manufacturer and model, operating system version, derived device fingerprint, login activity, authentication tokens and push notification token.
• Bluetooth GPS receiver information, such as the selected paired device identifier and connection settings, when an external receiver is used.
• Application diagnostics, network response status and error details needed to operate, secure and troubleshoot the service.

3. Device permissions

Dutyz may request the following Android permissions when they are needed:

• Camera and photo selection: to capture or select task evidence and work instruction help photographs.
• Precise or approximate location while in use: to capture GPS evidence, associate a location with a photograph, show job locations and support mapping.
• Nearby devices and Bluetooth: to discover and connect to a paired external GPS receiver selected by the user.
• Notifications: to deliver task assignments, due-date alerts, operational updates, device approval messages and reschedule outcomes.
• Biometric authentication: to allow the device operating system to confirm the user's identity when optional biometric sign-in is enabled.
• Network access: to authenticate and exchange records with the Devize API, receive live updates and load configured map content.

Permissions can be managed through Android settings. Some Dutyz functions will not operate when the permission required for that function is declined.

Dutyz does not receive or store a user's fingerprint, face image or biometric template. Biometric matching is performed by Android.

4. How information is used

Dutyz processes information to:

• Authenticate users, maintain sessions and enforce organisation and role-based access.
• Display, assign, schedule, complete and audit operational work.
• Save checklist responses, comments, photographs and location evidence directly to the organisation's records.
• Provide maps, location selection and field navigation features.
• Send relevant operational and security notifications.
• Process and notify users about reschedule and day-swap requests.
• Maintain security, investigate errors, provide support and improve service reliability.
• Meet the organisation's legal, safety, records management and audit obligations.

Dutyz does not use personal information for behavioural advertising.

5. Storage and local device data

Operational records are sent to the Devize API and stored in the database and file storage configured for the user's organisation.

The app stores limited information on the device to provide sign-in, security and user preferences. This can include the organisation identifier, username, generated installation identifier, map or GPS preferences, push notification token and authentication refresh token. When the user enables biometric sign-in, the saved sign-in details are held using Android secure storage and protected by the device's biometric controls.

Task photographs are uploaded as part of the relevant workflow. Dutyz is designed to save changed task controls and newly captured task photographs to the server when the change is made, subject to network availability.

Android application backup is disabled for Dutyz. Signing out removes or unregisters relevant session and notification information where supported; uninstalling the app removes its local application data but does not delete organisation records already stored on the server.

6. Sharing and service providers

Information may be available to or processed by:

• The user's organisation and its authorised personnel.
• Devize personnel who require access for hosting, maintenance, security, troubleshooting or authorised support.
• Google Firebase Cloud Messaging, which processes device notification tokens and delivery information to provide push notifications.
• Configured mapping providers, which may include OpenStreetMap, Esri, CARTO and Queensland Government spatial services. These services receive ordinary network request information and the map area needed to return map tiles or imagery; they are not sent Dutyz usernames, checklist answers or task photographs by the app.
• Other infrastructure or professional service providers engaged by Devize or the user's organisation where necessary to operate, secure or support Dutyz.

Some service providers may process information in countries outside Australia under their applicable terms and safeguards.

Devize does not sell personal information.

7. Security

Dutyz uses encrypted HTTPS network connections to the Devize API, authentication tokens, trusted-device controls, organisation and role-based permissions, optional two-factor controls and optional Android biometric authentication.

Access tokens are held for the active session and refresh tokens are stored using Android secure storage. Users must protect their device and credentials, use only authorised accounts and promptly report suspected unauthorised access.

No system can guarantee absolute security. Devize and participating organisations maintain administrative and technical controls appropriate to the service and investigate reported security issues.

8. Data retention

Operational task, checklist, evidence and audit records are retained for the period required by the user's organisation, applicable laws, safety obligations, audit requirements and records management policies.

Security records and diagnostic information are retained only for as long as reasonably needed for security, support and operational purposes. Retention periods may differ between organisations and record types.

Deleting an item in the application may mark it as deleted or remove it from active use while retaining an audit record or historical evidence where the organisation has a legitimate operational or legal requirement.

9. Access, correction and deletion requests

Users can request access to, correction of or deletion of their personal information or Dutyz account by contacting their organisation administrator or emailing support@devize.au.

The request should identify Dutyz, the user's username and organisation, and the action requested. Do not send a password, authentication token or sensitive task evidence by email. Identity and authority will be verified before a request is completed.

Devize will coordinate with the relevant organisation and process verified requests within a reasonable period. Account credentials and personal information will be deleted or de-identified where appropriate. Some operational, safety, audit, security or legal records may need to be retained; if so, access will remain restricted and the requester will be informed where practicable.

Removing the app from a device does not itself submit a server-side deletion request.

10. Children's privacy

Dutyz is not designed for or directed to children. It is intended only for authorised organisation personnel.

11. Changes to this policy

This Privacy Policy may be updated when Dutyz features, service providers, legal requirements or data practices change. The effective date at the top of this page identifies the current version.

12. Contact

For privacy questions, complaints or data requests, contact:

Devize
Email: support@devize.au
Website: https://www.devize.au

Users may also contact their organisation's privacy, records management or administration contact.