Privacy Policy - Naturelinks

Effective Date:1st February 2026

This privacy policy describes how Naturelinks Landscape Management Pty Ltd ("we", "us", or "our") collects, uses, and protects information when you use the Naturelinks mobile application ("the App"). The App is designed exclusively for use by employees of Naturelinks Landscape Management Pty Ltd and its associated landscape management operations to submit and track business expenses.

1. Information We Collect

1.1 Personal Information

We collect personal information that you provide when using the App, including:

• Name - to identify you as an employee
• Email address - for account authentication and communication
• Employee credentials - to verify your authorisation to use the App

This information is used solely to operate the App, manage your account, and provide employee support.

1.2 Expense Data

When you submit expense claims through the App, we collect:

• Expense descriptions - details of business expenses
• Financial amounts - costs and GST calculations
• Receipt images - photographic evidence of purchases
• Date and category information - when and what type of expense occurred
• Notes and comments - additional context you provide

This data is collected to process your expense claims, maintain financial records, and comply with company policies and tax regulations.

1.3 Location Data

The App collects your device location when you add an expense to:

• Identify the purchase location - to help determine which store or vendor the expense was incurred at
• Verify expense legitimacy - to support expense approval and audit processes
• Improve expense accuracy - to provide context for business travel and field purchases

Location collection:

• Occurs only when you add a new expense (not continuously tracked)
• Requires device permission (you will be prompted)
• Can be disabled through device settings (expense entry will still work without location)
• Is not used for employee tracking, monitoring, or surveillance purposes

Location data is stored with the expense record and is not shared with third parties outside the company. It is not used for advertising or any purpose other than expense verification.

1.4 Photos & Camera Access

The App requests access to your device camera or photo library to:

• Capture receipt photos when submitting expenses
• Attach existing images from your photo library as expense documentation

Photos are accessed only when you choose to upload them for an expense claim. They are not accessed automatically, used for any other purpose, or shared with third parties outside the company.

1.5 Device & Technical Information

We automatically collect limited technical information to ensure the App functions properly:

• Device type and operating system version - to ensure compatibility
• App usage logs - for troubleshooting and performance monitoring
• Crash reports - to identify and fix technical issues

This information does not personally identify you and is used only for app maintenance and improvement.

2. How We Use Your Information

We use the collected information strictly for the following purposes:

• Expense processing - to review, approve, and reimburse your business expenses
• Location verification - to identify purchase locations and validate expense claims
• Account management - to authenticate and maintain your employee account
• Financial compliance - to meet tax obligations (including GST reporting) and company financial policies
• Customer support - to respond to your questions and technical issues
• App improvement - to maintain reliability, fix bugs, and enhance features
• Security - to protect against unauthorised access and fraud

3. Data Storage & Security

3.1 Local Storage

The App stores expense data locally on your device using encrypted SQLite databases. This allows you to work offline and ensures your expense information is available when needed.

3.2 Backend Synchronization

Your expense data, including location information, is synchronized with our secure company backend servers to:

• Enable expense approval workflows
• Process reimbursements
• Maintain company financial records
• Provide multi-device access if needed

3.3 Security Measures

We implement industry-standard security measures to protect your information:

• Encryption in transit - all data transmitted between the App and our servers is encrypted using HTTPS/TLS
• Encryption at rest - sensitive data is encrypted when stored
• Access controls - only authorised company personnel can access employee expense data
• Secure authentication - your account is protected by secure login credentials
• Regular security updates - the App and backend systems are maintained with current security patches

4. Data Sharing & Disclosure

We do not sell, rent, or trade your personal information, expense data, or location information to third parties.

Your information may be accessed by:

• Authorised company personnel - managers, finance staff, and administrators who need to process your expenses
• Essential service providers - limited third-party services used for app infrastructure (described below)

We may disclose your information only when:

• Required by law or legal process
• Necessary to protect the company's legal rights
• Required to prevent fraud or security threats

5. Third-Party Services

The App uses limited third-party services for essential operations:

• Logging and diagnostics - MetroLog.Maui for error tracking and app performance monitoring
• Backend API hosting - our .NET Core API infrastructure for data synchronization

These services are used only for core app functionality and are subject to strict data protection obligations. We do not use advertising networks, analytics tracking, or marketing SDKs.

6. Data Retention

We retain your personal and expense data only as long as necessary for:

• Active employment - while you are an employee using the App
• Legal requirements - tax records must be retained for 7 years under Australian tax law
• Company policy - in accordance with our record-keeping obligations

When data is no longer required, it is securely deleted or anonymized. Receipt images, expense details, and associated location data are subject to legal retention periods even after account deletion.

7. Your Rights & Data Control

7.1 Access & Correction

You have the right to:

• Access your personal information and expense data
• Request corrections to inaccurate information
• Export your expense history

7.2 Account Deletion

Upon termination of employment or request, your account can be deactivated. To request account deletion or data removal, contact:

• Email: pdeasey@naturelinks.com.au
• Your manager or HR department

Please note that some expense records must be retained for legal compliance even after account deletion.

7.3 Device Permissions

You can control App permissions through your device settings:

• Location - disable to prevent location capture (you can still enter expenses, but location data won't be recorded)
• Camera - disable to prevent receipt photo capture (you can still enter expenses manually)
• Photo library - disable to prevent attaching existing images

Disabling these permissions will limit some App functionality but will not prevent basic expense entry.

8. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Updates will be published with a revised effective date at the top of this policy.

Significant changes will be communicated through:

• In-app notifications
• Email to registered users
• Company communication channels

9. Contact Information

For questions about this privacy policy, your data, or the Naturelinks app, please contact us using the information above.