1. Introduction

WorkAura CRM ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our CRM platform and services.

2. Information We Collect

Personal Information

We collect information you provide directly, such as your name, email address, phone number, company information, and payment details when you register or use our services.

Usage Data

• IP address and browser/device information
• Pages visited and session activity
• CRM interactions and operational logs

Location Information

WorkAura CRM may collect precise and approximate location data from employee devices when using our mobile applications.

Location access may include foreground and background location access depending on the operational requirements of your organization.

Background location access is used strictly for legitimate business purposes including:

• Employee Safety Monitoring: Monitoring field employee locations during active work assignments for safety and emergency support.
• Attendance & Geofencing: Detecting employee arrival and departure at work sites.
• Task Allocation: Assigning nearby jobs and optimizing operational efficiency.
• Route Optimization: Improving travel routes and reducing operational delays.
• Emergency Situations: Assisting with emergency response and employee recovery situations.

Location tracking is performed only for authorized business activities and may continue in the background during active work sessions when permitted by the employee and organization policy.

Camera & Media Access

Our applications may request access to the device camera and media storage for work-related functionality.

• Capturing installation and work-site photos
• Uploading job completion evidence
• Scanning QR codes or barcodes
• Uploading profile or verification images
• Document and invoice capture

Camera access is only used when initiated by the user or required during authorized operational workflows.

Notification Permissions

We may request notification permissions to provide:

• Job assignment alerts
• Emergency notifications
• Attendance reminders
• Status and workflow updates

3. How We Use Your Information

• Provide and improve our CRM services
• Process payments and manage subscriptions
• Send service updates and marketing communications
• Analyze usage patterns and optimize performance
• Comply with legal obligations
• Enable location-based features for employee safety and field operations
• Monitor field staff locations for emergency response and operational efficiency

4. Data Sharing

We do not sell your personal information. We may share data with:

• Service providers (hosting, payment processors)
• Business partners with your consent
• Legal authorities when required
• Emergency services in case of safety incidents (location data only)

5. Data Retention and Deletion

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy, comply with our legal obligations, resolve disputes, and enforce our agreements.

Retention Periods

• Account Information: While your account is active and for up to 30 days after account closure, to allow for reactivation or data export.
• Location Data: Raw location data is retained for 90 days for operational and safety purposes. Aggregated analytics may be kept longer for business insights, but without personally identifiable information.
• Job & Attendance Records: Retained for 7 years to comply with tax and employment regulations.
• Usage Logs: Kept for 12 months for debugging and performance analysis.
• Marketing Data: Until you opt out or request deletion.

User Data Deletion Requests

You have the right to request permanent deletion of your personal data. To do so:

• Contact us at privacy@workaura.com.au with the subject “Data Deletion Request”.
• You will be required to verify your identity before processing.
• We will respond within 30 days and, where feasible, delete your data unless we are required to retain it for legal or legitimate business purposes.

What We Delete

Upon verification, we will delete all personal information associated with your user account, including name, email, phone number, location history, and job records. Some aggregated or anonymised data may be retained for analytics.

What We Cannot Delete

We may be unable to delete information that is subject to a legal hold, necessary for fraud prevention, or required for financial auditing (e.g., transactional records). In such cases, we will inform you and restrict access to the data.

6. Your Rights

• Access, correct, or delete your personal data
• Opt-out of marketing communications
• Request data portability
• Withdraw consent at any time
• Disable location tracking (except where required for safety compliance)

7. Data Security

We implement industry-standard security measures including encryption, access controls, and regular security audits to protect your data. Location data is particularly safeguarded with additional encryption layers and strict access controls.

8. Permissions Used By Our Mobile Applications

• Camera Permission: Used for capturing work-site photos, documents, QR codes, and job verification images.
• Foreground Location Permission: Used for employee attendance, geofencing, and active job tracking.
• Background Location Permission: Used to support field employee safety monitoring and operational tracking during active work sessions.
• Notification Permission: Used for job alerts, reminders, status updates, and emergency notifications.
• Storage / Media Access Permission: Used for uploading and managing work-related photos and files.
• Internet Access: Required for syncing data, receiving updates, and accessing cloud services.

These permissions are used strictly for authorized operational activities, employee safety, attendance management, and field service workflows.

9. Contact Us

For privacy concerns, support requests, or data-related inquiries, please contact us at:

privacy@workaura.com.au