Privacy Policy for MITCON Biodiversity App

1. Introduction

MITCON Consultancy and Engineering Services Limited (“MITCON”, “we”, “our”, or “us”) respects the privacy of users of the MITCON Biodiversity mobile application (“Biodiversity App” or “App”).

This Privacy Policy explains the types of information that may be collected through the App, how the information is used, stored and protected, and the choices available to authorized users.

By accessing or using the App, you acknowledge that you have read and understood this Privacy Policy.

2. Purpose of the Application

The Biodiversity App has been developed for the internal operational use of MITCON and its authorized employees, consultants, surveyors, field personnel, project team members and other approved users.

The App may be used to collect, record, manage, review and synchronize biodiversity-related field information, including species observations, habitat information, photographs, geographical locations, survey records and project-related observations.

3. Information We May Collect

Depending on the features used and the permissions granted, the App may collect the following categories of information.

3.1 User and Account Information

• Name of the authorized user
• Email address
• Mobile number, where applicable
• Employee ID or internal user ID
• Designation, department or organizational role
• Login credentials in a secured or encrypted form
• User access role and authorization information

3.2 Biodiversity and Survey Information

• Species names and classifications
• Flora and fauna observations
• Habitat and ecosystem information
• Survey details and field observations
• Photographs and supporting documents
• Notes, remarks and descriptions entered by users
• Date and time of observations
• Project, plot, site or survey identification details
• Other biodiversity-related information entered in the App

3.3 Location Information

The App may collect precise or approximate location information, including latitude, longitude and location accuracy, to identify the location of biodiversity observations and field surveys.

Location information may be collected while a user is actively using the relevant survey or location feature. The App will collect background location information only where such functionality is implemented, required for a legitimate operational purpose, disclosed to the user, and permitted by the user through the device settings.

3.4 Photographs, Camera and Media

The App may access the device camera or selected photographs and files to allow authorized users to capture or upload photographs of species, habitats, survey locations and supporting field evidence.

3.5 Device and Technical Information

• Device type and model
• Operating system and operating-system version
• Application version
• Device identifiers, where technically required
• IP address
• Login time and activity information
• Error, diagnostic and application performance information

3.6 Activity and Audit Information

To maintain security, accountability and data integrity, the App may record operational activities such as user login, creation or modification of survey records, synchronization activity and other authorized actions performed through the App.

4. Device Permissions

The App may request the following device permissions when they are required for a particular feature:

• Location: To record the geographical location of biodiversity observations and field surveys.
• Camera: To capture photographs of species, habitats, sites and supporting field evidence.
• Photos, Media or Files: To select, upload, store or download survey photographs and supporting documents.
• Internet and Network Access: To authenticate users and synchronize information with MITCON’s servers or authorized cloud infrastructure.
• Notifications: To provide operational alerts, assignments, reminders or synchronization updates, where applicable.

Users may manage certain permissions through their mobile-device settings. Disabling a required permission may prevent the corresponding feature from functioning correctly.

5. How We Use the Information

Information collected through the App may be used for the following purposes:

• To authenticate and authorize users
• To provide and operate the App’s functionality
• To record and manage biodiversity survey information
• To associate observations with geographical locations
• To upload, organize and review survey photographs
• To synchronize data with MITCON’s authorized systems
• To prepare reports, assessments and project documentation
• To monitor survey progress and data quality
• To maintain audit trails and operational accountability
• To detect unauthorized access, misuse or security incidents
• To troubleshoot technical issues and improve performance
• To comply with legal, contractual and regulatory obligations
• To protect the rights, systems and information of MITCON

6. Basis for Processing

MITCON processes information collected through the App for legitimate organizational and operational purposes, including project execution, environmental assessment, biodiversity documentation, information security, contractual compliance and compliance with applicable laws.

Where required by applicable law, information may also be processed on the basis of consent, contractual necessity, compliance with a legal obligation or another legally recognized basis.

7. Sharing and Disclosure of Information

MITCON does not sell, rent or trade users’ personal information.

Information may be shared only where necessary with:

• Authorized MITCON employees and management personnel
• Authorized project teams, consultants and field personnel
• Clients or project stakeholders, where contractually required
• Approved technology, hosting, mapping, analytics or technical support service providers
• Government authorities, regulators, courts or law-enforcement agencies where disclosure is legally required
• Professional advisers, auditors or legal representatives subject to appropriate confidentiality requirements

Service providers are permitted to process information only for the services they provide and are expected to maintain appropriate confidentiality and security safeguards.

8. Third-Party Services

The App may use authorized third-party technologies or services for functions such as:

• Cloud hosting and data storage
• Maps and location services
• Application error and crash reporting
• Push notifications
• User authentication
• Application performance monitoring

These third-party services may process limited technical or operational information according to their own privacy policies and the configurations implemented by MITCON.

9. Data Storage and Transfer

Information collected through the App may be stored on MITCON’s internal servers or on authorized cloud infrastructure used by MITCON.

Where information is processed or stored outside the user’s location, MITCON will take reasonable steps to ensure that the information is handled in accordance with applicable legal, contractual and security requirements.

10. Data Security

MITCON uses reasonable administrative, technical and organizational safeguards designed to protect information against unauthorized access, alteration, disclosure, loss, destruction or misuse.

Such safeguards may include:

• Role-based access controls
• User authentication mechanisms
• Secure network communication
• Access and activity logs
• Server and database security controls
• Restricted administrative access
• Periodic backup and recovery procedures
• Security monitoring and vulnerability management

However, no mobile application, server, electronic storage system or internet transmission method can be guaranteed to be completely secure.

11. Data Retention

MITCON retains personal information, biodiversity records, survey information, photographs, location information and audit records only for as long as reasonably necessary for:

• The purpose for which the information was collected
• Completion and maintenance of project records
• Contractual, audit and reporting requirements
• Legal or regulatory compliance
• Security, dispute resolution and enforcement purposes
• MITCON’s applicable document-retention policies

Information may be deleted, anonymized or securely archived when it is no longer required, subject to applicable legal, contractual and organizational retention requirements.

12. User Rights and Choices

Subject to applicable laws and organizational requirements, authorized users may contact MITCON to:

• Request access to their personal information
• Request correction of inaccurate information
• Request deletion of personal information, where applicable
• Raise a concern regarding the use of their information
• Withdraw a previously granted optional device permission
• Request clarification regarding data-retention practices

Certain survey, audit, project or statutory information may not be deleted immediately where its retention is required for a legitimate business, contractual, legal, security or regulatory purpose.

13. Account and Data Deletion Requests

As the Biodiversity App is intended for internal organizational use, user accounts are created, managed and deactivated by authorized MITCON administrators.

An authorized user may request account deactivation or deletion of eligible personal information by contacting MITCON using the contact details provided below.

The request should include the user’s registered name, registered email address or employee ID, and sufficient information to verify the request.

Following verification, MITCON will deactivate the account and delete or anonymize eligible personal information within a reasonable period, except for information that must be retained for legal, contractual, audit, project, security or regulatory purposes.

14. Children’s Privacy

The App is intended for authorized employees, consultants, surveyors and project personnel. It is not intended for use by children.

MITCON does not knowingly collect personal information from children through the App. If MITCON becomes aware that a child’s personal information has been collected unintentionally, reasonable steps will be taken to remove it.

15. Confidentiality of Organizational Data

Information recorded in the App may contain confidential organizational, environmental, project or client-related information.

Authorized users must not copy, disclose, publish, distribute, download or use such information for any unauthorized purpose. Use of the App remains subject to MITCON’s internal policies, employment conditions, confidentiality obligations and applicable project requirements.

16. External Links

The App may contain links to external websites, maps or third-party resources. MITCON is not responsible for the privacy practices, content or security of external services that are not controlled by MITCON.

Users should review the privacy policy of any external service before providing information to it.

17. Changes to This Privacy Policy

MITCON may update this Privacy Policy periodically to reflect changes in the App, organizational practices, technology, legal requirements or regulatory obligations.

The revised Privacy Policy will be published on this page with an updated effective date. Users are encouraged to review this page periodically.

18. Contact Us

For questions, concerns, access requests, correction requests, account-deletion requests or other privacy-related matters, please contact: