Dingo Desk Privacy Policy

Privacy Policy

Last Updated: January 2025

1. Introduction

This Privacy Policy describes how Hatnex Pty Ltd (“we,” “us,” or “our”) collects, uses, stores, and protects your personal information when you use Dingo Desk, our job management and inspection platform (“Service” or “App”).

Dingo Desk is a productivity application designed to streamline job management by enabling users to create, assign, and schedule jobs to team members. The app facilitates efficient workflow through features such as the creation of job notes and tasks, the ability to upload images directly to these records, and the generation of comprehensive job reports that can be shared within our system. To enhance operational awareness and team coordination, Dingo Desk also monitors location data specifically during active job assignments.

By using Dingo Desk, you agree to the collection and use of information in accordance with this Privacy Policy. This policy complies with:

The Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
The European Union General Data Protection Regulation (GDPR)
The California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA)

2. Information We Collect

2.1 Personal Information You Provide

We collect personal information that you voluntarily provide when you:

Account Registration: Name, email address, phone number, organization name
Profile Information: Profile photos, job titles, contact details
Job Management: Job descriptions, notes, tasks, inspection checklists, customer information
Content Upload: Photos, documents, and other files you upload to job records
Communication: Messages, comments, and feedback you provide through the Service
Payment Information: Billing address, payment method details (processed securely through third-party payment processors)

2.2 Automatically Collected Information

When you use Dingo Desk, we automatically collect certain information:

Device Information: Device type, operating system, unique device identifiers, mobile network information
Location Data: GPS coordinates and location information during active job assignments (only when you grant location permissions)
Usage Data: Pages visited, features used, time spent, actions taken, search queries
Log Data: IP address, browser type, access times, error logs, crash reports
Cookies and Tracking Technologies: See Section 8 for details

2.3 Information from Third Parties

We may receive information about you from:

Third-Party Authentication Services: If you sign in using social media or other third-party accounts
Business Partners: Information shared by organizations you work with
Public Sources: Publicly available information relevant to your use of the Service

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Service Provision

To provide, maintain, and improve Dingo Desk
To process transactions and manage your account
To create and manage jobs, inspections, and reports
To enable team collaboration and communication
To send notifications and updates about your jobs

3.2 Business Operations

To analyze usage patterns and improve our services
To detect, prevent, and address technical issues
To ensure security and prevent fraud
To comply with legal obligations

3.3 Communication

To respond to your inquiries and provide customer support
To send important service updates and administrative messages
To send marketing communications (with your consent, where required)
To notify you about changes to our services or policies

If you are located in the European Economic Area (EEA), we process your personal data based on:

Contractual Necessity: To fulfill our contract with you
Legitimate Interests: To improve our services and ensure security
Consent: Where you have provided explicit consent
Legal Obligations: To comply with applicable laws

We share your information with third-party service providers who assist us in operating Dingo Desk. These providers are contractually obligated to protect your information and use it only for specified purposes:

4.1 Cloud Infrastructure and Hosting

Amazon Web Services (AWS): Cloud storage, database hosting, and infrastructure services. Data may be stored in multiple regions including Australia, United States, and European Union.
Firebase (Google): Backend services, real-time database, authentication, and cloud functions. Data processing occurs in Google’s global infrastructure.

4.2 Payment Processing

Stripe: Payment processing and billing services. Stripe processes payment information in accordance with PCI DSS standards.

4.3 Communication Services

Email Service Providers: For sending transactional and marketing emails
Push Notification Services: For delivering mobile push notifications to your devices

4.4 Analytics and Monitoring

Cloud Auditing Services: For security monitoring, compliance auditing, and system performance analysis

4.5 Business Transfers

We may share your information in connection with:

Mergers, acquisitions, or sales of assets
Corporate restructuring or reorganization
Bankruptcy or similar proceedings

4.6 Legal Requirements

We may disclose your information when required by law, court order, or government regulation, or to:

Protect our rights, property, or safety
Protect the rights, property, or safety of our users or others
Investigate fraud or security issues
Comply with legal processes

We may share your information with other parties when you explicitly consent to such sharing.

5. Data Storage and International Transfers

5.1 Data Storage Locations

Your data may be stored and processed in multiple regions, including:

Australia
United States
European Union
Other regions where our service providers operate

5.2 International Data Transfers

When we transfer your personal information outside your country of residence, we implement appropriate safeguards:

Standard Contractual Clauses: We use EU-approved standard contractual clauses for transfers from the EEA
Adequacy Decisions: We rely on adequacy decisions where applicable
Binding Corporate Rules: Where available, we use binding corporate rules
Consent: We obtain your explicit consent for transfers where required

5.3 Data Retention

We retain your personal information for as long as necessary to:

Provide our services to you
Comply with legal obligations
Resolve disputes
Enforce our agreements

When you delete your account, we begin the anonymization process as described in Section 6.

6. Your Rights and Data Deletion

6.1 Your Rights

Depending on your location, you have the following rights:

Right to Access: Request a copy of your personal information
Right to Rectification: Request correction of inaccurate information
Right to Erasure: Request deletion of your personal information
Right to Restrict Processing: Request limitation of how we process your data
Right to Data Portability: Request transfer of your data to another service
Right to Object: Object to certain types of processing
Right to Withdraw Consent: Withdraw consent where processing is based on consent

6.2 Account, User, and Organization Deletion

You can delete your account, user profile, or entire organization directly through the Dingo Desk application:

User Profile Deletion: Navigate to your profile settings and select “Delete Account”
Organization Deletion: Organization administrators can delete the entire organization through organization settings
Individual User Removal: Organization administrators can remove individual users from the organization

6.3 Data Anonymization Process

When you request deletion of your account, user profile, or organization:

Grace Period: We maintain your data in an active state for a grace period (typically 30 days) to allow for account recovery if the deletion was accidental.
Anonymization: After the grace period expires, we begin the anonymization process:
- Personal identifiers (names, email addresses, phone numbers) are removed or replaced with anonymized values
- Job data, inspection records, and reports are stripped of personally identifiable information
- Location data is aggregated and anonymized
- Photos and documents associated with your account are permanently deleted
Data Recycling Cycle: Anonymized data may be retained for analytical and statistical purposes in a fully anonymized form that cannot be linked back to you. This anonymized data is subject to periodic recycling cycles where it is permanently removed from our systems.
Irreversibility: IMPORTANT: Once the anonymization process begins, your data cannot be recovered. The anonymization process is irreversible. If you wish to recover your data, you must do so during the grace period before anonymization begins.

6.4 Exercising Your Rights

To exercise your rights, you can:

Use the deletion features within the Dingo Desk application
Contact us at info@hatnex.com.au
Use the contact form on our website

We will respond to your request within the timeframes required by applicable law (typically 30 days, or 45 days for complex requests under CCPA).

7. Security Measures

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

Encryption: Data is encrypted in transit (TLS/SSL) and at rest
Access Controls: Limited access to personal information on a need-to-know basis
Authentication: Secure authentication mechanisms
Regular Audits: Security audits and vulnerability assessments
Incident Response: Procedures for responding to security incidents

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Cookies and Tracking Technologies

8.1 Types of Cookies

We use the following types of cookies:

Essential Cookies: Required for the Service to function
Analytics Cookies: Help us understand how users interact with the Service
Functional Cookies: Remember your preferences and settings
Advertising Cookies: Used to deliver relevant advertisements (if applicable)

8.2 Managing Cookies

You can control cookies through:

Your browser settings
Our cookie preference center (if available)
Third-party opt-out tools

Note: Disabling certain cookies may affect the functionality of the Service.

9. Children’s Privacy

Dingo Desk is not intended for children under the age of 13 (or 16 in the EEA). We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately, and we will delete such information.

10. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights:

Right to Know: Request disclosure of categories and specific pieces of personal information collected
Right to Delete: Request deletion of personal information (subject to certain exceptions)
Right to Opt-Out: Opt-out of the sale or sharing of personal information (we do not sell personal information)
Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights
Right to Correct: Request correction of inaccurate personal information
Right to Limit: Limit the use of sensitive personal information

To exercise these rights, contact us at info@hatnex.com.au.

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under GDPR:

Right to Lodge a Complaint: You can file a complaint with your local data protection authority
Data Protection Officer: For GDPR-related inquiries, contact us at info@hatnex.com.au
Legal Basis: We process your data based on the legal bases described in Section 3.4

12. Australian Privacy Rights

If you are located in Australia, you have rights under the Australian Privacy Act:

Access and Correction: Request access to and correction of your personal information
Complaints: Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)
Anonymity: Where possible, you can interact with us anonymously

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

Posting the new Privacy Policy on this page
Updating the “Last Updated” date
Sending you an email notification (for significant changes)
Displaying a notice in the Dingo Desk application

Your continued use of Dingo Desk after changes become effective constitutes acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or wish to exercise your privacy rights, please contact us:

Hatnex Pty Ltd

Email: info@hatnex.com.au

Website: https://hatnex.com.au

Mailing Address: 16 Bilney Dr, Athelstone, 5076 South Australia

We will respond to your inquiry within a reasonable timeframe and in accordance with applicable privacy laws.

Effective Date: January 2025

Last Updated: January 2025

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