Car Fleet privacy policy

Adventist Carfleet is the South NSW Conference's staff app for recording vehicle trips so work kilometres can be reported and reimbursed. Here is the short version.

Seventh-day Adventist Church (South NSW Conference) Limited (“we”, “us”) runs Adventist Carfleet. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy covers what the Carfleet app and its service collect. You sign in with your Adventist Bot portal account, and the portal’s privacy policy covers that account.

Other organizations can use Carfleet for their own people. For their records, that organization decides who can see them, and we run the service for them.

What we don’t collect

• No contacts, calendar, microphone, camera, SMS or call data. The only photos we see are ones you pick yourself.
• No location outside a recording trip, no live vehicle tracking and no driver-behaviour scoring.
• No advertising or analytics trackers.

Sensitive information

A trip route can show where you live, worship or get health care. That is why the routes of personal trips are deleted, and why only you and your administrators can open a route.

From you. When you record trips, classify them, edit your profile or add a photo.

From your organization. Administrators add people, vehicles and cost centres, and approve travel.

Automatically. The app records location during a trip, and sends crash reports if it crashes.

Where it’s held

Our database runs on servers we manage in Australia. Routes and photos are kept with Wasabi cloud storage in its Sydney region.

On your phone, your sign-in is kept in secure storage. A trip waiting to upload stays in the app’s private storage until the server confirms it. Place names you give, like “Home”, never leave your phone.

We use your information to:

• work out work and personal kilometres for each vehicle and worker
• reimburse travel and charge it to the right cost centre
• manage the fleet: who holds which vehicle, and registrations
• send alerts the app needs, like a trip to classify
• keep the records that audit and tax law require, and investigate misuse
• fix crashes

We don’t use your information for marketing, and we don’t sell or rent it.

Inside your organization. You can only see your own trips. Your organization’s administrators see all trips in it, and can open a route, including a personal one until it is deleted.

System administrators who run the service can read every organization but can’t change anything. Every time someone else opens your trip or route, that is logged.

Service providers who help us run the app:

When the law requires it. For example, to a court, a regulator, or police with a lawful request.

The Share button on a trip map sends a short text summary, only to the app you pick.

• United States and other countries. Google and Apple map and place services, notification delivery, crash reports and service emails.
• Singapore. Our public web server. Traffic passes through it encrypted on the way to our Australian servers. It doesn’t store your records.

Your trips, routes and photos are stored in Australia. If this changes, we’ll update this list before it happens.

Done by the app alone

Helps people decide

An administrator reviews these before they are paid or reported.

If you think an automatic result is wrong, raise a correction on the trip or email snswcomms@adventist.org.au, and a person will review it.

• Encrypted connections (HTTPS) everywhere
• You sign in on the portal’s page. The app never sees your password.
• Your sign-in is kept in your phone’s secure storage, with optional Face ID or fingerprint unlock
• Every request is checked against your role and ownership of the record
• History is added to, never overwritten, so changes can be traced
• Our database and backend run on a private network, not the open internet

Keep a screen lock on your phone, because trips can wait on it before they upload.

If we suspect a data breach, we act quickly to contain it and assess the harm, within the 30 days the law allows.

If it is likely to cause serious harm, we’ll tell you and the Office of the Australian Information Commissioner (OAIC), and tell you what you can do to protect yourself.

• See your trips, routes and totals in the app.
• Correct your profile, and raise a correction on any trip.
• Mark a trip personal, which schedules its route for deletion.
• Turn off location in your phone’s settings at any time. Trips then can’t record.
• Ask for a copy of your data, or to delete your account, from Profile › Delete my account in the app, or at snswcomms@adventist.org.au.

It’s free. We’ll reply within 30 days after confirming who you are. If we refuse, we’ll explain why in writing.

1. Write to us first at snswcomms@adventist.org.au. Say what happened and what you’d like us to do.
2. We’ll respond within 30 days.
3. If you’re not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

We review this policy at least once a year, and whenever the way we handle information changes.

If we change what location we collect, how long routes are kept, or who can see them, the app will ask you to accept the new version.