1Introduction
This Privacy Policy explains how Hayleys Fentons ("we", "us", "our") collects, uses, stores, and protects information through Root Pulse, the Plantation Monitoring System, comprising our web Admin Portal and our mobile field application. It applies to administrators, field officers, and any other authorized users of the system.
2Information We Collect
- Account information — name, email address, mobile number, and assigned role/permissions, used to create and manage your user account.
- Location data — GPS coordinates captured when registering or monitoring trees and plantation sites in the field, via the mobile app's location permission.
- Photos and media — images of trees and plantation sites taken with your device camera or selected from your photo library, used to document and verify monitoring records.
- Monitoring & operational data — species records, growth measurements, carbon metrics, project/site details, monitoring schedules, and system audit logs of actions taken within the system.
3How We Use Your Information
- Operating and maintaining plantation monitoring, reporting, and dashboard features.
- Calculating carbon sequestration metrics from monitoring and species data.
- AI-assisted analysis of submitted tree/plantation photographs to support monitoring accuracy.
- Sending scheduled email reminders related to monitoring tasks.
- Maintaining audit logs for accountability, security, and compliance purposes.
4Where Your Data Is Stored & Processed
Data is processed and stored using the following infrastructure and service providers:
| Data | Stored / processed via |
|---|---|
| Account & monitoring records | Managed PostgreSQL database (AWS RDS) |
| Photos & uploaded files | AWS S3 cloud storage |
| Photo analysis | OpenAI vision model (image analysis only) |
| Email reminders | SMTP email delivery |
We do not sell your personal information, and we do not share it with third parties other than the infrastructure and service providers listed above, which process data solely to operate Root Pulse on our behalf.
5Data Retention & Security
Data is retained for as long as your account remains active or as required for monitoring, reporting, and compliance obligations. All traffic to Root Pulse is encrypted in transit (HTTPS/TLS), and access to system data is restricted according to each user's assigned role and permissions.
6Your Rights
You may request access to, correction of, or deletion of your personal information held within Root Pulse by contacting us using the details below. We will respond to verified requests within a reasonable timeframe.
7Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. The "Last updated" date at the top of this page indicates when this policy was last revised.
8Contact Us
If you have questions about this Privacy Policy or how your data is handled, contact:
Hayleys Fentons