Privacy Policy

2. Information We Collect

2.1 Account and Authentication Information

• Email address
• Display name
• Profile photo (optional)
• Google account information (when using Google Sign-In)
• Firebase Authentication identifiers

2.2 Personal Information

• Phone number
• Home address
• Emergency contact details (name, phone number, relationship)

2.3 Employment and Work Data

• User role (Worker, Admin, Office Admin, Super Admin)
• Hourly rate (for payroll purposes)
• Xero Employee ID (for payroll integration)
• Farm assignments and associations

2.4 Timesheet and Work Records

• Work start and end times
• Hours worked
• Kilometres travelled
• Farm and job assignments
• Work notes and descriptions
• Timesheet approval status and history

2.5 Job and Scheduling Data

• Job numbers and descriptions
• Assigned worker information
• Customer details for job assignments
• Expected and actual hours worked
• Milking session information
• Job status and completion data

2.6 Safety Check-In Data

• Check-in timestamps (when leaving home, arriving at farm)
• Associated farm information

2.7 Financial and Billing Data

• Invoice records and amounts
• Payslip submissions
• Hours and kilometres for billing periods
• GST calculations

2.8 Device Information

• Firebase Cloud Messaging (FCM) tokens for push notifications
• Device platform (Android/iOS)

3. How We Use Your Information

We use the collected information to:

• Provide Services: Manage timesheets, job scheduling, and workforce coordination
• Process Payroll: Export timesheet data to Xero for payroll processing
• Generate Invoices: Create and manage billing for services rendered
• Send Notifications: Deliver push notifications about job assignments and updates
• Ensure Safety: Track worker safety check-ins for welfare purposes
• Manage Farms: Coordinate farm assignments and document access
• Customer Management: Maintain customer relationships and contact information
• Improve Services: Analyse usage to enhance app functionality

4. Third-Party Services

We integrate with the following third-party services:

4.1 Firebase (Google)

• Firebase Authentication: Secure user login
• Cloud Firestore: Database storage
• Firebase Cloud Messaging: Push notifications
• Firebase Cloud Storage: Document and video storage
• Firebase Cloud Functions: Backend processing

For Google's privacy practices, visit: https://policies.google.com/privacy

4.2 Xero

We integrate with Xero for payroll and accounting purposes. When you connect to Xero, the following data may be shared:

• Employee information and IDs
• Timesheet hours and dates
• Invoice details
• Customer/contact information

For Xero's privacy practices, visit: https://www.xero.com/nz/legal/privacy/

4.3 Google Sign-In

We use Google Sign-In for authentication. This shares your Google account email and profile information with our app.

5. Data Storage and Security

5.1 Storage

• Data is stored in Google Cloud Firestore, located in secure Google data centres
• Documents and videos are stored in Firebase Cloud Storage
• All data is encrypted at rest

5.2 Transmission

• All data is transmitted over HTTPS/TLS encrypted connections
• API calls use secure authentication tokens

5.3 Access Control

• Role-based access control restricts data access based on user permissions
• Workers can only access their own data
• Admins can access team member data within their organisation
• Security rules enforce data access boundaries

6. Data Retention

• Active user data is retained for the duration of your employment or use of the service
• Timesheet and work records are retained for payroll and tax compliance purposes
• Inactive accounts may be archived but not automatically deleted
• You may request deletion of your data (see Section 9)

7. Data Sharing and Disclosure

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

• With Your Employer: Admins in your organisation can access work-related data
• With Xero: For payroll processing when enabled
• Service Providers: With Google/Firebase for app infrastructure
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In the event of a merger, acquisition, or sale of assets

8. Your Rights Under New Zealand Privacy Act 2020

Under the Privacy Act 2020, you have the right to:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Complaint: Lodge a complaint with the Office of the Privacy Commissioner

To exercise these rights, contact us using the details in Section 12.

9. Data Deletion

You may request deletion of your account and associated data by contacting your administrator or us directly. Note that:

• Certain records may be retained for legal, tax, or audit purposes
• Data already exported to Xero will be subject to Xero's retention policies
• Deletion requests will be processed within 30 days

10. Children's Privacy

The Gofer is not intended for use by individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe we have collected such information, please contact us immediately.

11. Changes to This Privacy Policy

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

• Posting the new Privacy Policy in the App
• Updating the "Last Updated" date at the top of this policy

We encourage you to review this Privacy Policy periodically.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Company: The Gofer
• Email: admin@thegofer.co.nz
• Address: Winton, New Zealand
• Phone: 032634044

13. Consent

By using The Gofer, you consent to:

• The collection and use of your information as described in this Privacy Policy
• The transfer of your data to third-party services (Firebase, Xero) as necessary for app functionality
• Receiving push notifications related to your work assignments (can be disabled in device settings)