Editor's note. The clause text below follows the usual structure for a field survey application. Replace each clause with your legally approved wording, and update the effective date, department names and contact details before publishing.
01 Scope of this policy
This policy applies to the CropTrack mobile application and the CropTrack web dashboard operated by Amnex Infotechnologies Pvt. Ltd. on behalf of the government department that commissioned the survey. It covers information collected from surveyors who use the app in the field and from officials who review submissions on the dashboard.
CropTrack is issued for official crop survey work. Access is granted through credentials provided by the commissioning department; the app is not intended for general public use.
02 Information we collect
We collect only what a survey record needs in order to be verifiable.
Survey data
- Crop photographs captured in the app, each tagged with the coordinates and timestamp of capture.
- GPS coordinates, accuracy readings and the surveyed plot or parcel identifier.
- Answers you enter about crop type, variety, sowing stage, irrigation source, area and observed damage.
- Remarks, voice notes or attachments you choose to add to a record.
Account data
- Your name, employee or surveyor ID, designation, assigned village or circle, and mobile number.
- Sign-in activity, including date, time and the device used.
Device and diagnostic data
- Device model, operating system version, app version and language setting.
- Available storage and network type, used to manage offline sync.
- Crash reports and error logs, which may include the screen you were on when a fault occurred.
03 Device permissions
Android and iOS ask for your consent before granting each permission. You can withdraw any of them in your device settings, though some survey steps will stop working without them.
| Permission | Why it is needed | If you decline |
|---|---|---|
| Camera | To photograph the standing crop. Photographs are captured inside the app so they carry a verified location and time. | A record cannot be submitted. |
| Location (precise) | To confirm you are standing inside the plot being surveyed and to geo-tag each photograph. | A record cannot be submitted. |
| Storage / media | To hold draft records and photographs on the device until network coverage allows them to sync. | Offline surveying is unavailable. |
| Microphone | Only when you record an optional voice remark on a record. | Voice remarks are unavailable; typed remarks still work. |
| Notifications | To alert you about assigned plots, sync failures and app updates. | You will need to check assignments in the app. |
Location is used only while the app is open or while a survey is in progress. CropTrack does not track your position in the background outside survey activity.
04 How we use information
- To create, validate and store crop survey records for the commissioning department.
- To confirm that a record was captured at the reported plot, which protects surveyors against disputes over their work.
- To prepare crop area and condition statistics used for planning, advisories, insurance assessment and relief decisions.
- To assign work, monitor survey progress and generate performance reports for supervisors.
- To keep the app working: diagnosing crashes, improving sync reliability and providing support when you report a problem.
- To meet audit, record-keeping and other legal obligations.
We do not use survey or account data for advertising, and we do not sell it to anyone.
06 Storage, retention and security
Survey data is stored on servers located in India, in the data centre designated by the commissioning department. Draft records are held on your device in the app's private storage and are removed once they sync successfully.
Retention
Survey records are retained for the period set by the commissioning department's record retention rules, and may be kept longer where a dispute, audit or legal proceeding is pending. Diagnostic logs are retained for a shorter period and then deleted.
Security measures
- Data in transit is encrypted using TLS; data at rest is encrypted on the server.
- Access is role-based, so an officer sees only the area they are responsible for.
- Administrative actions on records are logged for audit.
- Sessions expire after a period of inactivity and require you to sign in again.
No system can be guaranteed completely secure. If a breach affects your information, we will notify you and the relevant authority as required by law.
07 Your rights and choices
- Ask for a copy of the account information held about you.
- Ask us to correct account details that are inaccurate or out of date.
- Withdraw a device permission at any time in your device settings.
- Raise a grievance about how your information has been handled.
Submitted survey records are official records and cannot be deleted on request. Corrections to a record follow the department's verification process, which your supervisor can start.
Write to the Grievance Officer in clause 11 to exercise any of these rights. We respond within 30 days.
08 Third-party services
CropTrack uses a small number of external services to function: map and satellite basemap providers to display plot boundaries, cloud hosting to store records, and crash reporting to detect faults. These providers receive only the data needed for their task and are bound by contract to protect it. Their own privacy terms apply to their processing, and we review them before integration.
The app contains no advertising or analytics software development kits that profile you.
09 Age requirement
CropTrack is issued to authorised adult personnel only. We do not knowingly collect information from anyone under 18. If you believe a minor has been given access, write to the Grievance Officer and the account will be reviewed and closed.
10 Changes to this policy
We update this policy when the app, the survey mandate or the law changes. The version number and effective date at the top of this page always reflect the current text. Material changes are announced in the app before they take effect, and continued use after that date means the revised policy applies.
11 Contact and grievances
For questions about this policy or about information held about you, contact:
Grievance Officer
Amnex Infotechnologies Pvt. Ltd.
Ahmedabad, Gujarat, India
Response time: within 30 days of receipt
For questions about a specific survey record, contact the agriculture or revenue office that assigned the survey.
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