MFP Smoke — Privacy Policy

1. Introduction

MFP Smoke Management Pty Ltd ("MFP Smoke," "we," "us," or "our") operates the MFP Smoke Mobile application (the "App"). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our App.

By using the App, you agree to the collection and use of information as described in this Privacy Policy. If you do not agree with the terms of this policy, please do not use the App.

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2. Information We Collect

We may collect the following types of information:

a) Information You Provide Directly

• Account credentials (username, password)

• Your name, email address, and phone number

• Inspection data you enter (property details, door conditions, test results, commentary)

• Photographs and images captured or uploaded during inspections

b) Automatically Collected Information

• Device type, operating system version, and unique device identifiers

• App usage data (features accessed, time spent, actions taken)

• Crash logs and performance diagnostics

• IP address

c) Location Information

• If you grant permission, we may collect precise or approximate location data to associate inspection records with property locations. You can disable location services in your device settings at any time.

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3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide and maintain the App's core functionality, including inspection recording, register generation, and reporting

• To authenticate users and manage access to the App

• To sync inspection data between field devices and our servers

• To generate and export inspection reports and compliance registers

• To send non-conformance alerts and notifications to MFP Smoke personnel

• To improve the App's performance, reliability, and user experience

• To respond to your enquiries and provide technical support

• To comply with legal obligations and Australian Standards (including AS1851 and AS1530.4)

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4. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties. We may share your information in the following limited circumstances:

• Within MFP Smoke Management: Inspection data and reports are shared with authorised MFP Smoke personnel, including office staff, technicians, and management, for the purpose of service delivery and follow-up.

• With Property Owners/Managers: Inspection reports and registers may be provided to property owners, managers, or their appointed ESM auditors as part of our contracted services.

• Service Providers: We may use third-party service providers for hosting, data storage, analytics, and crash reporting. These providers are contractually obligated to protect your data and use it only for the services we have engaged them to provide.

• Legal Requirements: We may disclose your information if required by law, regulation, legal process, or enforceable government request.

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5. Data Storage and Security

Your data is stored on secure servers. We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted data transmission (HTTPS/TLS), secure authentication, and access controls.

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

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6. Data Retention

We retain inspection data and associated records for as long as necessary to fulfil the purposes described in this policy, to comply with our legal and regulatory obligations (including record-keeping requirements under Australian Standards), and to support ongoing property maintenance and compliance programs. Account information is retained for the duration of your employment or engagement with MFP Smoke Management and may be retained thereafter as required by law.

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7. Your Rights

Depending on your jurisdiction, you may have rights regarding your personal information, including the right to:

• Access the personal information we hold about you

• Request correction of inaccurate or incomplete information

• Request deletion of your personal information (subject to legal retention requirements)

• Object to or restrict certain processing activities

To exercise any of these rights, please contact us using the details below. We will respond to your request within a reasonable timeframe and in accordance with applicable privacy laws, including the Australian Privacy Act 1988.

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8. Children's Privacy

The App is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a child, we will take steps to delete such information promptly.

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9. Third-Party Links

The App may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party services you interact with.

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10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted within the App or on our website, and the "Last Updated" date will be revised accordingly. Your continued use of the App after changes are posted constitutes your acceptance of the updated policy.

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11. Contact Us

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

MFP Smoke Management Pty Ltd Ground Floor, 470 Collins Street Melbourne, VIC 3000 Australia

Phone: +61 456 555 703 Email: info@mfpsmoke.com Website: www.mfpsmoke.com