Privacy and your data

What we keep

The records you enter: sites, processing batches, tailings and assays, environmental observations, rehabilitation work, safety records, photographs and documents you attach, and the actions and decisions that follow. We also keep your name, email address and a record of who changed what and when (an audit log) so that records can be trusted.

Who can see it

• Your organisation only. Every record belongs to one organisation. People in other organisations cannot see it.
• Inside your organisation, only the sites you are given. Managers see every site. Operators and specialist reviewers see only the sites a manager assigns to them.
• Mine locations and production records are private by default. Photographs and documents are stored privately and opened only for signed-in people who may see that site.
• Mine Passport links are your choice. A manager can create an expiring link that shows only chosen sections. Coordinates and free-text notes are left out unless a manager explicitly includes coordinates. A link can be withdrawn at any time.

The adviser and artificial intelligence

The adviser is switched off until a manager turns it on. When someone asks it a question, a summary of that site’s records is sent to the AI provider the deployment uses, so it can answer. That summary leaves out coordinates, people’s names and email addresses, and the contents of photographs and documents. Free-text descriptions are included, shortened, so please do not type names or phone numbers into descriptions. Each request, and exactly what was sent, is stored in your organisation’s records.

Your records are not used to train models by CHERA AI. Check the AI provider’s own terms for how it handles requests, which the person running this deployment is responsible for.

On your phone

To let you capture records without a connection, your browser keeps unsent records, and a copy of the sites you can use, on the device until they are sent. Signing out removes the cached reference data. Records you have not yet sent stay on the device for you, so do not use a shared phone for field capture without your own account.

Your choices

• Managers can export the organisation’s records as spreadsheets at any time.
• Managers can remove people, withdraw share links and switch the adviser off.
• To ask for records to be corrected or deleted, or the organisation closed, contact the person who runs this CHERA AI deployment.

Limits of this summary

This is a plain-language summary for the pilot. It is not legal advice. The organisation running this deployment is responsible for confirming its duties under the laws that apply to it, such as Zimbabwe’s data protection law, and for obtaining consent from the people whose information is recorded.