Privacy Policy

1. About this policy

This policy explains how information is handled through the AMS Asset Management website, Android application and supporting services (together, AMS). The platform is operated by Ancillary Mining Solutions.

AMS is supplied to customer companies as a company-isolated workspace. Each customer company controls the operational information entered by its authorised users, including which people may use the workspace, what records are created, which permissions apply and whether optional features such as GPS positioning are enabled. Ancillary Mining Solutions processes that customer-controlled information to host, secure, support and operate the platform. Ancillary Mining Solutions also controls platform administration, authentication, security, subscription, device-registration and service-delivery records required to provide AMS.

2. Information handled by AMS

User and account information

AMS may process a user’s name, email address, password authentication record, account status, failed sign-in and temporary lock information, company membership, permission groups, role and the company workspace selected for a session. Passwords are stored as password hashes rather than readable passwords. Browser sessions use a Secure, HttpOnly, SameSite cookie. Android sessions use a bearer token with an expiry.

Device registration and application information

When the Android application signs in or registers, AMS may receive and store a permanent installation or device identifier supplied by the app, device name, platform, application version, linked user and company, registration time, last-seen time, active or revoked state, and the session linked to that device. These records support authentication, session revocation, compatibility support and synchronization diagnostics.

Operational and audit information

Customer companies and their users may enter or generate asset identifiers and details, asset types, serial numbers, locations and movements, connections and containers, inspection templates and answers, due dates, failures, repair job cards, work activity, parts and stock movements, purchase references, custody records, commissioning and off-site workflows, user assignments, notification settings and delivery history. AMS also records audit events about important changes, the responsible user where available, timestamps, and before-and-after information needed to explain a change.

Precise location information

AMS can process precise GPS latitude and longitude, accuracy, recorded time, the user who recorded the position and related asset and location identifiers. GPS is collected only for enabled asset workflows: the customer’s GPS module must be enabled, the relevant asset type must allow GPS, and the asset must be in an eligible location hierarchy. A position may be recorded during an NFC scan, a permission-controlled manual GPS update, or an inspection location correction. The device must return a valid position; AMS does not guess a location when one cannot be obtained.

When an asset moves to another location, the current GPS position is cleared. If a valid position existed, AMS retains it in GPS history together with movement context and an audit event. Customer administrators control whether eligible location and asset-type workflows request this information.

Photos, documents and inspection evidence

Users may upload photos, reports, manuals, procedures, technical drawings and other files as inspection evidence or as documents linked to an asset, asset type or repair. AMS processes the file, its original name, type, size, category, linked record, upload status, uploader and upload time so the customer can evidence work, verify compliance, support repairs and retain relevant operational documents.

3. Android offline information and synchronization

The Android application may store information locally so supported work can continue with limited connectivity. This may include inspection drafts and answers, server synchronization cursors, queued inspection operations, operation and draft identifiers, revision and conflict information, and metadata needed to identify attachments or linked records. In the current implementation, offline operation submission is limited to inspection draft saves and inspection completions. Attachment file queues, repairs, stock and asset-movement operations require an online connection.

The Android client is designed to keep its bearer token in Android encrypted storage. The token is sent with protected API requests and should be removed when the session expires, is revoked or the user signs out. Local drafts and queue records remain on the device until the Android application applies its own completion, sign-out or cleanup behaviour.

When connectivity returns, the app requests company-scoped changes, applies a complete response before advancing its synchronization cursor, and submits supported queued operations with unique operation identifiers. AMS uses those identifiers and a payload hash to prevent the same operation being applied twice. If the server record changed, the app may place the draft into a conflict flow rather than silently overwriting it. Failed synchronization diagnostics may include the operation type, device identifier, error, response status and submitted operation payload.

4. Why information is processed

Information is processed to:

• authenticate users, select the correct company workspace and enforce permissions;
• register and secure mobile sessions and allow lost or retired devices to be revoked;
• identify, locate and manage emergency-response, fire, first-aid and other customer assets;
• conduct and evidence inspections, commissioning, repairs, stock use, custody and related workflows;
• record GPS positions for eligible workflows chosen by a customer company;
• synchronize supported Android work after connectivity returns and handle conflicts or repeat submissions safely;
• provide reports, notifications, audit histories, recovery tools and customer support;
• protect the platform, investigate failures and maintain service reliability; and
• administer customer workspaces, subscriptions and platform configuration.

5. Sharing and service providers

Information is available to authorised users of the relevant customer company according to their server-enforced permissions. It may also be accessed by authorised Ancillary Mining Solutions personnel where necessary to operate, secure, troubleshoot or support the platform, or to meet legal obligations.

AMS uses third-party service providers, including:

• Render for application hosting, deployment services and managed PostgreSQL database hosting;
• Cloudflare R2 for private object storage of uploaded documents, photos and evidence, where that module is configured; and
• Resend for system email delivery and delivery-status processing where notifications are enabled.

File downloads use short-lived signed R2 links. Service providers may process technical, account, operational or file information needed to perform their contracted services. Information may also be disclosed where required or authorised by law, or with the relevant customer’s or individual’s authority.

6. International processing and hosting

The production configuration identifies Render’s Oregon region for the application and PostgreSQL database. Cloudflare and Resend operate global service networks, and their processing or support may occur outside Australia. Accordingly, AMS information may be hosted, transmitted or processed outside Australia. Ancillary Mining Solutions and customer companies should consider any applicable contractual and Australian Privacy Principle requirements for overseas handling.

7. Security

AMS uses measures visible in the implementation including hashed password records, time-limited sessions, Secure and HttpOnly browser cookies, bearer-token authentication for Android, server-enforced permissions, company-scoped database access controls, row-level tenant isolation, private object storage with short-lived signed download links, upload type and size validation, account lock controls, device and session revocation, operation idempotency, audit records and restricted administrative functions.

No internet service or device storage is risk-free. Customer companies are responsible for selecting appropriate users and permissions, managing devices, reviewing access, and protecting information exported or downloaded from AMS.

8. Retention and deletion

Operational records, inspection and repair histories, GPS history, audit records and uploaded files are generally retained for the customer’s operational, safety, compliance, support and audit needs until the customer or an authorised administrator requests or performs an available deletion, correction or data-clearing action, subject to technical, legal, contractual, backup and evidentiary requirements. Some completed inspection records are immutable and must be corrected through an auditable correction process.

Revoked mobile devices remain visible in administration for 24 hours, although linked sessions are revoked immediately. Successful mobile operations remain in the idempotency ledger and synchronization failures remain available for diagnostics until an authorised Developer clears them. Completed notification-delivery records have a configurable retention period (365 days by default) and webhook replay records have a configurable retention period (30 days by default); pending and failed notification records are retained for investigation. R2 object retention or bucket-lock settings are configured separately and can prevent immediate file deletion. Database backups and point-in-time recovery may retain information beyond its removal from the live workspace.

9. Access, correction, deletion and complaints

Users should first contact their customer company’s system administrator about company-controlled user or operational records. For privacy questions, access or correction requests, deletion requests, or a complaint about Ancillary Mining Solutions’ handling of information, contact:

We may need to verify identity and authority before acting. Some requests may be limited where retention is required by law, contractual obligations, security needs, another person’s privacy, a customer company’s lawful instructions, or the integrity of safety and audit records. Where applicable, individuals may request access to and correction of personal information under Australian Privacy Principles 12 and 13.

Australian privacy rights may arise under the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable Commonwealth, state or territory laws. A person may contact the Office of the Australian Information Commissioner after first giving the relevant organisation a reasonable opportunity to respond.

10. Children’s privacy

AMS is a business workplace system intended for authorised personnel and is not directed to children. Customer companies should not create accounts for, or submit personal information about, children unless they have an appropriate and lawful business reason and have addressed any required authority or consent. If information about a child is believed to have been entered improperly, contact the relevant customer administrator and Ancillary Mining Solutions.

11. Changes to this policy

This policy may be updated when AMS features, providers, legal requirements or information-handling practices change. The current version will remain available at this stable public address and will show its effective date. Material changes should be communicated to customer companies through an appropriate platform or business notice.