This policy describes how Green FM Consulting (“we”, “us”) handles information when you use the Asset Management web portal at inventory.greenfmconsult.com and the GFM-assets mobile application. It is written for everyday use and Google Play disclosure. It is not legal advice; we may update it as the product changes.
Last updated: 9 November 2026
Contact:
info@greenfmconsult.com
·
www.greenfmconsult.com
1. Who this applies to
We provide a multi-organisation asset management service. Your organisation (employer or client) typically administers accounts. We process data to deliver that service to your organisation under our agreement with them.
2. Information we collect
Depending on how you use the service, we may process:
- Account details — name, email address, organisation membership, role, password (stored hashed), and multi-factor authentication settings.
- Asset and facility data — inventory records, locations, condition, warranty information, comments, verification history, and related business fields your organisation configures.
- Photos and media — photos of assets, nameplates, or labels that you capture or upload; optional voice audio used for dictation features.
- Location — GPS coordinates when you choose features that capture or verify location (for example adding an asset or geofenced verification).
- Device and technical data — IP address, browser or app type, trusted-device tokens, push notification tokens, and diagnostic or audit logs needed for security and support.
- Guest link access — if someone opens a shared guest link, we may log access for security and audit purposes without creating a full user account.
3. How we use information
- Provide, sync, and display the asset register for your organisation
- Authenticate users and protect accounts (including MFA and trusted devices)
- Support field workflows (capture, verify, labels, import/export, reporting)
- Send operational emails (invites, warranty reminders, security alerts) when configured
- Improve reliability, prevent abuse, and investigate incidents
- Optionally assist data entry with AI features you choose to run (see section 5)
We do not sell personal information.
4. Where data is stored
Application data is hosted on servers we operate (currently our Hostinger VPS for the production portal and API). Organisation admins and authorised users access data through the web portal and mobile app. Backups and operational logs may be retained for continuity and security.
Hosting country: our production service is hosted on a Hostinger VPS in a data centre region selected when the server was provisioned . Contact us at info@greenfmconsult.com for data residency questions, including the specific hosting country for your organisation.
5. AI features and third-party processors
If your organisation enables cloud AI assist, photos, nameplate images, OCR text, or voice clips you submit for “Enhance” / dictation may be sent from our servers to subprocessors such as:
- OpenAI — for vision/text mapping and speech-to-text
- Google Cloud Vision — for optional image labels, logos, and OCR
Those providers process content to return suggestions. We configure keys on our server; they are not embedded in the mobile app. Do not use AI features on images you are not authorised to share with these processors. Organisation admins can disable AI for their organisation.
On-device OCR (where available) may run locally on your phone and does not require those cloud APIs.
6. Sharing
We share information only as needed to run the service, including:
- Within your organisation to users and roles your admins authorise
- With guest recipients when an authorised user creates a guest share link
- With infrastructure and AI subprocessors described above
- When required by law, or to protect rights, safety, and security
7. Retention
We retain account and asset data while your organisation’s licence is active and as needed for backups, audits, and legal obligations. When a licence ends, we follow our offboarding process with the organisation (which may include export and deletion or deactivation). Audit and security logs may be kept for a limited period.
8. Security
We use industry-standard measures such as HTTPS, hashed passwords, optional MFA, access roles, and server hardening. No method of transmission or storage is 100% secure.
9. Your choices and rights
- Update profile details available in the portal
- Revoke trusted devices under account settings
- Ask your organisation admin to correct or remove asset data they control
- Contact us at info@greenfmconsult.com for privacy requests; we may need to coordinate with your organisation admin
Depending on where you live, you may have additional rights under applicable privacy laws (for example access, correction, or deletion). We will respond in line with those laws and our customer agreements.
10. Children
The service is intended for workplace / facilities use by adults. It is not directed at children under 13 (or the minimum age required in your country).
11. Mobile app permissions (Android / Google Play)
The GFM-assets app may request:
- Camera — asset photos and barcode/QR scanning
- Photos / media — attach existing images
- Location — optional GPS on assets / geofence verify
- NFC — read/write asset tags where used
- Microphone — optional voice dictation
- Notifications — optional push alerts (e.g. warranty / shares)
You can deny optional permissions; some features will then be unavailable.
12. International transfers
If you or a subprocessor are in another country, data may be processed outside your home country (for example AI APIs). By using AI-enabled features, you acknowledge that related content may be processed in those regions subject to the subprocessor’s terms.
13. Australia — Privacy Act 1988 and Australian Privacy Principles
Where the Privacy Act 1988 (Cth) applies to us, we handle personal information in line with the Australian Privacy Principles (APPs), including how we collect, use, disclose, secure, and allow access to or correction of personal information (APPs 1–13). Before we disclose personal information to an overseas recipient (for example the AI subprocessors in section 5), we take reasonable steps to ensure it is handled consistently with the APPs (APP 8).
Notifiable Data Breaches (NDB) scheme: if we have reasonable grounds to believe an eligible data breach has occurred that is likely to result in serious harm, we will assess it promptly and notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required. Organisations using the service should also notify us immediately at info@greenfmconsult.com if they suspect unauthorised access to their account or data.
You can request access to or correction of your personal information, or make a privacy complaint, by contacting us. If you are not satisfied with our response you may contact the OAIC (oaic.gov.au).
14. United Arab Emirates — PDPL (summary)
For users and organisations in the UAE, we aim to process personal data in line with Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (PDPL), where applicable: processing is limited to the purposes described in this policy, kept accurate and secured, and retained only as long as needed. Subject to the law you may request access, correction, erasure, restriction, or portability of your personal data, or object to certain processing, and may withdraw consent where processing is based on consent. Cross-border transfers (for example to AI subprocessors or hosting outside the UAE) are made with appropriate safeguards. Contact info@greenfmconsult.com to exercise these rights.
15. Account deletion
You can ask us to delete your account and associated personal data at any time using our account deletion request page (also reachable from Settings in the mobile app). Some records may be kept where required for legal, audit, or security reasons, or because they are asset records owned by your organisation.
16. Changes
We may update this policy. The “Last updated” date will change. Continued use after an update means you accept the revised policy, except where applicable law requires additional consent.
17. Contact
Green FM Consulting
ABN: [ABN — to be added]
Email:
info@greenfmconsult.com
Website:
https://www.greenfmconsult.com/
Product:
https://inventory.greenfmconsult.com