Privacy Policy - KSWAN 3.0 Governance

1. About this policy

This Privacy Policy describes how the KSWAN 3.0 Governance system (“KSWAN”, “the System”, “we”, or “us”) collects, uses, stores, and protects information when authorised personnel use the web dashboard and the KSWAN mobile application.

KSWAN is operated for the Government of Karnataka in connection with the Karnataka State Wide Area Network (KSWAN) governance and field inspection programme. The System is developed and maintained with support from the designated technology partner.

2. Internal use only — not a public service

KSWAN is not a publicly accessible website or mobile application. It is an internal department work application provided solely for authorised government officers, project staff, and field engineers who have been issued official credentials.

Access is by invitation / provisioning by administrators only.
There is no public registration, marketing site, or open consumer service.
Unauthorised access or attempted access is prohibited and may be logged and investigated.
Use of the System is limited to official duties related to KSWAN governance and field inspections.

3. Who this policy applies to

This policy applies to authorised users of the web application and mobile application, including roles such as administrators, project directors/managers, field engineers, electrical technicians, network/security specialists, and other roles configured by the department. It does not apply to members of the general public, who are not intended users of the System.

4. Information we collect

Depending on your role and how you use the System, we may process the following categories of information:

4.1 Account and identity information

Login ID, Employee ID, full name, email address, and related profile details
Assigned role(s), organisational unit, and site / geography access (for example state, district, taluka)
Authentication data such as password hashes, session cookies (web), and secure tokens (mobile)
Password reset / OTP verification records when you use forgot-password flows

4.2 Field inspection and operational data

Inspection checklists and answers for modules such as PoP Check, Power / DG Check, and SCR-IT device review
Site and equipment identifiers, observations, issue reasons, and related operational notes
Photos and other evidence captured or uploaded during inspections
GPS / location coordinates captured in connection with field checks (where permitted on the device)
Draft inspections stored on the device until synchronised with the server
Reports, audit history, and governance records generated from submitted checks

4.3 Device, technical, and usage information

Device identifiers used for push notifications (where notifications are enabled)
App version, platform (Android / iOS), and connectivity status needed for support and compatibility
Server logs, security events, and audit logs (for example sign-in attempts, administrative actions)
On mobile devices, permissions you grant (such as location, camera, storage / photos, notifications, and related network permissions) so field features can operate

We do not collect information from the general public through this System, and we do not operate advertising profiles or sell personal data.

5. How we use information

Information is used only for official purposes, including to:

Authenticate users and enforce role-based and site-scoped access
Enable field inspections, evidence capture, offline drafts, and synchronisation
Generate governance reports, dashboards, and operational oversight for authorised staff
Send service-related alerts or notifications (when configured)
Maintain security, investigate misuse, and meet audit / compliance obligations
Improve reliability, diagnose faults, and manage application versions

6. Legal basis / authority for processing

Processing is carried out for the performance of official government / departmental functions related to KSWAN governance and infrastructure inspection, and on the basis of authorised employment or contractual engagement. Use of the System constitutes acknowledgement that work-related activity may be recorded for operational, security, and audit purposes.

7. Sharing and disclosure

Information may be accessed or disclosed only as required for official work, including:

Authorised departmental officers and project staff with a legitimate need to know
Designated technology / hosting support personnel under confidentiality and access controls
Law enforcement, courts, or oversight bodies where required by applicable law or lawful order

We do not sell personal information. We do not share data with advertisers or third-party marketing platforms.

8. Mobile application permissions

The mobile application may request device permissions that are necessary for field work, for example:

Location — to record GPS for inspection verification
Camera / photos — to capture and attach inspection evidence
Notifications — to deliver operational alerts (optional where the platform allows)
Network-related permissions — to support connectivity and related field features
Biometric / device lock (where enabled) — to unlock a stored session on the device (“easy login”); biometric templates remain on the device and are not uploaded to KSWAN servers

You may deny optional permissions, but some inspection features will not work without required permissions. Permissions can be changed later in the device settings.

9. Storage, security, and retention

Data is stored on departmental / authorised infrastructure and protected using access controls, authentication, and related security measures appropriate to an internal government system.
Passwords are stored using industry-standard hashing; mobile auth tokens are kept in the device secure storage mechanisms provided by the platform.
Draft inspection data may remain on the device until successfully uploaded.
Retention follows departmental record-keeping, audit, and archival requirements. Accounts that are deactivated or removed are handled according to administrator procedures.

No system can guarantee absolute security. Users must protect their credentials, use official devices where required, and report suspected unauthorised access promptly.

10. Your responsibilities as a user

Use the System only for authorised official purposes
Do not share login credentials or allow others to use your account
Capture and upload only work-related evidence appropriate to the inspection
Follow applicable departmental IT, data protection, and conduct policies
Report security incidents or suspected misuse to your administrator without delay

11. Access, correction, and account changes

Because this is an internal work system, account creation, role assignment, site access, and most profile changes are managed by authorised administrators. Users may update limited profile settings (such as password) through the features provided in the application. For corrections to employee identity data or access rights, contact your KSWAN system administrator or project support contact.

12. Children’s privacy

The System is not directed at children and is not intended for use by anyone under 18. It is provided only to authorised adult personnel for official work.

13. Third-party services

The System may rely on limited infrastructure or platform services necessary to operate (for example hosting, email delivery for password reset, or mobile push notification services). Such services are used to deliver official functionality and are subject to applicable contracts and security controls. They are not used for advertising.

14. Changes to this policy

We may update this Privacy Policy when features, hosting arrangements, or legal / departmental requirements change. The effective date at the top of this page will be revised when material changes are published. Continued use of the System after an update means you should review the revised policy.

15. Contact

For privacy or access questions related to KSWAN, contact your KSWAN system administrator or the designated project support channel within your department.

This page applies to both the KSWAN 3.0 Governance website and the KSWAN mobile application (package identifier typically com.allvy.kswan).