Privacy Policy

Last updated: 29 September 2026

This policy explains how the Samarth MIS mobile app (package in.samarthmis.field) and the Samarth MIS web platform at samarthmis.in ("Samarth MIS", "we", "us") collect, use, share and protect information.

Samarth MIS is an internal tool for non-profit organisations. It lets authorised field staff record survey and monitoring data for their organisation's programmes. It is not intended for the general public: accounts are created only by an organisation's administrator, and there is no public sign-up.

1. Information we collect

Account information. Name, email address, phone number (optional) and role of each staff member, as entered by the organisation's administrator. Passwords are stored only as secure one-way hashes.

Survey and programme data. The answers field staff enter into forms configured by their organisation. Depending on the programme, this may include beneficiary details such as name, gender, age, state, district, village, identity-document numbers, and other information the organisation requires for its work.

Location. When a field staff member submits a survey, the app records the device's precise location (GPS) at that moment, to verify where the data was collected. The app explains this before requesting permission. Location is collected only while the app is open and in use, and is never tracked in the background. Users can decline, and submissions still work without it.

Photos and documents. Images or documents that field staff choose to attach to a survey, from the camera or the device. The app only accesses files the user explicitly selects.

Technical data. Server logs (IP address, request time, device and app type) used for security, abuse prevention and troubleshooting.

2. How we use information

To let field staff sign in and submit data for their organisation.
To let the organisation's administrators review, correct, report on and export their programme data.
To check data quality, for example location verification and duplicate detection.
To secure the service, prevent unauthorised access and fix problems.

We do not sell personal data, use it for advertising, or share it with advertisers or data brokers. The app contains no ads and no third-party analytics or tracking SDKs.

3. Sharing

Data collected through the app belongs to the organisation running the programme and is visible only to that organisation's authorised users. We disclose data to others only when required by law, or to our hosting provider, which stores it on our behalf under confidentiality obligations. Converting GPS coordinates to a place name uses the device's built-in geocoding service.

4. Security

All data is sent over encrypted HTTPS connections. Access requires an authenticated account with role-based permissions. Passwords are hashed, sign-in attempts are rate-limited, and data is stored on secured servers with regular backups.

5. Retention

Programme data is kept for as long as the organisation needs it for its work and reporting obligations, or until the organisation deletes it. Server logs are kept for a limited period. Backups are kept for up to 14 days.

6. Your choices and rights

Permissions: you can deny or revoke location, camera or photo access at any time in your device settings.
Delete your account: field staff can delete their account in the app (Profile → Delete account) or on the web at samarthmis.in/delete-account. Your name, email, phone and password are erased immediately and your sign-in is disabled. Your organisation keeps survey records it is responsible for, but they no longer identify you. Remaining personal data in backups is removed within 14 days.
Access and correction: staff members and beneficiaries can ask for their data to be accessed, corrected or deleted by contacting their organisation's administrator or emailing us.

7. Children

The app is for adult staff of organisations only and is not directed at children. Where a programme records information about minors (for example in education programmes), authorised staff enter it on behalf of the organisation, which is responsible for obtaining any required consent.

8. Changes

We may update this policy. The "Last updated" date above shows the current version.

9. Contact

Samarth MIS — support@samarthmis.in — https://samarthmis.in