Privacy Policy

1. About this application

GAH Forms is an Android application for authorised users to complete assigned PDF forms, add signatures, barcode values and selected photographs, and deliver completed documents by email or to a configured network folder.

This policy explains processing by the application and its supporting services. The organisation assigning your forms determines which information is requested, who receives completed documents and the operational retention rules. Contact the address below for privacy questions or help directing a request to the responsible administrator.

2. Information processed

• Your email address, authorised profile, assigned forms, delivery destinations and recipient addresses.
• An application-installation identifier, device model/display name, registration information, profile revision and access or refresh tokens used by the access service.
• PDF templates and information entered in their fields, including names or other personal information where requested by a form.
• Signatures drawn on screen, scanned barcode values, and up to five photographs that you select from the gallery for a form.
• Draft values, selected-photo references, prepared PDF or ZIP files, submission references and delivery results used to retain work or retry delivery.
• A Windows user name or email address and password if you configure network-folder delivery, and the local settings PIN used to protect those settings.

The content of a completed form depends on the template and what you provide. Only include information needed for the authorised task.

3. Why information is used

Information is used to verify profile and device access, present assigned forms, validate required entries, complete PDF documents, include supporting signatures and photographs, retain unfinished work and deliver the completed files to the configured recipients or folder. Registration and delivery records also support fault investigation and prevention of duplicate submissions.

4. Camera, photographs and other permissions

Camera permission is used when you open the barcode scanner. Barcode recognition takes place on the device. Camera frames used for recognition are not saved as form photographs or uploaded as part of the scanning operation.

Photo attachments are selected through Android's gallery or photo-selection interface; this version does not take attachment photographs directly with the camera. The application copies and optimises selected images for the document package. It does not request unrestricted access to your photo library, contacts, location or microphone.

Internet access is needed for profiles and registration. Network-state access supports connection checks, including the Wi-Fi requirement for network-folder delivery. Android's sharing mechanism gives the selected email application access to the prepared attachment.

5. Local storage and document delivery

Registration secrets, unfinished draft data and network-folder credentials are held using encrypted application settings. PDF templates, selected-photo working copies and prepared delivery files are kept in application-private storage. Application backup is disabled.

Email delivery hands the prepared PDF or ZIP, configured To/CC/BCC recipients where supported, subject and message to an installed email application. You send the message there and confirm the result on returning to GAH Forms. The email provider and recipients then process their copies independently.

Folder delivery connects directly to the administrator-configured network share over Wi-Fi using SMB2 or SMB3 and the locally configured credentials. The file server and its authorised users receive the completed document package. Credentials are used for that authentication and are not embedded in the completed PDF or published access profile.

6. Supporting services and third-party processing

The configured profile and registration service receives your email address, installation identifier and device description to verify access and device limits. It returns the authorised profile and registration credentials. Hosting infrastructure may also record IP addresses, request timestamps and requested paths, including email addresses in profile paths. Service administrators and infrastructure providers may process these records to operate and protect the service.

The barcode scanner uses Google ML Kit. Google states that image inputs and recognition results are processed on the device and are not sent to its servers by ML Kit. The SDK does, however, send operational metrics, including device and application information and installation-related identifiers, for diagnostics, usage measurement and service maintenance. See ML Kit Terms and Privacy, ML Kit data disclosures and Google's Privacy Policy.

The application does not display advertisements or sell personal information. Completed documents are disclosed to the configured delivery destination and applications you use for delivery. Information may also be disclosed where required by applicable law.

7. Retention and deletion

The active draft is retained while work is unfinished or delivery has failed. Following successful folder delivery, or your confirmation that an email was sent, the application clears the active draft and its local photo and prepared-delivery working files. Cancelling and discarding a form also triggers the applicable draft clean-up. A delivery result or registration setting may remain separately.

Other private application data, such as cached templates, registration settings and saved folder credentials, may remain until replaced, reset through the relevant application function, cleared in Android settings or removed by uninstalling. Clearing application data does not remove original gallery photographs, server-side records, backups made by receiving systems, sent emails or files already delivered to a network folder.

The organisation managing the forms retains completed records and access information for its operational and applicable legal requirements. To request deletion or ask about the retention period for a specific record, contact the address below. Retention by Google and email or storage providers is governed by their applicable policies.

8. Security

Safeguards include verification of digitally signed access profiles, administrator-defined form and device permissions, encrypted local secret and draft storage, private working-file storage and disabled application backup. The supplied profile-service configuration uses HTTPS.

Folder delivery uses SMB2/SMB3 with signing enabled. Encryption of that transfer depends on the negotiated protocol and server settings; it should not be assumed for every share. Email protection depends on the selected email service. No method of transmission or storage is completely secure.

9. Children's privacy

This application is intended for authorised workplace use and is not directed at children.

10. Your choices and privacy rights

Profiles are created and managed by an administrator rather than through public registration. You can decline optional camera access, choose which photographs to attach, discard unfinished work and clear local application data. Revoking camera access prevents barcode scanning but does not grant access to any additional information.

Use the contact address below to request access to, correction of or deletion of your profile, device or submitted-form information. Depending on applicable law, you may also have rights to restrict or object to processing, obtain a portable copy or complain to the relevant data-protection authority. Requests may require identity verification and are subject to applicable legal, security and record-retention obligations.

11. Changes to this policy

This policy may be updated when the application, its supporting services or applicable requirements change. The latest version will display its revision date.

12. Contact

For privacy questions, requests or developer contact, email: info@new.app.grodek.online