Privacy Policy
Effective 7 November 2026 · Operator: N. Hoffman | NaturaNote
NaturaNote is a public field-recording app. No account is required. Device-only collection is available, with optional online maps, scientific-name searches, Area location lookups and project-link sharing. This policy explains those different data flows.
Information you enter and save
Your project and visit names, observations, observer initials, dates, notes, scientific names, metadata, GPS points, boundaries, map files, photos, recordings and unfinished drafts can be stored in your browser’s local storage and IndexedDB on the device. The app shell and selected supporting pages are cached for offline use. Project history retains earlier record values, changes, deletions and import/export activity from when history tracking starts. Photos may be resized; some original files can retain embedded metadata, including location information. Do not assume all image metadata has been removed. Sound recording requests microphone access. Video recording requests camera and microphone access. Clips attach to the observation and are saved on this device.
GPS is requested when you choose a GPS action and allow the browser’s location permission. NaturaNote does not continuously track your location in the background. Reported GPS accuracy is a device estimate.
Optional project sharing
Creating a project link uploads the selected project’s records, visits, map layers, photos, recordings, metadata and history to the hosted service. Link holders can download copies and add observations. The creator’s device has additional project controls. Device identifiers and secret link credentials support access and synchronisation; they do not verify a person’s identity. Other device-only projects are not included.
Treat a project link like a password. Anyone who obtains it can access that project. Replacing or disabling a link stops future access through that link; it does not erase hosted data, downloaded exports or copies already saved on other devices. A restorable owner backup may contain the project’s sharing controls, so keep backups private.
Online maps and species searches
When you show an online basemap, OpenStreetMap receives requests for visible tiles or NaturaNote requests the visible area from Geoscience Australia. Map requests disclose the visible map area and ordinary network details to the services involved. Topographic views can be saved for use offline. See OpenStreetMap’s privacy policy.
When you type at least three characters in a flora, fauna or fungi name field while connected, name suggestions request that search text through NaturaNote’s server from the Atlas of Living Australia (ALA). NaturaNote does not send project IDs, saved observation content, photos, coordinates or project-link keys in these name requests. Suggestions previously retrieved may be cached on this device. Manual entry remains available when offline or when the service is unavailable. See ALA’s privacy policy and terms of use.
Some earlier versions offer an optional Area location lookup. If you use it, NaturaNote sends the selected coordinates through its server to the Australian Bureau of Statistics for approximate council, statistical region, state and country labels. The request contains only coordinates. See the ABS privacy policy.
Hosting, network information and Google tags
The app is hosted through OpenAI Sites using Cloudflare infrastructure for the service, shared-project database and image storage. Requests to the site and its providers can expose IP address, request time, browser/device information, requested addresses and diagnostic or security information. Provider processing and storage may occur outside Australia. NaturaNote does not specify a guaranteed storage country or a fixed provider-log retention period.
Google tag-loading code is present on ordinary site visits. A connection to Google can disclose network and browser information; any analytics collection depends on the tag configuration and browser settings. NaturaNote does not deliberately attach saved observation text, photos, exact saved GPS points or project-link secrets to analytics events. Incoming project-link credentials are removed from the visible address before other scripts are loaded, and tag loading is skipped for that initial link-handling visit. See Google’s privacy policy. Browser privacy controls may limit third-party requests; they do not remove ordinary hosting or security logs.
Exports and sealed copies
Downloaded CSV, GeoJSON, HTML reports, photos, recordings, backups and ZIP files are saved through your browser. They may contain names, locations and other information from the project. You choose where to store or send them. Sealed transfers also contain project history, metadata, checksums and a public device-signing key. The private signing key stays in this browser’s local project-tools storage and is not included in exports. The transfer verifier processes selected files locally; it does not upload them.
Access, correction, deletion and retention
You can review and edit saved observations in the app, export them, manage browser permissions, and remove local projects. Corrections create new history entries; they do not erase earlier values from the history. Moving a record to Recently deleted retains recovery copies. Clearing this site’s browser data can remove local records, cached maps, drafts, history and signing keys. Keep backups first if you need them.
Removing a project from one device removes that device’s local project copy and its local history/metadata; it does not delete the hosted shared copy or other people’s copies. The app currently has no self-service permanent deletion control for hosted project data or provider logs. Shared copies may remain stored until removed by the operator or hosting service. Temporary security counters use daily pseudonyms for network addresses and expire; expired counters are removed in bounded batches as the service is used. The operator can review and remove unreferenced uploaded files after a minimum 30-day grace period. Files referenced by shared observations, map layers and recovery records are protected from that cleanup. Copies held by recipients are outside the operator’s direct control. Direct requests about a shared project to its creator or the organisation that supplied the link; request operator assistance through your existing communication channel with N. Hoffman | NaturaNote where needed.
Sensitive locations and responsibilities
Only record and share information you are authorised to handle. Avoid unnecessary personal information and confidential or culturally restricted knowledge. Follow the app’s existing heritage safeguards and your organisation’s controls for sensitive species and locations. Metadata restrictions describe the intended handling of a dataset; they do not encrypt a file or prevent a recipient from copying it.
Operator and enquiries
The operator is N. Hoffman | NaturaNote. No public email address is listed. For project-specific access, correction or deletion requests, start with the project creator or the organisation that supplied the project. Use an existing contact channel with the operator for service/privacy enquiries. Do not send private project keys or sensitive field information through a public channel.
This policy may be updated as the app’s features or providers change. The effective date appears above. Your organisation may have additional privacy obligations and collection notices.