Privacy Policy
How FieldnotesAI Private Limited protects and handles your data in FieldScribe AI, the leading field inspection AI and surveyor note maker platform.
This Privacy Policy explains how FieldnotesAI Private Limited ("FieldnotesAI", "we", "us", "our") collects, uses, shares, and protects data when you use FieldScribe ("App", "Service"), our AI-powered field notes application for surveyors, field inspectors, and documentation professionals.
1. Information We Collect
A) Information You Provide
- Account Information: name, email, phone (if used), login credentials
- Project/Case Data: project name, location details, client/insured/insurer details
- Notes & Evidence: typed notes, checklists, attachments, uploaded documents
- Photos & Media: images and other files you upload or capture
- Audio Recordings: voice notes recorded in-app and transcription output
- Payments & Subscription Data: subscription status, plan type, purchase history
- Communications: messages sent to support, feedback, bug reports
B) Information Collected Automatically
- Device & App Data: device model, OS version, app version, language, time zone
- Usage & Diagnostics: feature usage, crash logs, performance metrics, timestamps
- IP address and related security logs for abuse prevention and troubleshooting
C) Permissions (with Your Control)
FieldScribe may request permissions for:
- Microphone (audio capture for voice notes)
- Camera / Photos / Storage (photos and document uploads)
- Location (GPS geotagging for field evidence)
- Notifications (alerts/reminders, if enabled)
You may revoke permissions anytime in device settings. Some features may not work without required permissions.
2. How We Use Your Information
- Provide, operate, and maintain FieldScribe
- Create, manage, and secure accounts
- Store and sync projects, evidence, and reports
- Generate drafts and structured report content from your inputs/evidence
- Process subscriptions and enforce plan entitlements
- Improve the Service, accuracy, and reliability
- Provide support and service communications
- Detect/prevent fraud, abuse, and security incidents
- Comply with legal obligations and enforce Terms
3. AI Processing and Third-Party Services
FieldScribe uses artificial intelligence (AI) services provided by OpenAI, Inc. to power core features including:
Data Shared with OpenAI
When you use AI-powered features, the following data may be transmitted to OpenAI's servers:
- Audio recordings (for transcription)
- Text content from notes and documents
- Project details relevant to report generation
Important Information
- OpenAI processes data per their privacy policy (openai.com/privacy)
- We use OpenAI's API with data privacy protections enabled
- OpenAI does not use your data to train their models when using the API
- Data is transmitted securely using encryption
Your Consent
By using AI-powered features in FieldScribe, you consent to this data processing. You may choose not to use AI features, though this will limit app functionality.
- Voice transcription (converting audio recordings to text)
- Report content generation (drafting professional survey reports)
- Document analysis (extracting information from uploaded documents)
- Speaker diarization (identifying speakers in recordings)
You acknowledge:
- AI-generated content may be incomplete or inaccurate
- You must review and validate all generated content before professional use
- FieldScribe is not liable for errors in AI-generated outputs
4. Sharing of Information
We may share data only as necessary:
- AI Service Provider (OpenAI, Inc.): voice recordings, text content, and project data for transcription and report generation as described in Section 3
- Service Providers (Processors): hosting, storage, analytics, crash reporting, and support tooling under confidentiality obligations
- Payment/Platform Providers: app store billing providers (Google Play / Apple App Store) and/or payment processors for subscription management and fraud prevention
- Legal / Safety: to comply with lawful requests, protect rights, investigate fraud, or address security issues
- Business Transfers: in a merger/acquisition/restructuring, data may transfer with safeguards
We do not sell your personal data.
5. Data Storage and Security
We implement reasonable safeguards, including:
- Encryption in transit (HTTPS/TLS) and at rest (AES-256)
- Access controls and least-privilege permissions
- Security monitoring and audit logging
- Secure storage practices for media and documents
- Regular security assessments and penetration testing
No system is perfectly secure; protect your credentials and device.
6. Data Retention
We retain data as needed to:
- Provide the Service and maintain integrity (including backups)
- Comply with legal/accounting obligations
- Resolve disputes and enforce agreements
When you delete content or request account deletion, we delete or anonymize within a reasonable period, subject to lawful retention and backup windows.
7. Your Choices and Rights
Subject to applicable law, you may:
- Access/update your account information
- Request deletion of your account and data
- Export your data in standard formats (where supported)
- Control device permissions
- Object to certain processing activities
8. Children's Privacy
FieldScribe is not intended for users under 18. We do not knowingly collect children's data.
9. International Transfers
Data may be processed in other regions depending on hosting/service providers, with reasonable safeguards in place.
10. Changes to This Policy
We may update this policy and will provide notice for material changes. The revised policy will show a new effective date.
11. Contact
FieldnotesAI Private Limited
Noida, Uttar Pradesh, India
contact@fieldnotesai.com