Privacy Policy

FieldRecap is an AI-assisted writeup generation tool for field service technicians. This Privacy Policy explains how we collect, use, store, and protect information when you use our Service.

Account information: Your email address and password (stored as a secure hash). We do not store your password in readable form.

Voice recordings: Audio files you record within the app are uploaded to our servers for transcription via OpenAI Whisper. Audio files are deleted immediately after transcription is complete. We retain only the text transcript.

Photographs: Photos you take or upload are stored in Supabase Storage, accessible only to your account. Photos are retained alongside their associated writeup for as long as the writeup exists in your history.

Generated writeups: The text content produced by our AI pipeline from your inputs, including transcripts, equipment data, summaries, and recommendations.

Usage data: Anonymous technical data including AI model usage (token counts, costs, latency) for internal cost tracking and service improvement. This data is not linked to identifiable content of your writeups.

Session data: Device information (browser and OS type) stored when you log in, used only for single-session enforcement.

Billing data: Payment processing is handled entirely by Stripe. We do not store your credit card number, CVV, or full card details. We store only your Stripe Customer ID and subscription status.

We use your information solely to provide and improve the Service:

• To transcribe your voice recordings into text
• To analyze your photographs for equipment data extraction
• To generate writeup content from your inputs
• To authenticate your account and enforce single-session security
• To process your subscription payments through Stripe
• To send transactional emails (trial reminders, subscription receipts) via Resend
• To monitor service health and AI cost efficiency

We make the following explicit commitments:

• We do not sell your data. Your information is never sold to third parties, data brokers, or advertisers.
• We do not share your data with your employer. Your writeups, photos, and recordings belong to you. We have no relationship with your employer and do not disclose your activity to them.
• We do not use your content to train AI models. Your voice recordings, photos, transcripts, and writeups are never used to train, fine-tune, or improve any AI model, including those operated by our AI providers.
• We do not aggregate your data across users. We do not create profiles, cross-reference your data with other users, or use your content for any purpose other than providing your individual service.
• We do not store voice audio. Audio files are deleted immediately after transcription. We have no persistent copies of your recordings.

We use the following third-party services to operate FieldRecap:

• Supabase — Database, authentication, and file storage. Your account data, writeups, and photos are stored on Supabase infrastructure. Supabase is SOC 2 Type 2 certified.
• OpenAI — Audio transcription via Whisper. Audio files are sent to OpenAI for transcription and are subject to OpenAI's data usage policies. OpenAI does not use API inputs for model training by default.
• Anthropic / OpenAI — AI text generation via Claude and GPT-4o. Your transcript text and photographs are sent to these providers to generate writeup content. Neither Anthropic nor OpenAI uses API inputs for model training by default.
• Stripe — Payment processing. Stripe handles all billing and is PCI DSS Level 1 certified.
• Resend — Transactional email delivery (trial reminders, receipts).
• Vercel — Application hosting and edge infrastructure.

We select providers with strong data protection practices and do not authorize any provider to use your data for purposes beyond providing their service to us.

• Voice audio: Deleted immediately after transcription (within seconds of upload).
• Writeups and photos: Retained while your account is active, subject to the 50-writeup history cap. Writeups older than 30 days that exceed the cap are automatically deleted nightly.
• Account data: Retained while your account exists.
• Upon account deletion: All of your data (account, writeups, photos, transcripts) is deleted within 30 days of account deletion.
• AI usage logs: Aggregate cost and performance data (no writeup content) may be retained for up to 1 year for billing reconciliation.

We implement reasonable technical and organizational measures to protect your data, including:

• All data transmitted over HTTPS/TLS
• Database encrypted at rest (Supabase default)
• Row-level security: your data is accessible only to your account
• Passwords stored as bcrypt hashes; never readable in plaintext
• Single-session enforcement to reduce account sharing risks
• Service role keys never exposed to client-side code

No system is perfectly secure. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

You have the right to:

• Access your data: Your writeups and account information are available to you within the app at all times.
• Correct your data: You can edit your writeups and account information within the app.
• Delete your data: You can delete individual writeups or your entire account from within the app. Account deletion triggers deletion of all associated data within 30 days.
• Data portability: We recommend copying writeups you wish to retain before deleting your account. We do not offer a bulk export feature in this version.
• Withdraw consent: You may close your account at any time.

If you are a resident of California, Virginia, Colorado, or another state with comprehensive privacy legislation, you may have additional rights. Contact us to exercise any of these rights.

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

We may update this Privacy Policy from time to time. We will notify you of material changes by email to your registered address. Your continued use of the Service after the effective date of the updated policy constitutes acceptance.

For privacy questions or data requests, contact us at support@fieldrecap.io.