Privacy Policy

1. Who We Are and How This Policy Applies

Inspekta ("App", "we", "us" or "our") is a field service reporting platform operated by Sladman Ventures Ltd, a company registered in England and Wales with its registered office at 13 The Close, Norwich, NR1 4DS, United Kingdom. This policy covers the Inspekta mobile apps for iOS and Android, the Inspekta web app and this support site.

Inspekta is used at work, through a subscription held by your employer or the organisation that gave you access (the "Customer"). That creates two roles:

• Report content, meaning everything you put into a report, is controlled by the Customer. They decide what is collected and why, and we process it on their behalf under a written data processing agreement. Questions about how your employer uses report content should go to them first.
• Your account, device, usage and support data, and your use of this website, are controlled by us. This policy explains what we do with them.

2. Information We Collect

2.1 Information you or your administrator provide

• Account information: email address, password (stored as a one-way hash), full name, job title and phone number.
• Company information: your company, your role, and the features your company has enabled.

2.2 Information generated through use of the App

• Report content: client names, job numbers, dates, site and equipment details, notes, checklists and client signatures.
• Photographs captured through the App or selected from your photo library, with their captions.
• Voice recordings made when you use voice input or Smart Notes, and the text produced from them.
• Sharing choices: which teammates you add to a report.
• Feedback and support requests, with your name, email address, company, device type and app version.

2.3 Information collected automatically

• Device information: device model, operating system version, app version and an identifier for your installation of the App.
• Sign-in and session data, including which device a session belongs to.
• Technical diagnostics: sync status events and error and crash reports. These do not contain report content.
• Server logs: IP address, request times and the function requested.

2.4 Information from your company administrator

Your administrator creates your account and provides your email address, name and company assignment. Your company decides, by arrangement with us, which features are enabled for its account, including report sync.

3. How We Use Your Information

• Providing the service: managing your account and devices; letting you create and manage reports; where your company has enabled report sync, storing your reports and photos on our servers, keeping them in sync across your devices and sharing them with the teammates you choose; generating PDF and DOCX documents; transcribing voice input; rewriting text and filing Smart Notes with AI assistance (section 5); export and import.
• Communication: responding to your requests and sending service notices such as invitations, password resets, security alerts and policy changes.
• Improvement: using diagnostics to find and fix problems, and, where your company allows it, reviewing Smart Notes results to improve them (section 5.3).
• Security and compliance: protecting against unauthorised access, enforcing our agreement with your company and meeting legal obligations.

3.1 Legal bases under UK and EU data protection law

• Report content: processed on your company's documented instructions. Your company is responsible for its own legal basis.
• Account, device and session data: necessary to perform our contract with your company and to provide you with the service it has purchased for you.
• Diagnostics, server logs and support data: our legitimate interests in keeping the service secure, reliable and supported.
• Optional features such as voice input, the camera and the photo library: your choice, through the permissions and settings you control.
• Legal obligations, where we must retain or disclose information by law.

4. Where Your Data Is Stored and How It Is Protected

The App is offline-first: reports, photos and drafts are stored on your device, and you can work without a connection.

Your account information and company configuration are stored on our servers in the European Union (Germany). Report sync is enabled for a company at its request. Until then, reports and photos stay on your device and are sent to our servers only momentarily to generate a document. When sync is on, your reports and photos are also stored on those servers so they can be synced to your other devices and shared with teammates.

We protect your information with measures including:

• encryption of data in transit and at rest;
• access controls that limit data to your own company, and reports to you and the teammates you share them with;
• secure sign-in with device management, so you or your administrator can sign out a lost device;
• deletion of generated documents shortly after download.

We manage the encryption keys for synced data. Our staff access report content only where necessary to provide or support the service, at your company's written request, or where the law requires it.

5. Voice Input and AI Features

5.1 Transcription

When you enable voice input on a mobile device, a speech recognition model is downloaded to it, and recordings made while you are offline are transcribed on the device. When you are online, or when you use the web app, recordings are sent to our servers and to a speech-to-text provider in the United States that returns the text. Recordings are used only to produce the transcription and are not kept afterwards.

5.2 AI rewrite and Smart Notes

When you use AI rewrite, the text you selected is sent to our servers and to an AI language-model provider in the United States, which returns the improved wording. Smart Notes works the same way with your transcript and an outline of your report's fields, so that each observation can be proposed for the right field; you review every proposal before it is applied. Whole reports and photographs are not sent to these providers. The text is used only to produce the result, is not kept by us after processing except as described in section 5.3, and the providers may not use it to train their models.

5.3 Smart Notes quality review

To check that Smart Notes files observations correctly and to improve it, we keep technical metrics about each request that contain no dictated content. Where your company allows it, we also keep the transcript and the proposed entries for up to 90 days, after which they are deleted automatically. Your company can ask us to switch this off at any time.

6. Photo Handling

Photos taken or selected within the App are stored on your device and embedded in the documents you generate or export. If your company has enabled report sync, they are also stored on our servers in encrypted form so they can sync to your other devices and to teammates you share the report with; otherwise they are not uploaded except momentarily during document generation. If you enable "Save Backup Photos" in Settings, copies are saved to your device's photo library. This is optional and under your control.

7. Data Sharing and Disclosure

We do not sell, trade or rent your personal information. We share it only as follows.

7.1 Service providers

We use third-party providers to run Inspekta. Each acts on our instructions under a data processing agreement, may use your information only to provide its service to us, and may not use it to train AI models.

Your company can obtain the current list of providers from us under its data processing agreement.

7.2 Teammates and administrators

If you share a report, the teammates you add can see its content and your name, and can see who else it is shared with. Sharing is limited to people in your own company. Your company administrator can see your account information, manage your access and sign your devices out.

7.3 Legal requirements and business transfers

We may disclose information where required by law or in response to valid requests by public authorities. In the event of a merger, acquisition or sale of assets, your information may be transferred as part of that transaction, and we will provide notice before it becomes subject to a different privacy policy.

8. Data Retention

9. Your Rights and Choices

Under UK and EU data protection law you have the right to access your personal data, to have it corrected or erased, to restrict or object to its processing, to receive a copy in a portable format, and to complain to a supervisory authority. In the UK that is the Information Commissioner's Office (ico.org.uk); in the EEA it is the authority in your country. For report content, contact your employer; we will help them respond.

• View and update your name, job title and phone number in Settings > Edit Profile.
• Export any report at any time, or generate a PDF or DOCX copy.
• Delete individual reports within the App, and request deletion of your account through our account deletion page or by emailing us. Deleting your account also deletes the synced reports you own.
• Disable voice input or backup photos in Settings, and decline camera, microphone or photo library permissions (this limits the related features).
• Report sync and Smart Notes quality review are company-level settings that your company controls by arrangement with us.

10. Children's Privacy

The App is a workplace tool and is not intended for anyone under the age of 16. We do not knowingly collect personal information from children under 16, and will delete it promptly if we learn that we have.

11. International Data Transfers

We are based in the United Kingdom and store your data in the European Union. Transfers between the UK and the EU rely on the adequacy decisions each has made about the other. The providers in section 7.1 located in the United States receive only the audio or text you dictate or choose to rewrite, web hosting request logs, and the email address and name needed to send you service emails. For those transfers we rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or on the UK Extension to the EU-US Data Privacy Framework where the provider is certified. You can request further details of these safeguards from us.

12. Changes to This Privacy Policy

We may update this policy from time to time. For material changes we will update the "Last Updated" date, show a notice in the App, and email your company's administrator with the advance notice its agreement requires.

13. Contact Us

Sladman Ventures Ltd, 13 The Close, Norwich, NR1 4DS, United Kingdom. Email: hello@inspekta.io. We will respond within one month.

14. Additional Information for Specific Regions

14.1 United Kingdom and European Economic Area

The UK GDPR, the Data Protection Act 2018 and, where applicable, the EU GDPR apply. Section 3.1 sets out our legal bases and section 9 your rights. We do not make automated decisions about you. Where we process report content on behalf of your company, we do so under a data processing agreement that meets Article 28 of both the UK and EU GDPR.

14.2 California residents

If you are a California resident, you have the right to know what personal information we collect, to delete it, to opt out of its sale or sharing (we do neither), and not to be discriminated against for exercising your rights. Where we process report content on behalf of your employer, we act as their service provider.

15. Cookies (Web Version)

The web version of Inspekta uses essential cookies and browser storage to maintain your session, store your preferences and work offline. We do not use advertising or third-party tracking cookies. Our hosting provider records standard request logs, including IP addresses, for security.