Privacy Policy
Last updated: February 26, 2026
SiteVoice AI ("we," "our," or "us") operates the SiteVoice AI mobile application (the "App"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our App.
1. Information We Collect
1.1 Personal Information
When you create an account or use our App, we may collect:
- Account Information: Name, email address, and password when you register.
- Profile Information: Company name, phone number, and profile photo (optional).
- Payment Information: Billing details processed securely through Stripe. We do not store your credit card numbers on our servers.
1.2 Content You Create
- Audio Recordings: Voice recordings you make during site walkthroughs and inspections.
- Photographs: Photos you capture during recording sessions.
- Reports: AI-generated reports created from your recordings and photos.
- Quotes & Proposals: Job quotes, material lists, and labor rates you create.
- Projects: Project names, locations, and associated data.
1.3 Automatically Collected Information
- Device Information: Device type, operating system version, and unique device identifiers.
- Location Data: GPS coordinates when you enable "Use Current Location" for project creation or recording setup. Location is only accessed when you explicitly grant permission.
- Usage Data: App interaction data, feature usage patterns, and error logs.
2. How We Use Your Information
We use the collected information to:
- Provide, maintain, and improve the App's functionality.
- Transcribe your audio recordings using third-party AI services (AssemblyAI, OpenAI).
- Generate professional reports and PDF documents using AI (Google Gemini).
- Send reports and quotes to email recipients you specify.
- Process subscription payments through Stripe.
- Provide customer support and respond to your inquiries.
- Send important service-related notifications.
- Detect, prevent, and address technical issues.
3. Third-Party Services
We use the following third-party services to operate the App:
- Supabase: Database hosting and file storage (servers in the US).
- AssemblyAI: Audio transcription with word-level timestamps.
- OpenAI (Whisper): Fallback audio transcription service.
- Google Gemini AI: Report content generation and AI analysis.
- Stripe: Secure payment processing for subscriptions.
- SendGrid: Email delivery for reports and quotes.
- Render: Backend server hosting.
Each third-party service has its own privacy policy governing how they handle your data. We encourage you to review their policies.
3.1 Exactly what is sent to the AI services
SiteVoice does not transcribe or write reports on your device. The following
personal data is transmitted to third-party AI providers, who process it on
SiteVoice's behalf and return the result:
- AssemblyAI receives your audio recording, in
order to transcribe your speech into text.
- OpenAI (Whisper) receives your audio recording,
used only as a fallback when AssemblyAI is unavailable.
- Google (Gemini) receives the transcript of your
recording, your name, the project name and the site location, in order
to write the report or price the quote. These details appear on the finished
document.
Your recording is transcribed in full, so anything spoken aloud during a
recording — including any client names, addresses or other personal details you
mention on site — forms part of the transcript that is sent to Google (Gemini).
Photographs you attach are stored by SiteVoice and are not sent to these
AI providers.
Your consent is required first. In the SiteVoice mobile app,
this sharing is explained on screen and you must explicitly agree before any
recording is made or transmitted. If you decline, nothing is recorded and nothing
is sent, and you can continue to create reports and quotes manually. You can
withdraw your agreement at any time under Settings → “AI Processing & Data
Sharing”; after that, no further recordings or transcripts are sent, and any
recording still queued on your device is held there and not uploaded.
Your content is not used to train AI models. Your voice
recordings, transcripts, project details and reports are not used to train,
fine-tune or otherwise improve any AI model, ours or a provider's. These services
are used only to process your request at the moment you make it.
4. Data Storage and Security
Your data is stored on secure cloud servers provided by Supabase (PostgreSQL databases) and cloud storage services. We implement industry-standard security measures including:
- Encrypted data transmission (HTTPS/TLS).
- JWT-based authentication for API access.
- Row-level security on database tables.
- Secure file storage with access controls.
While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.
5. Data Sharing
We do not sell your personal information. We may share your data only in the following circumstances:
- With your consent: When you choose to email reports or quotes to recipients.
- Service providers: With third-party services listed above, solely to provide App functionality.
- Legal requirements: If required by law, regulation, legal process, or governmental request.
- Safety: To protect the rights, property, or safety of SiteVoice AI, our users, or the public.
6. Your Rights and Choices
You have the right to:
- Access: Request a copy of the personal data we hold about you.
- Correction: Update or correct inaccurate personal information.
- Deletion: Request deletion of your account and associated data.
- Data Portability: Request your data in a portable format (PDF reports).
- Opt-out: Disable location services, notifications, or other optional features at any time.
- Cancel Subscription: Cancel your subscription at any time through the App.
To exercise any of these rights, contact us at contact@sitevoice.ai.
7. Data Retention
We retain your data for as long as your account is active or as needed to provide services. When you delete your account:
- Your profile information is deleted within 30 days.
- Your reports, recordings, photos, and quotes are permanently deleted.
- Anonymized usage data may be retained for analytics purposes.
8. Children's Privacy
The App is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it promptly.
9. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence, including the United States, where our servers and third-party service providers are located. By using the App, you consent to such transfers.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy in the App or sending you an email notification. Your continued use of the App after such changes constitutes your acceptance of the updated policy.
11. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us: