1. Information we collect
We collect information you provide directly, information collected automatically, and information received from third-party services.
Information you provide
- Account information such as your name, email address, and login credentials
- Profile information such as your trade, company name, license number, certifications, service region, and preferences
- Job information such as work order numbers, customer details, service notes, report content, recommendations, and follow-up details
- Voice recordings, speech input, or transcripts used to generate job notes and reports
- Photos, images, signatures, and other files you choose to upload or capture in the app
- Location information you choose to share, such as GPS proof of service or job site location
- Support, feedback, or contact messages you send us
Information collected automatically
- Device information such as device model, operating system, app version, language, and identifiers — used only to keep the app working correctly on your device, not to track you across other apps or sites
- Log data such as crash reports, diagnostic data, performance data, and error information
- Usage data such as feature interactions, screen views, and session activity
- We may collect location information only when needed for optional job verification or proof-of-service features, and only with your permission. You can disable location access at any time in your device settings.
- Analytics data about how you use the Service — used only to understand which features are helpful and where the app needs improvement, never sold or used for advertising
- Sign-in providers such as Apple or Google
- Cloud backend providers such as Supabase
- Analytics and crash reporting providers such as Firebase
- AI service providers used to process transcripts and generate reports — your job data is sent only to generate that specific report and is never used to train shared AI models
We may receive information from third parties you choose to use with Scribify, including:
2. How we use information
We use information we collect to:
- Create and manage your account
- Authenticate and sign you in
- Generate, draft, improve, and store reports and work summaries
- Process voice recordings into text
- Analyze job notes and generate summaries, safety checklists, review flags, and other report content
- Store and sync your data across devices
- Provide location-based job context and proof of service
- Capture photos, signatures, and attachments you choose to include
- Provide analytics, troubleshoot issues, and improve app performance
- Detect, prevent, and investigate fraud, abuse, or security incidents — this protects your account and data from unauthorized access; most users will never interact with this
- Send service-related notices and support communications
- Comply with legal obligations
3. AI-assisted features
Scribify includes AI-assisted features that help transform spoken or typed notes into structured job reports. When you use these features, your transcripts, notes, photos, and related job data may be sent to AI service providers to generate reports, summaries, safety checklists, review flags, or similar outputs.
4. How we share information
We do not sell your personal information.
We may share information with:
Service providers
Vendors that help us operate the Service, including:
- Authentication providers
- Cloud database and storage providers
- Analytics and crash reporting providers
- AI processing providers
- Payment providers, if applicable in the future
- Customer support tools
Third-party integrations
If you connect Scribify to third-party services or sign in through third-party providers, information may be shared according to those services' settings and privacy policies.
Legal and safety reasons
We may disclose information if we believe it is necessary to:
- Comply with applicable law, regulation, subpoena, or legal process
- Protect the rights, safety, or property of Scribify, our users, or others
- Investigate fraud, abuse, or security issues
- Enforce our terms and policies
Business transfers
If Scribify is involved in a merger, acquisition, financing, sale of assets, reorganization, or similar transaction, information may be transferred as part of that transaction. If this happens, we will notify you, and any new owner's handling of your information may be subject to a different privacy policy going forward.
5. Third-party services
Depending on your use of the Service, Scribify relies on third-party infrastructure and AI providers to operate — the same kind of behind-the-scenes services most apps use for sign-in, data storage, and AI processing.
None of these providers can see your data outside of the specific task they perform for Scribify.
- Sign-in and authentication providers
- Cloud database and storage providers
- Analytics and crash reporting providers
- AI processing providers
- Other infrastructure providers required to operate the Service
These providers may process information according to their own terms and privacy policies.
6. Data retention
We retain personal data only for as long as necessary to provide and operate Scribify, maintain security and fraud prevention, comply with legal obligations, enforce our agreements, and resolve disputes.
If you delete your account using the in-app flow in Settings, we initiate permanent deletion of your account credentials, profile information, and other personal account data from our systems, and we clear locally cached account data on your device as part of that process.
Independent users
For independent users, account deletion also deletes reports, drafts, and other records associated solely with that user, subject to any limited retention required or permitted by law.
Organization-managed accounts
For organization-managed accounts, deletion of an individual member account removes that user's personal account access, profile information, and other personal account data associated with their use of the service. However, records owned, controlled, or maintained by an organization or employer may be retained after the individual member's account is deleted. These retained records may include job history, service reports, customer-related job documentation, compliance records, audit logs, team-generated operational records, and other business records where retention is necessary for business continuity, reporting integrity, compliance, fraud prevention, security, dispute resolution, or other legitimate business purposes permitted by applicable law.
Where a business owner deletes their own account, we may delete the owner's personal account while retaining organization-owned records and related business documentation, and we may place the organization into a closed or inactive state rather than deleting all historical business records.
Other retained records
Some limited records may also be retained for a longer period where required or permitted by law, including security logs, fraud-prevention records, tax or accounting records, deletion audit records, and records needed to establish, exercise, or defend legal claims. Where possible, retained data is minimized, access-restricted, and retained only for the period reasonably necessary for those purposes.
7. Your choices and controls
Depending on your location and applicable law, you may be able to:
- Update account and profile information
- Edit or delete reports and drafts
- Disable certain device permissions such as microphone, camera, or location
- Sign out of your account
- Request account deletion
- Request access to or deletion of your personal information
8. Account deletion
You can delete your account at any time directly in the app through Settings > Delete Account & Data.
When you confirm deletion, we permanently delete your account credentials, personal account profile information, and other personal account data from our systems, clear locally cached account data on your device, and sign you out automatically.
We provide this self-service in-app deletion flow as the primary account deletion method. In most cases, we do not require deletion requests by email.
Independent users
If you use Scribify as an independent user, deleting your account permanently deletes your personal account and records associated only with that account, including your reports and related personal records, subject to any limited retention required or permitted by law.
Organization-managed member accounts
If you use Scribify through an organization-managed account, deleting your account removes your personal access to the service, your personal account profile information, and other personal account data associated with your use of the app. However, records owned, controlled, or maintained by the organization or employer are not deleted as part of an individual member account deletion request. These records may include job history, service reports, customer-related documentation, compliance records, audit history, team-generated reports, and related operational records. After account deletion, you will no longer be able to access those retained organization records through Scribify.
Business owner accounts
If you are the owner of a business or organization account and you delete your account, your personal account will be deleted, but organization-owned records may be retained where necessary for business continuity, compliance history, auditability, fraud prevention, security, dispute resolution, customer recordkeeping, or other legitimate business purposes permitted by applicable law. In those cases, the organization may be marked closed or inactive and access for other members may be removed, while historical organization records remain retained in an access-restricted manner.
9. Canadian privacy rights
If you are located in Canada, including Ontario, you may have rights under applicable Canadian privacy laws, including the right to access and correct your personal information, subject to legal exceptions.
Where required by law, we will handle personal information in accordance with applicable Canadian privacy principles, including reasonable safeguards, limited collection, and use only for identified purposes.
10. U.S. privacy rights
If you are located in the United States, including California or other states with applicable privacy laws, you may have certain rights over your personal information, such as the right to know, access, delete, or correct certain information, subject to exceptions.
We do not sell your personal information or use it for cross-context behavioral advertising.
To exercise privacy rights, contact us at scribifyapp@gmail.com.
11. International data transfers
Your information may be processed and stored in countries other than your own, including the United States and other jurisdictions where our service providers operate. By using Scribify, you understand that your information may be transferred to and processed in those locations.
12. Security
We use commercially reasonable safeguards to protect your information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
You are responsible for keeping your account credentials secure and for taking reasonable steps to protect the devices you use with Scribify.
13. Children's privacy
Scribify is not intended for children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.
14. Changes to this privacy policy
We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last Updated" date and may provide additional notice in the app or by email if appropriate.
15. Contact us
If you have questions about this Privacy Policy or your personal information, contact us at:
Email: scribifyapp@gmail.com
Address: Ontario, Canada