Privacy Policy

FildSee AI (“FildSee AI,” “we,” “us,” or “our”) provides a platform for recording, uploading, storing, processing, analyzing and searching site-visit videos and related field information.

This Privacy Policy explains how FildSee AI collects, uses, stores and discloses personal information through the FildSee AI mobile application, website, APIs, integrations and related services collectively referred to as the “Service.”

1. Scope

This Privacy Policy applies to:

• People who create or use a FildSee AI account
• Employees, contractors and invited members of customer organizations
• Visitors to our website
• People who contact our sales or support teams
• Individuals whose images, voices or information are included in content uploaded to the Service

A company or other organization may provide you with access to FildSee AI. In that situation, the organization controls your account and may access, manage, export or delete content associated with it.

2. Our role

For account administration, billing, security, product analytics and direct communications, FildSee AI generally acts as the controller of personal information.

For videos, recordings, files and other content uploaded by a customer organization, we generally act as a processor or service provider on behalf of that organization. The customer organization decides what to record, upload, analyze, retain and share.

Organizations that require a Data Processing Agreement may contact us at support@fildsee.com.

3. Information we collect

Account and organization information

We may collect:

• Name
• Email address
• Password or authentication information
• Company name
• Job title
• Team membership and permissions
• Account preferences
• Profile information

Customer Content

“Customer Content” may include:

• Videos, photographs and audio recordings
• Imported media and documents
• Site names, addresses and project information
• People, voices, faces, equipment, documents or locations appearing in recordings
• Recording dates, times and, where enabled, location information
• Transcripts
• AI-generated summaries
• Key information and extracted observations
• Action items and next steps
• Selected video frames
• Comments, corrections, approvals and annotations
• Search queries and results

Customer Content may include personal, confidential or commercially sensitive information. Customers are responsible for determining whether they have permission to collect and process that information.

Connected storage information

If you connect Google Drive, Microsoft OneDrive or another storage provider, we may receive:

• Your account identifier and email address
• OAuth authorization tokens
• Selected folder and file identifiers
• Folder and file names
• File metadata
• Permissions and sharing information necessary to provide the requested functionality
• Content from files that you choose to process through FildSee AI

We will request only the permissions reasonably necessary to provide the connected features.

Disconnecting a storage provider stops future access after the authorization has been revoked. It may not automatically delete information already processed or imported into FildSee AI.

Device and usage information

We may collect:

• Device type and operating system
• Application version
• IP address
• Language and approximate region
• Crash reports and diagnostic information
• Upload status and network conditions
• Feature usage and interaction events
• Login, security and audit events
• Cookies or similar technologies on our website

Billing information

Payments may be processed by Stripe, Apple or another authorized payment provider.

We may receive billing contact information, subscription status, payment method type, transaction identifiers and limited payment details. We do not normally receive or store complete payment-card numbers.

Communications

We collect information you provide when you:

• Contact support
• Request a demonstration
• Participate in a pilot
• Respond to a survey
• Report a problem
• Communicate with us by email, chat or another channel

4. How we use information

We use information to:

• Create and administer accounts
• Record, upload and process Customer Content
• Connect with authorized storage providers
• Generate transcripts, summaries, key information and action items
• Create searchable indexes
• Link findings to video timestamps and frames
• Play and share authorized videos
• Maintain offline and resumable upload queues
• Provide team permissions and collaboration
• Process payments and manage subscriptions
• Monitor performance and troubleshoot problems
• Prevent fraud, abuse and security incidents
• Respond to support requests
• Improve the Service
• Communicate important product, security and policy information
• Comply with legal obligations
• Enforce our Terms of Service

We do not sell Customer Content.

We do not use Customer Content for targeted advertising.

We do not use Customer Content to train generalized AI models, and we require production AI providers to process Customer Content only to provide services to us under applicable contractual and data-processing terms.

5. Artificial intelligence processing

FildSee AI uses automated systems to transcribe and analyze Customer Content.

Depending on the selected features, portions of Customer Content may be transmitted to contracted providers of:

• Speech-to-text technology
• Language models
• Visual-analysis technology
• Search and embedding technology
• Cloud computing and storage

AI-generated results may be incomplete, inaccurate or misleading. Customers should review important findings against the original recording before relying on them.

We do not intend AI-generated results to make legally significant decisions about individuals without appropriate human review.

A current list of subprocessors is available on request at support@fildsee.com.

6. Legal bases for processing

Where applicable data-protection law requires a legal basis, we process personal information based on one or more of the following:

• Performance of our contract with you or your organization
• Your consent
• Compliance with a legal obligation
• Our legitimate interests in operating, securing and improving the Service
• Protection of our users, customers and legal rights

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing that occurred before consent was withdrawn.

7. How we disclose information

We may disclose information to:

Service providers

These may include providers supporting:

• Cloud hosting
• Artificial intelligence processing
• Transcription
• Storage
• Authentication
• Payment processing
• Email delivery
• Customer support
• Product analytics
• Security monitoring
• Error reporting

They may process information only for authorized purposes and subject to applicable contractual obligations.

Connected services

When you direct FildSee AI to upload, retrieve, export or share information through Google Drive, OneDrive or another integration, information will be handled under that provider’s terms and privacy policy.

Your organization

Organization owners and authorized administrators may access:

• Member information
• Customer Content
• AI-generated results
• Search activity
• Usage information
• Audit events
• Subscription information

Legal and safety disclosures

We may disclose information when reasonably necessary to:

• Comply with applicable law or valid legal process
• Enforce our agreements
• Protect the security of the Service
• Prevent fraud or abuse
• Protect the rights, safety or property of FildSee AI, our customers or others

Business transactions

If we participate in a merger, financing, acquisition, restructuring or sale of assets, information may be transferred as part of that transaction, subject to appropriate confidentiality protections.

8. Google Workspace data

FildSee AI’s use and transfer of information received from Google Workspace APIs will comply with the Google API Services User Data Policy, including its Limited Use requirements.

We access Google Drive information only to provide user-authorized functionality, such as selecting folders, uploading recordings, retrieving selected files and processing authorized content.

We do not use Google Workspace data for advertising.

9. Storage and retention

Original recordings may be stored in the cloud-storage account selected by the customer. Retention of those files is controlled by the customer and the applicable storage provider.

FildSee AI may temporarily process copies of recordings, audio tracks or selected frames. Temporary processing files are normally deleted within 72 hours after processing is completed, unless they must be retained longer to resolve a failure, satisfy customer instructions or comply with law.

We generally retain:

• Account information while the account remains active
• Transcripts, AI results, indexes and thumbnails until the customer deletes them or closes the account
• Security and diagnostic logs for as long as reasonably necessary for security and troubleshooting
• Deleted production data for a limited period in protected backups
• Billing and transaction records for the period required by applicable tax and accounting law

Offline recordings may remain on the user’s device until upload succeeds or the user deletes them.

10. Security

We use reasonable administrative, organizational and technical measures designed to protect information. These may include:

• Encryption in transit
• Encryption at rest
• Access controls
• Role-based permissions
• Secure authentication
• Logging and monitoring
• Restricted employee access
• Vendor security assessments
• Backup and recovery procedures

No system can guarantee complete security. Customers should configure Drive permissions carefully and avoid recording unnecessary sensitive information.

If you believe your account or information has been compromised, contact support@fildsee.com immediately.

11. Your choices and rights

Depending on your location, you may have the right to:

• Access personal information
• Correct inaccurate information
• Request deletion
• Restrict or object to processing
• Obtain a portable copy of information
• Withdraw consent
• Opt out of certain sale or sharing activities
• Limit certain uses of sensitive personal information
• Lodge a complaint with a data-protection authority
• Appeal a decision concerning a privacy request

You may update certain account information through the Service.

To submit a privacy request, contact support@fildsee.com. We may need to verify your identity and authority before completing the request.

If your account is controlled by an organization, submit Customer Content requests to that organization first. We will assist the organization as required by applicable law and our contract.

Authorized agents may submit requests where permitted by law.

We will not discriminate against you for exercising an applicable privacy right.

12. California disclosures

California residents may have rights to know, access, correct and delete personal information and to opt out of the sale or sharing of personal information.

FildSee AI does not sell personal information for money.

FildSee AI does not share personal information for cross-context behavioral advertising.

Requests may be submitted by emailing support@fildsee.com.

13. Recording other people

FildSee AI may be used to capture the images, voices or personal information of employees, contractors, customers and visitors.

The customer and recording user are responsible for:

• Providing legally required notices
• Obtaining necessary consent
• Following workplace and surveillance laws
• Respecting locations where recording is prohibited
• Protecting confidential and sensitive information
• Establishing an appropriate retention period

FildSee AI does not determine whether a particular recording is lawful.

14. International transfers

Information may be processed in countries other than the country where it was collected.

Where required, we use recognized safeguards for international transfers, such as adequacy decisions, standard contractual clauses or equivalent contractual protections.

Information about applicable transfer mechanisms may be requested from support@fildsee.com.

15. Children

FildSee AI is a business service and is not directed to children under 18.

We do not knowingly collect personal information directly from children. If you believe a child’s information has been submitted improperly, contact support@fildsee.com.

16. Third-party links and services

The Service may link to or integrate with third-party services. Their privacy practices are governed by their own policies.

FildSee AI is not responsible for a third party’s independent privacy practices.

17. Changes to this policy

We may update this Privacy Policy periodically.

We will post the revised version and update the “Last updated” date. If a change materially affects how we handle personal information, we will provide additional notice where required.

18. Contact us

FildSee AI

Privacy inquiries: support@fildsee.com

Security reports: support@fildsee.com

Support: support@fildsee.com