Privacy Policy

1. Who We Are

FieldReportsAI (“we,” “us,” or “our”) operates the website and application at fieldreportsai.com. We provide a software-as-a-service platform that helps special inspectors and construction professionals generate, manage, and export field inspection reports using artificial intelligence.

Questions about this policy? Contact us at [email protected].

2. Information We Collect

Information you provide directly:

• Account registration: name, email address, and password (stored encrypted)
• Profile information: company name, job title, certifications, and optional company logo
• Report content: project names, addresses, inspection notes, field observations, photos, and any other data you enter into your reports

Information collected automatically:

• Usage data: pages visited, features used, and actions taken within the app
• Device and browser information: browser type, operating system, and IP address
• Session data: authentication tokens and session identifiers

3. How We Use Your Information

• To provide, operate, and improve the FieldReportsAI service
• To generate AI-assisted report content using your field notes (processed through Anthropic's Claude API)
• To store and retrieve your reports and associated photos
• To authenticate your account and maintain session security
• To communicate service updates, security notices, and support responses
• To analyze aggregate usage patterns to improve the product

4. AI Processing

When you use Smart Import or report generation features, your field notes and project data are sent to Anthropic's Claude API for AI processing. This data is used solely to generate your report content and is not used to train AI models. Anthropic's privacy practices govern how they handle API inputs. We recommend not including personally identifiable information beyond what is necessary for your inspection report.

5. Photo Storage

Photos you upload are stored on Cloudflare R2 (an S3-compatible cloud storage service). Photos are associated with your account and report, and are accessible only through your authenticated session or via direct R2 URL if you choose to share them. We do not publicly index your photos.

6. Data Sharing

We do not sell your personal information. We share data only with:

• Anthropic — for AI report generation (your field notes, via API)
• Railway — our hosting and database provider (PostgreSQL)
• Cloudflare — for photo storage (R2)
• Law enforcement — if required by valid legal process

All third-party providers are contractually required to handle your data in accordance with applicable privacy laws.

7. Data Retention

Your account data and reports are retained as long as your account is active. You may delete individual reports at any time from within the app. To request full account deletion, contact us at [email protected]. We will process deletion requests within 30 days.

8. Security

We use industry-standard security measures including encrypted connections (HTTPS), hashed passwords (bcrypt), and access-controlled database storage. No method of transmission over the internet is 100% secure. We encourage you to use a strong, unique password and to keep your login credentials confidential.

9. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate information in your account
• Request deletion of your account and associated data
• Export your report data (via PDF or Word export within the app)

To exercise any of these rights, contact us at [email protected].

10. Changes to This Policy

We may update this Privacy Policy as the service evolves. We will notify registered users of material changes by email. Continued use of the service after changes are posted constitutes acceptance of the updated policy.