Privacy Policy
Effective October 5, 2026
This policy explains how Proze AI (“Proze”, “we”, “us”) collects, uses, and protects information when you use the Proze web app and the Proze mobile app for Android and iOS (together, the “Service”).
Information we collect
- Account information: your name, email address, and the organization you belong to. Passwords are handled by our authentication provider and stored only in hashed form.
- Audio recordings: voice notes you record during a capture. Recording continues while the screen is locked or the app is in the background, until you end the capture.
- Photos: photos you take in the app during a capture, and photos or files you upload in the web app.
- Precise location: if you allow it, the mobile app records the location and compass heading at the moment each photo is taken and stores them with the photo, so reports can show where an observation was made. Location is read only while a capture is open, never in the background. The app works without it.
- Content you create: projects, transcripts, notes, reports, and documents.
- Diagnostics: crash reports and app logs, which include your device model, operating system and app version, an account identifier, and details of the error.
How we use it
- To provide the Service: store and organize your captures, transcribe audio, and draft and edit reports.
- To keep the Service secure and working, and to fix problems.
- To contact you about your account or the Service.
We do not sell your information, and we do not use it for advertising.
AI processing
Audio you record is sent to speech-to-text providers to produce a transcript. Transcripts, photos, and notes are processed by AI model providers to draft reports. These providers act on our behalf and process the data only to deliver the Service.
Who we share it with
- Your organization: projects, captures, and reports are visible to members of the organization you belong to.
- Service providers that process data on our behalf: Supabase (database, authentication, and file storage), Vercel (hosting), Trigger.dev (background processing), Deepgram and AssemblyAI (transcription), AI model providers (report drafting), and Sentry (error monitoring).
- When required by law, or to protect the rights and safety of our users and the Service.
Data on your device
The mobile app saves each capture on your device until it has uploaded, so nothing is lost if your connection drops. If you allow it, the app also saves a copy of each photo to your device’s photo library as a backup, and it can create a backup file of a capture on your device. These copies stay under your control and are removed when you delete them or the app.
How long we keep it
Reports, captures (including their audio and photos), and documents are deleted automatically 60 days after they are created, unless someone in your organization chooses to keep an item, which extends it by another 60 days from that moment. Account information is kept while your account is active. Diagnostics are kept for a limited period and then deleted.
Deleting your account
You can ask us to delete your account and the data associated with it at any time through our contact form. We complete deletion requests within 30 days. We may keep limited information where the law requires it, and we will tell you if that applies.
Security
Data is encrypted in transit (HTTPS). Photos and audio are kept in access-controlled storage, and access to your organization’s data is limited to its signed-in members.
Your choices
You can turn off camera, microphone, location, and photo library access at any time in your device settings. Capturing needs the camera and microphone; location and the photo-library backup are optional.
Children
The Service is a professional tool and is not directed at children. We do not knowingly collect information from anyone under 16.
Changes to this policy
We will post any changes on this page and update the effective date above. If a change is significant, we will let you know in the Service.
Contact
Questions or requests about your privacy: reach us through the contact form.