Privacy Policy

Nara Field Recorder is an app for recording audio and taking photos during field inspections (e.g., construction, real estate, security, or equipment monitoring). Recordings can be uploaded to generate AI-powered inspection documents. This Privacy Policy explains what data we collect, how we handle it, and your choices. By using the app, you agree to this policy.

This policy covers the Nara Field Recorder app for iOS, the Nara Field Recorder app for Android, and the Nara web app (hub.naramachine.ai). Kevin Filteau Inc. publishes it. It follows the privacy laws that apply to you, including the Personal Information Protection and Electronic Documents Act (Canada). Section 15 adds what applies in Québec.

1. Information We Collect

The app collects the following data to enable its functionality:

Account Information:

When you create an account, we collect:

• Your email address (used for authentication and account identification)
• A unique user identifier associated with your account
• Your name and phone number, if you or your workspace administrator add them
• If you sign in with Apple (iOS) or Google (web), the identifier and the email address that Apple or Google share with us

Content You Create:

• Audio recordings captured within the app
• Photographs taken within the app
• AI-generated inspection documents produced from your recordings
• Text transcripts of your recordings
• Project, workspace and member information that you or your workspace enter, such as names, notes and tags

Sensor Data:

When you initiate audio recording and sensor data collection is enabled in the app settings, the app collects and stores the following data as metadata embedded within each recording file:

• GPS coordinates indicating the geographic location where the recording was captured
• Device orientation data (compass heading, pitch, and roll)

Purchase Information:

On iOS, Apple processes your payment through the App Store. On the web app, Stripe processes card payments. The Android app has no in-app purchases. We do not collect or store your card number or bank details. We do receive and store:

• A record of your purchase transaction (product purchased, date, and transaction identifier)
• Your Boost credit balance
• On the web app, a Stripe customer record linked to your account (your email address and your account identifier)

User Controls Over Data Collection:

You have the ability to manage what data is collected through the app's settings:

• You may disable the collection of GPS coordinates and device orientation data. When disabled, recording files will contain only audio content and will not include location or orientation metadata.
• You may disable background recording. When background recording is disabled, audio recording will stop if the app is no longer in the foreground or the device screen is turned off.

Sensor data is collected only during active recording sessions when the relevant settings are enabled and is stored exclusively as metadata within the individual recording files you create. No separate location history, movement tracking, or sensor data is collected or stored independently of the recording files.

Device and technical data:

To send you notifications, keep the service secure and run it, we also receive and store:

• On iOS, a push notification token, your device name, the app version and the operating system version
• A scrambled (hashed) value of your IP address and email address, used only to limit repeated sign-in attempts
• Usage records: which AI services were used for your documents and how much, linked to your account, to manage Boosts and billing
• Technical logs of errors and requests, kept to run and protect the service

Our servers and our network providers can also see your IP address when you connect.

Location, identification and profiling:

The app uses your device location only when sensor data is turned on, only during an active recording session, and only to tag the recordings and photos you make. We do not track your location in the background and we do not build a location history. We do not use technology to profile you, and we do not make decisions about you by automated means. AI produces documents for you, and you decide what to do with them.

2. How We Use Your Information

We use the data we collect for the following purposes:

• Account management: Your email address and user identifier are used to authenticate you, manage your account, and associate your data with your account.
• Recording and documentation: Audio recordings and photographs are stored on your device and, when you choose to upload them, transmitted to our server for AI-powered document generation.
• AI document generation: Uploaded recordings are processed using artificial intelligence to generate inspection documents. This processing consumes Boost credits from your account balance.
• Purchase fulfillment: Purchase transaction records are used to credit Boost credits to your account and maintain an accurate balance.
• Sign-in and security: We send you sign-in codes and limit repeated attempts to protect accounts.
• Notifications: We send push notifications and emails about your recordings, documents and workspace.
• Billing and service operation: We track AI use per account to manage Boosts and billing, and we use technical logs to run and fix the service.

We do not use your data for advertising, marketing, or profiling purposes. We do not sell your data to third parties.

We use your personal information only for these purposes. If we want to use it for a new purpose, we ask you first, unless the law allows it without your consent.

3. AI Processing

When you upload recordings for document generation, your audio and photo content is processed by third-party AI services to produce inspection documents. Audio is turned into text by Google Cloud Speech-to-Text. Text, images and documents are analyzed by Google’s Gemini models (Vertex AI) and Google Document AI. Section 6 says where this happens. This processing occurs on secure servers and is subject to the following:

• Your content is used solely to generate your requested documents and is not used to train AI models.
• AI-generated documents are stored in your account and are accessible only to you and any workspace members you have authorized.

4. Ownership and Control

All recording files—including any embedded metadata—remain stored on your device until you choose to upload them. You retain complete ownership and control over these files.

You have full control over whether sensor data (GPS coordinates and device orientation) and background recording functionality are enabled through the app's settings.

5. Sharing Your Information

We share your data only in the following circumstances:

• Service providers: The companies in the table below process data for us to run the service. They act on our instructions, for the purposes in this policy only.
• Workspace members: If you belong to a workspace, generated documents may be accessible to other authorized members of that workspace, as configured by the workspace administrator.
• Legal requirements: We may disclose your data if required to do so by law or in response to valid legal process.

We do not sell, rent, or share your personal data with third parties for advertising or marketing purposes.

6. Where Your Data Is Stored and Processed

Nara stores your data on Google Cloud servers in the United States (Northern Virginia, region us-east4). Some AI processing runs on Google services in the United States (us).

Some providers in Section 5 (Google, Apple, Stripe and Cloudflare) also process data in other countries. If we use a Google model served from its global endpoint, your audio can be processed in any country where Google operates. In these places, local laws apply to your data, and authorities there may be able to access it.

Before we send personal information to a provider in another country, we assess the risks, including the legal protection that applies there. We protect it by agreement with the provider and by the measures in Section 8.

You can ask us for more information about these transfers (see Section 11).

7. Your Privacy Controls

The app provides explicit controls that allow you to determine the scope of data collection:

These controls allow you to limit the data collected to only that which is necessary for your specific use case.

8. Data Security

Your data is protected using industry-standard encryption during transmission (TLS) and while stored on our servers. Access to your account data is restricted to authenticated sessions using your credentials. We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, or destruction.

Our servers run on Google Cloud, which encrypts stored data by default. File storage is private. Our services call each other with their own service identities. Sign-in codes expire, and the number of attempts is limited. No method is perfectly secure. If an incident presents a risk of serious injury to you, we notify you and the Commission d’accès à l’information, as the law requires.

9. Data Retention

We retain your data as follows:

• Account information: Your email address and user identifier are retained for as long as your account is active.
• Recordings, photos, transcripts and documents: Uploaded files, transcripts and AI-generated inspection documents are retained on our servers for as long as your account is active or until you delete them.
• Purchase records: Transaction records and Boost balances are retained for as long as your account is active, except records that the law requires us or our payment providers to keep.
• Sign-in, usage and technical records: Sign-in throttle values are kept briefly. Usage records and logs are kept only as long as needed to run the service and bill, then deleted.
• Backups: Deleted data can stay in encrypted backups for a short time: up to 7 days for stored files, and until the next database backup cycle replaces the copy.
• On-device data: Recording files remain on your device until you delete them. The app does not automatically delete local files.

Deleting your account. In the iOS app, open the Account screen and choose Delete Account. We then wait 30 days. You can cancel during this time by signing in again. After 30 days, we permanently delete your account, your sign-in, your payment customer record and the workspaces you own. If other active members use a workspace you own, we hand it over to one of them, and the content you added stays in that workspace. On Android and on the web, ask the person in charge of privacy (Section 11) to delete your account, and we handle it the same way.

10. Your Rights

You have the following rights regarding your data:

• Access: You can access your recordings, documents, and account information through the app at any time. You can also ask us for a copy of the personal information we hold about you.
• Rectification: You can correct your profile in the app, or ask us to correct information that is inaccurate, incomplete or out of date.
• Withdrawal of consent: You can withdraw your consent at any time, for example by turning off sensor data or notifications, or by asking us to stop a use. Withdrawing consent can limit what the service can do for you.
• Deletion: You can delete individual recordings and documents from your account. You can also delete your account (see Section 9).
• Control: You can disable sensor data collection and background recording at any time through the app’s settings.
• Portability: Your recordings and documents can be exported from the app. You can also ask us for your computerized personal information in a structured, commonly used format.

We answer a written request within 30 days. If you are not satisfied, write to the person in charge of privacy first (Section 11). You can also file a complaint with the privacy authority where you live, such as the Office of the Privacy Commissioner of Canada (priv.gc.ca).

11. Person in Charge of the Protection of Personal Information

Sylvain St-Germain, CEO, is the person in charge of the protection of personal information at Kevin Filteau Inc. To use your rights, ask a question about this policy or raise a concern, write to contact us or to info@nararecorder.com. Put “Privacy” in the subject line.

12. Cookies and Local Storage

The Nara apps do not use cookies. The web app uses your browser’s storage to keep you signed in and to remember your language, theme and active workspace. We do not use advertising cookies, analytics tools or third-party trackers. When you pay on the web, Stripe can set its own cookies to prevent fraud. This website uses Cloudflare to protect and deliver its pages, and Cloudflare can set a security cookie. You can clear your browser storage at any time.

13. Children's Privacy

The app is not intended for use by children under 13. We do not knowingly collect data from children.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated within the app, and the effective date will be clearly indicated. Your continued use of the app following such changes constitutes acceptance of the revised policy. When a change affects how we use your personal information, we ask for your consent again if the law requires it.

15. For Québec Residents

• The Act respecting the protection of personal information in the private sector (Québec) applies to your personal information.
• Your personal information is stored and processed outside Québec: in the United States and, for some providers, in other countries (Section 6). Before we communicate it outside Québec, we assess the risks as this Act requires.
• The person in charge of the protection of personal information is named in Section 11.
• You can file a complaint with the Commission d’accès à l’information du Québec (cai.gouv.qc.ca).

Contact Us

Questions? If you have any questions about this Privacy Policy, please contact us.

Effective Date: October 2nd, 2026