LEGAL

Privacy Policy

Effective 16 August 2026

Report Stamp helps field professionals capture evidence and prepare reports. This policy explains how Report Stamp (“we”, “us”) handles personal data when you use our website, iPhone app, support, and related services.

Data we process

• Account data such as your name, email address, sign-in provider, organisation, role, and device session.
• Customer and job data you submit, including client details, sites, notes, report findings, photos, audio, documents, timestamps, and optional location data.
• Purchase and entitlement records supplied by Apple, such as product and transaction identifiers. We do not receive your payment-card details.
• Technical and security data such as IP address, APNs notification token, app version, upload checksums, audit events, error logs, and usage totals.
• Messages you send to support or through the early-access form.

Why we use it

We process data to provide and secure the service, synchronise field evidence, generate and deliver reports, verify report integrity, manage subscriptions, respond to support, prevent abuse, and comply with law. Our legal bases under the GDPR are performance of our contract, legitimate interests in operating a secure service, legal obligations, and consent where required.

Notifications

If you allow iPhone notifications, we associate Apple’s app-specific notification token with your signed-in account so we can deliver service messages. We do not use that token for advertising or cross-app tracking. Signing out deactivates the current token, and deleting your account removes its registered notification devices.

Voice transcription and AI processing

Apple Speech is attempted on your iPhone first. If it is unavailable and you request the cloud fallback, the uploaded voice note is sent to ElevenLabs solely to produce a transcript. When you request AI-assisted structuring, the relevant observation or transcript is sent to OpenAI solely to prepare the finding draft. Report Stamp stores the original evidence and requires human review before AI-assisted findings are approved. Provider retention follows our configured account plan and applicable processing agreement. Avoid submitting information you do not have permission to process.

Service providers and transfers

We use hosting, email, authentication, Apple, Google, OpenAI, and ElevenLabs as processors or independent controllers where appropriate. Data may be processed outside the European Economic Area using an adequacy decision, standard contractual clauses, or another lawful transfer mechanism. We do not sell personal data or use it for cross-app advertising.

Retention and security

We keep account and report data while your account is active and as needed for contractual, backup, dispute, and legal purposes. Free-plan cloud history may be limited as shown in the app. Security controls include encrypted transport, private media access, scoped account permissions, integrity hashes, and secret separation. No system can guarantee absolute security.

Your choices and rights

Depending on your location, you may request access, correction, export, restriction, objection, or deletion; withdraw consent; and complain to your data-protection authority. Your organisation may be the controller of client and job data, in which case requests about that data should first be sent to the organisation that created the report.

Contact and account deletion

Email support@reportstamp.com from your account address to exercise a privacy right, or follow the account-deletion steps. We will verify requests and explain any data we must retain. Material policy changes will be posted here with a new effective date.