Privacy-Policy---SafetySnap

Privacy Policy for SafetySnap

Last Updated: December 24, 2025 Effective Date: December 24, 2025

Introduction

SafetySnap (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and services.

By using SafetySnap, you agree to the collection and use of information in accordance with this policy.

Information We Collect

1. Account Information

Email address - Used for account creation, authentication, and report notifications
Display name - Used for report attribution and crew identification
User ID - Automatically generated Firebase authentication identifier
Crew code - Used to organize users into teams and route reports

2. Audio Recordings

Voice recordings - Captured when you create safety reports using the voice recording feature
Purpose: To generate safety report transcripts and structured data
Processing: Audio files are processed in-memory and sent to OpenAI Whisper API for transcription
Storage: Audio files are NOT stored permanently. Only the resulting transcript is retained.

3. Report Data

Transcripts - Text transcriptions of your voice recordings, generated by OpenAI Whisper
Structured report fields - Location, hazard type, severity, descriptions, recommendations (generated by AI from your recordings)
Metadata - Report type, timestamp, user attribution
Purpose: To create, store, and deliver safety reports to appropriate personnel

4. Images (Optional)

Photos - When using the vision analysis feature, images are sent to OpenAI Vision API
Purpose: To identify safety hazards, inspect tools, or assess job progress
Storage: Images are NOT stored permanently. Only the analysis results are retained.

5. Usage Data

Rate limiting data - Request counts and reset timestamps stored in Firestore
Authentication tokens - Firebase ID tokens for API authentication
IP addresses - Temporarily logged for rate limiting and security monitoring

How We Use Your Information

We use the collected information for the following purposes:

Provide core functionality - Enable voice-to-text safety reporting
AI processing - Analyze audio and images to generate structured safety reports
Report delivery - Email reports to designated safety personnel and administrators
Access control - Authenticate users and enforce crew-based permissions
Rate limiting - Prevent abuse and manage API usage based on subscription tier
Security - Monitor for suspicious activity and prevent unauthorized access
Service improvement - Analyze usage patterns to improve app functionality

We share your data with the following third-party service providers:

OpenAI (https://openai.com)

Data Shared: Audio recordings (temporary), images (temporary), transcripts
Purpose: Speech-to-text transcription (Whisper API), report analysis (GPT-4), image analysis (Vision API)
OpenAI’s Privacy Policy: https://openai.com/privacy
Data Processing Agreement: OpenAI processes data according to their API terms
Retention: Audio/images are processed in real-time and not stored by OpenAI beyond processing duration

Firebase / Google Cloud (https://firebase.google.com)

Data Shared: Email, user ID, crew codes, report data, usage metrics
Purpose: Authentication, database storage, hosting
Google Privacy Policy: https://policies.google.com/privacy
Data Location: United States (configurable via Firebase project settings)

SMTP Email Service Provider

Data Shared: Report content (transcripts, analysis, metadata), recipient email addresses
Purpose: Deliver safety report notifications via email with PDF attachments
Transport Security: All emails sent via TLS-encrypted connections
Note: Email contents are transmitted to recipient inboxes and subject to recipient email provider policies

Firebase Admin SDK

Data Shared: User authentication tokens, rate limit data
Purpose: Server-side authentication verification and rate limit enforcement
Infrastructure: Runs on Netlify Functions (serverless)

Data Retention

Account data: Retained while your account is active. Deleted within 30 days of account deletion request.
Reports: Retained indefinitely for compliance and record-keeping unless you request deletion.
Transcripts: Stored in Firestore as part of report records.
Audio/Images: NOT stored. Processed in real-time and discarded immediately after analysis.
Rate limit data: Reset daily at UTC midnight; historical data deleted after 90 days.
Server logs: Security and error logs retained for 30 days, then automatically deleted.

Data Security

We implement industry-standard security measures to protect your data:

Technical Safeguards

Encryption in transit: All data transmitted via HTTPS/TLS encryption
Encryption at rest: Firestore data encrypted by Google Cloud Platform
Authentication: Firebase Authentication with ID token verification
Authorization: Role-based access control and crew-based data isolation
Rate limiting: Per-user and per-IP rate limits to prevent abuse
Fail-closed security: System blocks requests when security checks fail
Firestore security rules: Server-side enforcement of least-privilege access

Access Controls

Users can only access their own data and data from their crew (shared crew code)
Admins have elevated permissions for crew management
API endpoints require valid Firebase authentication tokens
Protected fields (rate limits, subscription plans, roles) cannot be modified by clients

Network Security

Cleartext HTTP traffic disabled (HTTPS-only enforcement)
Network security configuration prevents unencrypted connections
Firebase SDK enforces secure connections

Your Rights

You have the following rights regarding your personal data:

Access

View your profile and all reports you’ve created via the app

Correction

Update your display name and profile information in app settings

Deletion

Request account deletion by contacting us at safetysnapos@gmail.com
Upon deletion, we will remove your account data and anonymize your reports within 30 days
Note: Reports may be retained in anonymized form for compliance purposes

Export

Request a copy of your data by contacting us at safetysnapos@gmail.com
We will provide your data in JSON format within 30 days

Opt-Out

You cannot opt out of data processing required for core app functionality
You can choose not to use optional features (e.g., vision analysis)
You can delete your account at any time to stop all data collection

Children’s Privacy

SafetySnap is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

International Data Transfers

Your data may be transferred to and processed in countries other than your country of residence, including the United States. These countries may have different data protection laws. By using SafetySnap, you consent to the transfer of your data to these countries.

Firebase and OpenAI operate globally, and your data may be processed in:

United States (primary infrastructure)
European Union (if configured in Firebase)
Other regions where Google Cloud Platform and OpenAI operate

California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

Right to Know: Request disclosure of data collected, sources, purposes, and third parties
Right to Delete: Request deletion of your personal information (subject to exceptions)
Right to Opt-Out: Opt out of “sale” of personal information (Note: We do NOT sell your data)
Right to Non-Discrimination: We will not discriminate against you for exercising your rights

To exercise these rights, contact us at safetysnapos@gmail.com

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation:

Legal Basis for Processing: Consent, contract performance, legitimate interests
Data Controller: [YOUR COMPANY NAME AND ADDRESS]
Data Protection Officer: [DPO CONTACT IF REQUIRED]
Right to Withdraw Consent: Contact us to withdraw consent at any time
Right to Lodge a Complaint: You may file a complaint with your local data protection authority

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

Updating the “Last Updated” date at the top of this policy
Posting a notice in the app
Sending an email notification (for significant changes)

Your continued use of SafetySnap after changes become effective constitutes acceptance of the updated policy.

Data Breach Notification

In the event of a data breach that affects your personal information, we will:

Notify affected users within 72 hours of discovering the breach
Provide details about what data was compromised
Explain steps we’re taking to address the breach
Advise you on steps to protect yourself

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: safetysnapos@gmail.com Mailing Address: SafetySnapOS 620 B Route 595 Temperance Vale, NB E6G2J4 Canada

Response Time: We aim to respond to all privacy inquiries within 5 business days.

By using SafetySnap, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.

For EU/EEA Users: By clicking “Accept” during account creation, you provide explicit consent to process your personal data as described in this policy.

Data Processing Summary (Quick Reference)

Data Type	Collected	Stored	Shared	Purpose
Email	✓	Firestore	No	Authentication, notifications
Display Name	✓	Firestore	Via email reports	User identification
Audio Recordings	✓	No (temporary)	OpenAI (processing)	Speech-to-text
Transcripts	✓ (generated)	Firestore	Via email reports	Report content
Images	✓ (optional)	No (temporary)	OpenAI (processing)	Hazard analysis
Report Data	✓ (generated)	Firestore	Via email	Safety documentation
Crew Code	✓	Firestore	Via email reports	Team organization
IP Address	✓ (temporary)	Server logs (30 days)	No	Rate limiting, security
Rate Limit Data	✓ (auto)	Firestore	No	Abuse prevention

Version: 1.0 Effective: December 24, 2025 Next Review: June 24, 2026