Privacy Policy

Effective Date: 1 March 2026Last Updated: 1 March 2026

Introduction

SignPad ("the App", "we", "us", "our") 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.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use the App. By accessing and using SignPad, you acknowledge that you have read, understood, and agree to be bound by all the terms of this Privacy Policy.

1. Information We Collect

1.1 Information You Provide Directly

Survey Data - When you create and complete surveys in SignPad, we collect the information you enter, including:

  • Site name, address, and location details
  • Client name and contact information
  • Checklist responses (yes/no/notes for each item)
  • Voice notes and text notes you add to surveys
  • Custom fields and notes specific to your survey type (site, vehicle, or removal)

Photos - When you capture or upload photos within the App, we collect and store:

  • The photo files themselves
  • Metadata associated with photos (timestamps, annotations, notes)
  • Any text or voice annotations you add to photos

AI-Processed Data - When you use SmartScan or other AI-powered features within SignPad, we collect and process:

  • Photos submitted for AI surface identification and analysis
  • AI-generated results including substrate type predictions, confidence scores, and risk assessments
  • Fastener and fixing recommendations generated by the AI model
  • Any corrections or feedback you provide on AI results to improve accuracy

AI analysis is performed using third-party machine learning services. Photos submitted for AI analysis are transmitted securely to our AI processing provider, used solely for the purpose of generating surface identification results, and are not retained by the AI provider after processing is complete.

Account Information - If you create an account or use authentication features, we collect:

  • Email address
  • Name (if provided)
  • Authentication credentials (securely hashed and never stored in plain text)
  • Account preferences and settings

1.2 Information Collected Automatically

Device Information - We automatically collect technical information about your device, including:

  • Device model and operating system version
  • Unique device identifier (IDFA on iOS)
  • App version and build number
  • Crash logs and error reports (if diagnostic reporting is enabled)

Usage Analytics - We collect information about how you use the App, including:

  • Screens visited and features used
  • Time spent in the App
  • Frequency of use
  • Actions performed (e.g., survey created, PDF exported, AI scan initiated)

Connectivity Information - We collect:

  • WiFi and cellular network status
  • Approximate location (if location services are enabled by you)

2. How We Use Your Information

We use the information we collect for the following purposes:

To Provide the Service - We use your survey data, photos, and notes to deliver the core functionality of SignPad: creating site surveys, storing survey information, generating PDF reports, performing AI-powered surface analysis, and syncing data across your devices.

To Power AI Features - We use photos you submit through SmartScan to identify substrate types, generate fixing recommendations, and calculate risk assessments. AI processing is performed in real time and results are stored as part of your survey data.

To Improve the App - We use analytics and usage data to understand how users interact with SignPad, identify bugs, and develop new features. This includes understanding how AI features are used to improve their accuracy and usefulness.

To Communicate with You - We use your email address to send you important notifications about your account, updates to the App, and responses to support requests you submit.

To Ensure Security - We use device information and crash logs to detect and prevent fraud, abuse, and security vulnerabilities.

To Comply with Legal Obligations - We may use your information to comply with applicable laws, regulations, and legal processes.

3. How We Store Your Information

3.1 On-Device Storage

By default, SignPad stores all your survey data, photos, and notes locally on your device using encrypted storage. This means:

  • Your data remains under your control and is not transmitted to our servers unless you explicitly choose to sync
  • Your data is encrypted at rest on your device
  • If you delete a survey from the App, it is permanently removed from your device

3.2 Server-Side Storage (Optional Sync)

If you enable cloud sync or use account-based features, your survey data may be stored on our secure servers. In this case:

  • Your data is encrypted in transit (HTTPS/TLS)
  • Your data is encrypted at rest on our servers
  • We use industry-standard security practices to protect your information
  • You can request deletion of your data at any time (see Section 6)

3.3 AI Processing

When you use SmartScan or other AI-powered features:

  • Photos are transmitted securely (HTTPS/TLS) to our AI processing provider
  • Photos are used solely for the purpose of generating surface identification results
  • Photos are not retained by the AI provider after processing is complete
  • AI-generated results (substrate type, confidence score, risk level, fixing recommendations) are stored as part of your survey data
  • We do not use your photos to train AI models without your explicit consent

3.4 Third-Party Services

We use the following third-party services, which may store or process your information:

Expo (App Platform) - Hosts the App and provides push notification services.

AI Processing Provider - Processes photos submitted through SmartScan for surface identification. Photos are processed in real time and are not retained after analysis.

Apple iCloud (Optional) - If you enable iCloud backup on your device, Apple may back up your locally stored survey data as part of your device backup.

Crash Reporting (Sentry or similar) - If enabled, crash reports and error logs may be sent to our crash reporting service. These reports do not include your survey data by default.

4. Data Retention

Survey Data - We retain your survey data for as long as your account is active. If you delete a survey or your account, the associated data is permanently deleted from our systems within 30 days.

AI Processing Data - Photos submitted for AI analysis are not retained by the AI provider after processing. AI-generated results are stored as part of your survey data and follow the same retention policy.

Backup Data - If you have enabled device backups (e.g., iCloud), those backups may retain your data according to your device's backup retention policy.

Analytics Data - We retain aggregated, anonymized analytics data for up to 12 months to help us improve the App.

Crash Logs - Crash logs are retained for up to 90 days and are then automatically deleted.

5. Sharing Your Information

We do not sell, rent, or lease your personal information to third parties. We only share your information in the following circumstances:

With Your Consent - We share your information when you explicitly consent to sharing (e.g., if you choose to export a survey and share it with a colleague).

Service Providers - We may share information with third-party service providers who assist us in operating the App, including cloud hosting providers, AI processing providers, analytics services, and crash reporting services. These providers are contractually obligated to use your information only for the purposes we specify and to maintain the confidentiality of your information.

Legal Requirements - We may disclose your information if required by law, court order, or government request, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfer - If SignPad is acquired, merged, or sold, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

6. Your Privacy Rights

6.1 Access and Portability

You have the right to access your personal information and receive a copy of your data in a portable format. To request this, contact us at [email protected].

6.2 Correction and Deletion

You have the right to correct inaccurate information and to request deletion of your data. You can delete individual surveys from within the App, or you can request complete account deletion by contacting us.

6.3 Opt-Out of Analytics

You can opt out of analytics collection by disabling analytics in the App's settings. This will prevent usage data from being sent to our analytics service, though basic error reporting may continue.

6.4 Location Services

You can disable location services for SignPad at any time through your device's settings. This will prevent the App from collecting location information.

6.5 AI Features

You can choose not to use AI-powered features such as SmartScan. If you do not initiate an AI scan, no photos will be sent to our AI processing provider. AI features are entirely opt-in and are not required to use SignPad's core survey functionality.

7. Children's Privacy

SignPad is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will take steps to delete such information and terminate the child's account.

8. Security

We implement industry-standard security measures to protect your information, including:

  • Encryption of data in transit (HTTPS/TLS)
  • Encryption of data at rest on your device and our servers
  • Secure transmission of photos to AI processing providers
  • Regular security audits and penetration testing
  • Secure authentication mechanisms
  • Restricted access to personal information (only authorized personnel have access)

However, no security system is impenetrable. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

9. Third-Party Links and Services

SignPad may contain links to third-party websites and services that are not operated by us. This Privacy Policy applies only to the App and does not cover third-party services. We encourage you to review the privacy policies of any third-party services before providing your information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by updating the "Last Updated" date at the top of this policy and, if required, by sending you an email notification. Your continued use of the App after changes become effective constitutes your acceptance of the updated Privacy Policy.

11. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about our privacy practices, please contact us:

Email: [email protected]

We will respond to your inquiry within 30 days.

12. Additional Information for Specific Jurisdictions

12.1 New Zealand

If you are a resident of New Zealand, your use of SignPad is also governed by the Privacy Act 2020. You have the right to access and correct your personal information, and to lodge a complaint with the Privacy Commissioner if you believe we have breached the Privacy Act.

Privacy Commissioner - PO Box 10094, Wellington 6143, New Zealand - Phone: 0800 803 202 - Email: [email protected]

12.2 Australia

If you are a resident of Australia, your use of SignPad is also governed by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). You have the right to access and correct your personal information, and to lodge a complaint with the Office of the Australian Information Commissioner if you believe we have breached the Privacy Act.