1. Introduction

Nobots FZ LLC (“we,” “our,” or “us”), a company registered in the United Arab Emirates, operates SnagBolt (“the App”), a professional snag and defect reporting tool for property inspections. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our service.

2. Data We Collect

We collect the following categories of information:

• Account information: Name, email address, and organization name provided during registration.
• Inspection data: Photos captured during property inspections, annotations, defect descriptions, room assignments, severity classifications, and generated report data.
• Voice recordings and AI-generated transcriptions: Audio recordings submitted for speech-to-text transcription via the Whisper API, and resulting AI-generated transcriptions and inspection summaries.
• Payment and billing information: Payment and billing information processed through Stripe, including subscription plan details. We do not store credit card numbers on our servers.
• Device information: Browser type, operating system, screen resolution, and device identifiers used to optimize the application experience.

3. How We Use Your Data

Your data is used exclusively to provide and improve the SnagBolt service:

• To provide the inspection reporting service and enable you to create, manage, and organize snag reports.
• To generate branded PDF reports containing your inspection data and photos.
• To send completed reports via email to your designated recipients.
• To manage your account, subscription, and billing.
• To process voice recordings for AI-powered transcription and generate inspection summaries.
• To improve the application based on usage patterns and feedback.

4. Data Storage & Location

All primary data is stored on DigitalOcean servers located in Frankfurt, Germany (European Union). Inspection photos and media files are stored on DigitalOcean Spaces, an S3-compatible object storage service, also hosted in Frankfurt. While primary storage is in the EU, some data is processed by US-based services (OpenAI for voice transcription, Stripe for payments, Resend for email delivery) as necessary for service operation. These transfers are described in the Sub-processors section below.

5. Sub-processors & Third-Party Services

We use the following third-party services (sub-processors) to operate SnagBolt:

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

6. AI Processing

SnagBolt uses AI-powered features to enhance the inspection workflow:

• Voice-to-text transcription: We use OpenAI's Whisper API to transcribe voice recordings into text for snag descriptions. Voice recordings are sent to OpenAI's API for processing.
• AI-powered summaries: We use OpenAI to generate inspection summaries and recommendations based on your report data.
• Data usage: OpenAI does not use your data for model training. Transcriptions are stored only within your report and are subject to the same data retention and deletion policies as all other report data.

7. Payment Information

We use Stripe for payment processing. We do not store credit card details on our servers. All payment data is handled directly by Stripe in accordance with PCI DSS (Payment Card Industry Data Security Standard) requirements. Stripe's privacy policy governs their handling of your payment information. We retain only subscription plan details, billing cycle, and payment confirmation records for invoicing purposes.

8. Data Transfer

While primary data storage is in the EU (DigitalOcean Frankfurt, Germany), some data is processed by US-based services including Resend (email delivery), Stripe (payment processing), OpenAI (voice transcription and AI summaries), and Cloudflare (DNS, CDN, security). These transfers are necessary for service delivery and are limited to the data required for each service's specific function.

9. Organisation Data

For corporate and team plan subscribers, the organisation owner or administrator manages member access and can view reports created by members of the organisation. Organisation administrators can invite new members, assign roles, and remove members. When a member is removed from an organisation, their reports remain accessible to the organisation. Organisation data is retained for 30 days after the organisation subscription is cancelled.

10. Data Retention

Your data is retained for as long as your account remains active. If you wish to delete your account and all associated data, you may request deletion by contacting our support team at [email protected]. Upon receiving a verified deletion request, we will remove all your personal data, inspection records, and associated media files within 30 days.

11. Data Security

We implement industry-standard security measures to protect your data. All data is encrypted in transit using TLS (Transport Layer Security). Data at rest is encrypted on our servers. User passwords are securely hashed using the bcrypt algorithm and are never stored in plain text. We regularly review our security practices to ensure the ongoing protection of your information.

12. Cookie & Storage Policy

SnagBolt uses the following cookies and browser storage mechanisms:

• Essential session cookies: Used solely for authentication and maintaining your logged-in session. These cookies are strictly necessary for the service to function.
• No analytics cookies: We do not use any third-party analytics or tracking cookies.
• No advertising cookies: We do not use any advertising or remarketing cookies.
• Service Worker: SnagBolt uses a Service Worker for offline PWA (Progressive Web App) capability, enabling the app to function with limited connectivity during inspections.

13. Children's Privacy

SnagBolt is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected data from a child under 13, we will take steps to delete such information promptly.

14. Your Rights

You have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data and account.
• Export your inspection data and reports.
• Object to or restrict certain processing of your data.
• Withdraw consent for optional data processing at any time.

To exercise any of these rights, please contact us at [email protected].

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify registered users of any material changes via email or through the application. Your continued use of SnagBolt after any changes constitutes acceptance of the updated policy.

16. Contact Us

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