Scope
This Privacy Policy describes how defft.ai collects, uses, discloses, and safeguards information when you use our website, mobile application, and related business services. Our services are designed primarily for authorized business users and are not intended for personal or household use.
If your employer, customer, or another organization provides your access to defft.ai, that organization may control the business information submitted through the service. Its agreements and instructions may also govern how that information is handled.
Information we collect
Depending on how you use the service, we may collect:
- Account and profile information, such as your name, work email address, phone number, organization, role, territory, and authentication identifiers.
- Business and customer information you or your organization provide, including company and facility details, business contact information, meetings, opportunities, packaging requirements, recommendations, and related commercial records.
- User content, including visit notes, dictated or transcribed text, photos, videos, audio, documents, responses, and other material you choose to submit.
- Location information when you choose to use map or nearby-account features. The mobile application requests location only while the app is in use and does not request background location.
- Device and service information, such as device type, operating system, app version, notification token, IP address, timestamps, request records, and security or diagnostic information.
- Communications, including messages and support requests you send to us.
Device permissions
The mobile application may request permission to use:
- Location to show assigned accounts and nearby business locations on a map while you use the app.
- Camera and photo library so you can capture or attach photos and videos to business records.
- Microphone and speech recognition so you can dictate editable visit notes or add audio where that feature is available.
- Notifications to alert you about work items, clarifications, prepared materials, and account activity.
You can decline or change these permissions in your device settings. Some related features may then be unavailable.
How we use information
We use information to:
- provide, authenticate, operate, and improve the service;
- organize field activity, business accounts, meetings, opportunities, and supporting evidence;
- prepare recommendations, summaries, materials, and other requested work products;
- send service notifications and respond to support requests;
- protect users, organizations, and the service from misuse, fraud, and security threats;
- comply with law and enforce applicable agreements; and
- analyze service performance and reliability.
We do not sell personal information, and we do not use personal information for third-party advertising or cross-context behavioral advertising.
How we disclose information
We may disclose information:
- Within your organization and to other authorized users according to account roles, assignments, and your organization's instructions.
- To service providers that support hosting, authentication, storage, communications, artificial-intelligence processing, security, diagnostics, and customer support. They may process information only to provide services to us and under appropriate contractual restrictions.
- For legal and safety purposes when reasonably necessary to comply with law, protect rights or safety, investigate misuse, or enforce agreements.
- In a business transaction involving a merger, financing, acquisition, reorganization, or sale of assets, subject to appropriate confidentiality protections.
We do not allow service providers to use business content submitted through defft.ai for their own advertising.
Data retention and deletion
We retain information for as long as needed to provide the service, meet contractual commitments, follow the instructions of the organization that controls the account, protect the service, and satisfy legal, accounting, or compliance obligations. Retention periods vary by the type of information and the business context in which it was collected.
Authorized users may request access, correction, export, or deletion of personal information by contacting their organization administrator or support@defft.ai. We will evaluate requests under applicable law and any controlling customer agreement. Some information may be retained where legally required or necessary for security, dispute resolution, or legitimate business records.
Security
We use administrative, technical, and organizational safeguards designed to protect information, including access controls, encryption in transit, and security monitoring where appropriate. No system can guarantee absolute security, so users should protect their credentials and promptly report suspected unauthorized access.
Children
The service is intended for business users and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, contact us so we can review and address it.
Your choices and rights
You may update certain account information through the service, manage mobile permissions in your device settings, and opt out of nonessential communications where offered. Depending on where you live, you may also have legal rights to access, correct, delete, or obtain a copy of personal information, or to object to or restrict certain processing. Contact us to submit a request. We may need to verify your identity and coordinate with the organization that controls your account.
Changes to this policy
We may update this Privacy Policy as our services or legal obligations change. We will post the updated version here and revise the effective date. We may provide additional notice when a change is material.