This Privacy Policy explains what information Spotdit collects, how we use it, who we share it with and the choices you have. It applies to the Spotdit mobile apps, the Spotdit website and the External Portal used by people a workspace shares posts with.
Spotdit is a capture and handoff tool: you record what you see with photos, video, voice and notes, AI helps turn it into clear posts and reports, and you share them with your team or with outside contractors. Most of the information we handle is the content you and your workspace choose to put into Spotdit.
1. Information we collect
Account information
- Your name, email address and, if you set one, your profile photo.
- Your password, which we store only as a one-way hash. We never see or store it in readable form.
- If you sign in with Google or Apple, the account identifier that provider gives us and the email address it shares. With Apple's “Hide My Email” option, we receive a relay address instead of your real one.
- Confirmation that you verified your email address.
Content you capture and share
- Photos, videos, voice recordings and files you attach to posts or replies.
- Text you write or dictate: post titles, descriptions, comments and thread replies.
- Transcripts of your voice notes.
- Post details such as the location you type or say (for example “Room 203” — Spotdit does not collect your device's GPS location), priority, assignee, due date, collection and whether a post is open or closed.
- PDF reports you generate, including the copy of the selected posts they were built from.
Workspace and collaboration information
- The workspaces you create or join, your role and permissions in each, and invitations you send or receive.
- External parties and contacts a workspace adds (such as a contractor's company name, contact name and email address), the posts shared with them and what they are allowed to do.
- A history of activity on posts, such as who created, changed, shared, closed or reopened them, so that the thread keeps its context.
Device information
- If you allow notifications, a push notification token for your device plus its model, operating system and app version. We do not store the name you gave your device.
- The app asks for camera, microphone and photo library access only so you can capture or attach media. You can change these permissions in your device settings at any time.
Website and technical information
- When you sign in to the website or External Portal, we use a session cookie to keep you signed in and a security token to protect forms. These cookies are necessary for the service to work.
- Our servers process standard request information such as IP address, browser type and request times to deliver the service, keep it secure and diagnose problems.
- We do not use advertising cookies, and we do not use third-party analytics or tracking tools on the Spotdit website or apps.
2. How we use information
We use information to provide and improve Spotdit, specifically to:
- Create and secure your account and let you sign in with email, Google or Apple.
- Store your captures and posts and show them to the people who are allowed to see them.
- Run the AI features you use (described below).
- Share posts with external parties and let them reply and upload from the External Portal.
- Generate PDF reports you request.
- Send service messages: email verification codes, workspace invitations, External Portal activation links, password reset emails, share notifications and push notifications about activity in your workspaces.
- Remind you about follow-ups and due dates you or your team set.
- Prevent abuse, investigate problems and keep the service secure.
- Comply with legal obligations.
We do not sell your personal information, and we do not use your content for advertising.
3. How AI processes your content
Spotdit's AI features work by sending the relevant content to third-party AI model providers and returning the result to you. Depending on what you use, this includes:
- Drafting posts from your photos, a few still frames taken from your videos, your voice transcript and your notes.
- Transcribing your voice recordings into text.
- Summarizing selected posts when you generate a report.
- Reviewing threads to suggest when an issue looks resolved.
Only the content needed for the task is sent, and it is sent at the moment the task runs. We do not train our own AI models on your content.
AI output can be wrong. AI suggestions never change your posts on their own: you review and edit drafts before sharing, and a suggestion to close a post only takes effect when a workspace member confirms it.
5. Workspace data and who controls it
Content in a workspace belongs to that workspace. If you use Spotdit through a workspace run by your employer or a client, that organization decides who can access the content and how long it is kept, and you should also review their policies. We process that content on the workspace's behalf to provide the service.
If you are an external party, the workspace that shared a post with you controls that post. Questions about it should go to the workspace first.
6. How long we keep information
We keep account information for as long as your account exists, and workspace content for as long as the workspace keeps it.
- Verification codes, password reset links (valid for one hour) and External Portal activation links (valid for seven days) are single use and stop working once used or expired.
- When a workspace archives an external party or contact, their access ends but their name is kept so the history of past threads still makes sense.
- Generated reports are kept until they are deleted or the workspace is removed. Download links for reports and attachments are temporary and generated on request.
- Push tokens are removed when you sign out of the app or another account signs in on the same device.
When you ask us to delete your account, we delete or anonymize your personal information unless we must keep it for legal, security or fraud-prevention reasons. Content you posted in a workspace that other people still use may remain in that workspace, attributed to a deleted user.
7. Security
We protect your information with measures that include encrypted connections (HTTPS), hashed passwords, hashed single-use tokens for invitations, activations and password resets, signed time-limited links for files and reports, and strict separation between workspaces so that one workspace's data is not visible in another.
No system is perfectly secure. Please use a strong password, keep your devices secure and tell us right away if you think your account has been compromised.
8. Your rights and choices
Depending on where you live, you may have the right to access, correct, delete or export your personal information, to object to or restrict certain processing, and to withdraw consent.
- Profile: you can update your name and profile photo in the app, and change your password in the app or on the website.
- Notifications: you can turn push notifications off in your device settings.
- Device permissions: you can withdraw camera, microphone and photo access in your device settings.
- Access, export and deletion: email us at [email protected] and we will respond within the time required by applicable law. We may need to verify your identity first.
- Workspace content: for content in a workspace you do not manage, contact that workspace's owner.
You also have the right to complain to your local data protection authority.
9. International transfers
Spotdit and its service providers may process information in countries other than the one you live in. When we transfer personal information internationally, we use appropriate safeguards required by applicable law.
10. Children
Spotdit is a work tool and is not intended for children under 16. We do not knowingly collect personal information from children under 16. If you believe a child has given us personal information, contact us and we will delete it.
11. Changes to this policy
We may update this policy as Spotdit changes. We will update the date at the top of this page and, for significant changes, notify you in the app or by email before they take effect.
12. Contact us
If you have questions about this policy or how we handle your information, email us at [email protected].