Privacy Policy - Seyo AI

1. Introduction

At Seyo, we recognize the importance of privacy and are committed to protecting the personal information of our users. This Privacy Policy outlines how we collect, use, store, and safeguard your data when you use our audit and inspection application ("App"). Our App is designed to facilitate audits, inspections, and compliance management by enabling users to create checklists, schedule and execute inspections, and analyze tasks efficiently. To provide these services, we may collect certain information from users and organizations. We are committed to ensuring that your data is handled securely and in compliance with applicable privacy laws and regulations. By accessing or using the App, you acknowledge and agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please discontinue the use of the App.

2. Information We Collect

When you use Seyo, we collect various types of information to provide, improve, and secure our audit and inspection services. The types of data we collect include:

a. Personal Information:

This may include your name, email address and phone number when you register or create an account.
With the use authentication services, we may also collect your Login credentials and account settings.

b. Audit & Inspection Data:

Responses, comments, and media (e.g., photos, videos) submitted during inspections.
Assigned users, timestamps, and checklists used in audits. Details included in reports, checklists, or audit data, such as assigned inspectors, audit reviewers, and responsible parties.

c. Device & Usage Information

We gather IP address, device type, operating system, and app usage statistics.
Additionally, we also collect Log files, error reports, and system activity for troubleshooting.

d. Location Data (If enabled)

If location tracking is enabled, we may collect GPS coordinates or IP-based location data to verify the audit location when inspections require geotagging.

3. How We Use Your Information

Providing and Improving Our Services

We use your information to enable seamless audit and inspection workflows, ensuring that you can create, manage, and complete inspections efficiently. This includes facilitating user authentication, account management, and role-based access controls. Additionally, we analyze usage patterns to improve the functionality, performance, and user experience of the App.

Enabling Collaboration and Audit Management

Your information allows us to streamline team collaboration by assigning tasks, tracking inspection progress, and generating reports. Team members and administrators may access relevant data to review findings, provide feedback, and ensure compliance with industry standards and organizational policies.

Enhancing Security and Preventing Fraud

To maintain a secure environment, we use collected data to detect, investigate, and prevent fraudulent activities, unauthorized access, or policy violations. This includes monitoring login activity, enforcing authentication protocols, and conducting security audits to safeguard user data.

Compliance with Legal and Regulatory Requirements

We may process your information to comply with applicable laws, regulations, and industry standards. This includes retaining audit logs, maintaining inspection records, and cooperating with regulatory authorities when required.

Personalization and User Support

We use collected data to personalize your experience, such as remembering your preferences, providing relevant notifications, and suggesting features that enhance productivity. Additionally, we may use your contact information to respond to inquiries, provide technical support, and notify you about updates, security alerts, or changes to our services.

Aggregated and Anonymized Data Usage

To improve our services, we may aggregate and anonymize user data for analytics, trend analysis, and reporting. This data does not identify individual users and is used solely to enhance our App’s efficiency, identify usage patterns, and develop new features.

We are committed to using your information responsibly and only for the purposes outlined in this Privacy Policy. If you have any questions about how your data is used, please refer to the "User Rights and Choices" section or contact us directly.

4. Why We Collect Personal Information?

We collect personal information to enable user authentication, account management, and secure access to the App. This data helps us facilitate audit creation, inspections, and reporting, ensuring a seamless workflow for users. Additionally, it allows teams to collaborate effectively, track audit progress, and assign responsibilities within the App.

Personal information is also used to enhance user experience, troubleshoot issues, and improve our services through analytics and feature updates. In certain cases, we may use this data to comply with regulatory requirements and industry standards. We may also communicate with you regarding App updates, security alerts, or customer support inquiries.

5. Data Sharing & Disclosure

We do not sell or rent personal data. However, we may share information with:

Within Your Organization or Team

If you use the App as part of an organization, team, or enterprise account, certain information may be shared with team members, administrators, or auditors as part of normal audit and inspection processes. This may include:

Inspection reports and audit findings shared with authorized personnel.
Task assignments and notifications related to inspections.
User activity logs for compliance tracking within your organization.

With Service Providers and Partners

We may share information with trusted third-party service providers who help us operate, maintain, and improve the App. These providers may assist with:

Cloud storage and data hosting to securely store inspection records.
Authentication and security services to manage user access and prevent unauthorized activities.
Analytics providers to analyze usage trends and improve functionality.
Customer support tools to provide technical assistance and respond to inquiries.

For Legal and Compliance Purposes

We may disclose your information if required to:

Comply with applicable laws, regulations, or legal processes (e.g., court orders, subpoenas, or regulatory requirements).
Enforce our Terms of Service or Privacy Policy to protect the security and integrity of our App.
Prevent fraud, security threats, or illegal activities by cooperating with law enforcement or relevant authorities.

In the Event of Business Transfers

If Seyo undergoes a merger, acquisition, or asset sale, your information may be transferred to the new entity. We will notify you of any significant changes to data handling practices in such an event.

Aggregated or Anonymized Data

We may share aggregated, de-identified, or anonymized data for analytics, research, and industry benchmarking. This data does not contain personal information and is used solely to improve service efficiency and performance.

We are committed to ensuring that your information is shared responsibly and securely. If you have concerns about data sharing, please review the "User Rights & Choices" section or contact us directly.

6. Data Storage & Security

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

Encryption: Securing stored and transmitted data.
Access Controls: Restricting unauthorized access to sensitive information.
Regular Security Audits: Ensuring compliance with best practices.

7. How We Protect Your Personal Information

We implement strong security measures to protect your personal information from unauthorized access, disclosure, or misuse. This includes encryption of data in transit and at rest, access controls to restrict unauthorized users, and regular security audits to identify and address potential vulnerabilities.

We do not sell, rent, or trade personal information to third parties. Any data sharing is strictly limited to service providers or legal obligations, as outlined in the "How We Share Your Information" section of this Privacy Policy.

8. How You Can Protect Your Data

While we take extensive security measures, users also play a role in safeguarding their accounts:

Use strong, unique passwords and enable multi-factor authentication (MFA) if available.
Avoid sharing login credentials and restrict unauthorized access to your account.
Regularly review account activity and report any suspicious behavior.

We are committed to keeping your data secure. If you have concerns about data security or privacy, please contact us directly.

9. Data Retention

We retain personal and inspection-related data based on the following principles:

User account data is retained for as long as the account remains active.
Audit and inspection data is stored based on regulatory and organizational requirements.
Deleted accounts result in data removal, subject to any applicable legal or compliance obligations.

If you request data deletion, we will securely erase your information, except where retention is required by law or necessary for dispute resolution.

10. Your Rights & Choices

Depending on your location, you may have the right to:

Access, correct, or delete your personal information.
Opt out of certain data collection and processing.
Request a copy of your data in a portable format.

To exercise these rights, contact us at hello@seyo.ai

11. Third-Party Links & Integrations

Our App may integrate with third-party services. We are not responsible for their privacy practices, and we encourage users to review their policies.

12. Updates to This Policy

We may update this Privacy Policy periodically. Changes will be posted with an updated 1st September 2025

13. SEYO AI Usage & Data Protection

SEYO includes built-in AI-powered features to help users generate checklists, translate languages, summarize reports, capture observations through voice, and streamline the overall inspection experience.

We use specialized AI modules to enhance productivity and user convenience. However, we are committed to ensuring that your data remains private, protected, and secure during all AI-related processing.

Here’s how we handle AI usage responsibly:

No Data Sharing with External Providers: We do not share your personal data, inspection data, or media content with any third-party AI vendors or external systems.
No Data Storage in Public AI Models: Data provided by users through SEYO’s AI features is not stored or retained in any public large language models (LLMs), including OpenAI or other cloud-based AI systems.
Signal-Only AI Access: When necessary, only anonymized signals are sent to the AI module to generate responses — for example, to convert text to checklist items or summarize reports. No identifying user data or media is transmitted or stored.
Offline AI Modules: Certain SEYO AI features are processed entirely offline or locally on your mobile device. This means your data never leaves the secure environment.
No Storage or Logging: Inputs processed by SEYO AI are not stored, logged, or cached after processing. We do not retain AI prompts, responses, or outputs unless directly saved by the user in a checklist or report.
End-to-End Protection: Whether online or offline, SEYO AI features are designed with strict data protection principles — ensuring compliance with modern privacy standards and zero risk of unauthorized data exposure.