Privacy Policy

01The Relationship: You, Your Organization, and OpsFly

OpsFly is a workplace tool. In most cases, you use OpsFly because your employer or organization (a restaurant, restaurant group, or similar business — your "Organization") has an OpsFly account and invited you to use it.

This matters for privacy:

• Your Organization controls its workspace. Observations, voice notes, photos, tasks, and reports you create in OpsFly belong to your Organization's account and are visible to its management team according to the roles your Organization sets up.
• OpsFly processes data on your Organization's behalf. For content captured within an Organization's workspace, OpsFly acts as a service provider to that Organization.
• Some requests route through your Organization. If you want content within your Organization's workspace corrected or deleted, we may direct you to your Organization's account owner, since that content is part of their business records.

02Information We Collect

Account information. Name, email address, phone number (optional), role/title, and the Organization and location(s) you belong to.

Organization and location information ("Business DNA"). During onboarding, Organizations provide operational information about their locations, such as equipment and asset details, vendor and service company contacts, building information, utility shutoff locations, staff structure, operating hours, emergency contacts, and standard procedures.

Content you capture. Voice recordings, transcripts of those recordings, photos, text notes, tasks, comments, and resolutions. This is the core of the Service.

Automatically collected information. Device type and operating system, app version, log and diagnostic data, crash reports, IP address, and usage information (such as features used and capture frequency). We use this to operate, secure, and improve the Service.

Information from the website. If you join our early-access list or contact us, we collect the information you submit, such as your name, email, and business details.

We do not collect precise GPS location in the background.

03Voice Recordings and Workplace Capture

This section exists because voice is what makes OpsFly different — and we want to be direct about it.

• OpsFly records only when a user chooses to record. The app does not listen passively or record in the background. Capture starts when you tap record and ends when you stop.
• Recordings may incidentally include other voices. OpsFly is designed for short operational observations, but recordings made in a workplace may capture background speech from coworkers or guests.
• Your Organization is responsible for lawful use. Laws about recording conversations vary by state, and some states require the consent of everyone being recorded. Organizations using OpsFly are responsible for notifying their teams that OpsFly is in use and for complying with applicable recording, monitoring, and employment laws in their jurisdiction. OpsFly provides tools for operational documentation; it must not be used to secretly record individuals.
• Recordings become business records. Voice notes and their transcripts are stored in your Organization's workspace as part of its operational memory.

04How We Use Information

We use the information we collect to:

• Provide the Service: transcribe voice notes, analyze photos, categorize observations, create and route tasks, send notifications, generate daily reports, and answer questions from your Organization's stored knowledge
• Connect observations to the right equipment, vendors, employees, and locations within your Organization's workspace
• Maintain your Organization's operational memory — long-term storage and retrieval of its observations and records is a core feature of the Service, not a byproduct
• Operate, secure, troubleshoot, and improve the Service
• Communicate with you about your account, support requests, and (with your consent where required) product updates
• Comply with legal obligations

AI processing. OpsFly uses artificial intelligence to transcribe audio, analyze photos, categorize observations, detect patterns, and generate summaries and recommendations. This processing may be performed by trusted third-party AI service providers under contracts that restrict their use of the data. We do not permit our AI service providers to use your organization's content to train their generalized models.

05How Information Is Shared

We do not sell personal information. We do not share personal information with third parties for their advertising purposes.

We share information only:

• Within your Organization. Content you capture is visible to your Organization's management and team members according to the roles and permissions your Organization configures.
• With service providers. Cloud hosting, AI transcription and analysis, push notification delivery, email delivery, and analytics providers that process data on our behalf under confidentiality and data-protection obligations.
• For legal reasons. If required by law, subpoena, or legal process, or to protect the rights, safety, or property of OpsFly, our users, or others.
• In a business transfer. If OpsFly is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this Policy's commitments.

06Data Retention

Operational memory is the product. By default, your Organization's observations, recordings, transcripts, photos, and records are retained for as long as your Organization maintains its account, so that its operational knowledge is preserved over time.

• Organizations may delete individual observations or request deletion of their workspace data by contacting us.
• When an Organization's account is closed, we delete or de-identify its workspace data within [90] days, except where retention is required by law or for legitimate business purposes such as billing records and security logs.
• Individual users may request deletion of their personal account information as described in Section 8.

07Security

We use administrative, technical, and physical safeguards designed to protect your information, including encryption in transit, access controls, and role-based permissions. No system is completely secure, and we cannot guarantee absolute security. If we learn of a breach affecting your personal information, we will notify affected parties as required by law.

08Your Choices and Rights

• Access and update. You can view and update your account information in the app's settings.
• Deletion. You may request deletion of your personal account information by emailing privacy@opsfly.ai from the email on your account. Note that content you captured within an Organization's workspace is part of that Organization's business records; requests to delete that content may be routed to your organization.
• Push notifications. You can disable push notifications in your device settings.
• Marketing emails. You can unsubscribe using the link in any marketing email.
• State privacy rights. Depending on where you live, you may have additional rights under state privacy laws, such as the right to know, correct, or delete personal information, and the right to non-discrimination for exercising those rights. To exercise these rights, contact privacy@opsfly.ai. We will verify your request and respond as required by applicable law.

09Children

The Service is a workplace tool and is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us personal information, contact us and we will delete it. Organizations are responsible for ensuring their use of OpsFly with any employees who are minors complies with applicable employment and privacy laws.

10Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you through the Service or by email and update the "Last updated" date above. Your continued use of the Service after changes take effect means you accept the updated Policy.

11Contact Us

OpsFly LLC
9177 Whippoorwill Trl
Jupiter, FL 33478
privacy@opsfly.ai