How we handle personal information in Oculi

1. Scope

This policy explains what personal information we collect, how we use it, when we share it, how long we retain it, and how you can contact us about privacy questions or requests.

Where Oculi is used by a customer organization, that organization may control the project, workforce, site, location, photo, and reporting data entered into the service, as well as user permissions and internal workflow rules. In those cases, we process personal information on that organization's behalf in order to provide, secure, and support Oculi.

2. Information we collect

Depending on how you interact with Oculi or this website, we may collect:

• account and profile information, including name, email address, username, profile identifiers, company membership, access roles, and user preferences;
• organization and administration information, including company names, client names, client contacts, site names, addresses, templates, workflow settings, and report configuration;
• customer operational records, including collections, work packages, items, checklists, notes, comments, statuses, priorities, reports, exports, and review history;
• photos and media, including field photos, edited photos, thumbnails, filenames, file paths, storage locations, image metadata, and report image selections;
• site, map, and location information, including site addresses, calibrated map coordinates, item map positions, site map overlays, and browser or device geolocation when a user allows location access for a location-enabled workflow;
• device, login, and security information, including IP address, approximate IP-derived location, browser and operating system details, app version, device type, screen size, login history, active-user heartbeat data, and authentication provider metadata;
• usage, notification, and diagnostic information, including page or route activity, feature access, notification delivery and read state, app errors, stack traces, selected workflow identifiers, upload or sync errors, and support diagnostics;
• local and offline data stored on a user's device or browser, including Firebase cache data, app preferences, theme and font settings, offline mode settings, sync queues, and photos waiting to upload;
• communications you send to us through demo requests, privacy requests, support requests, email correspondence, or other forms on this website.

Oculi does not ask users to provide payment card information inside the Oculi field, portal, viewer, or admin applications. Commercial billing may be handled separately through proposals, invoices, purchase orders, or other business records.

3. Why we collect it

We collect and use personal information only for purposes that are reasonable in the circumstances, including to:

• provide, secure, maintain, and improve the Oculi service;
• set up accounts, authenticate users, and manage permissions;
• support field capture, offline work, photo upload, map overlays, reporting, exports, dashboards, and customer-specific workflow configuration;
• support customer onboarding, implementation, reporting configuration, training, and troubleshooting;
• respond to inquiries, demo requests, and support tickets;
• communicate service notices, product updates, billing matters, and security-related information;
• monitor platform performance, maintain login and device security, prevent misuse, investigate incidents, and protect the service;
• comply with legal, regulatory, contractual, and records-management requirements.

4. Consent

By providing information to us or by using Oculi, you consent to the collection, use, and disclosure of personal information as described in this policy, subject to applicable law. In some cases, your employer or contracting organization may provide instructions to us about how information is collected and used in the service.

You may withdraw consent for certain non-essential communications at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent does not affect processing that is necessary to provide the service, maintain security, or comply with law.

Camera, photo library, and geolocation permissions are controlled by the user, device, browser, or customer organization. Oculi uses camera and photo access when users choose to capture or upload field photos. Oculi uses geolocation for location-enabled workflows, such as showing a user's approximate position on calibrated site maps, when permission is granted. Oculi does not use these permissions for unrelated background tracking outside those workflows.

5. How we share information

We do not sell personal information. We may share it only as needed to operate the service, including with:

• service providers that help us host, secure, store, support, and deliver Oculi, including Firebase and Google Cloud services;
• authentication providers such as Google and Apple when users choose or are configured to sign in through those providers;
• technical service providers such as ipregistry for IP, device, and security intelligence;
• email, contact form, hosting, storage, analytics, remote configuration, and support tooling providers that help us operate this website and the Oculi service;
• customer-authorized users within the same organization or project workflow;
• professional advisors, payment processors, or contractors who support our operations under appropriate confidentiality obligations;
• law enforcement, regulators, courts, or other parties where disclosure is required or permitted by law.

Some service providers may process information outside your province or outside Canada. When that happens, the information may be subject to the laws of the jurisdiction where it is processed.

6. Cookies and similar technologies

This website and related service components may use cookies, local storage, or session-based technologies to keep forms working, maintain secure sessions, remember preferences, and support service reliability. Some embedded third-party content, such as video providers, may also set their own cookies when you interact with that content.

Oculi applications may also use browser storage, device storage, Firebase local cache, and Capacitor Preferences to support offline access, remembered settings, sync queues, local photo handling, and app recovery after refreshes, network changes, or field work performed offline.

You can control cookies through your browser settings, but disabling necessary cookies may affect site functionality, offline behavior, or access to parts of the service.

7. Safeguards

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold. These may include access controls, authentication measures, least-privilege permissions, encrypted transport, logging, vendor controls, and secure development and support practices.

No method of transmission or storage is completely risk-free, but we take reasonable steps to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.

8. Retention

We retain personal information only as long as necessary for the purposes described in this policy, to fulfill contractual requirements, to support legitimate business needs such as backups and security logging, and to comply with legal or regulatory obligations.

Customer-managed operational records, such as site records, photos, work packages, reports, and exports, may be retained according to the customer relationship, customer instructions, and applicable agreement. Login, device, diagnostic, security, support, and contact-form records may follow different retention periods based on security, troubleshooting, legal, and business needs.

Some information may remain for a limited time in backups, offline device caches, sync queues, or logs. Users and customer administrators should clear local app data or sign out of shared devices when access should no longer continue on that device.

9. Access, correction, and questions

Subject to applicable law, you may request access to personal information we hold about you and request corrections where it is inaccurate or incomplete. If your information was submitted through an Oculi customer account or forms part of customer-controlled operational records, we may direct your request to that customer where appropriate. We may need to verify your identity before responding.

10. Changes to this policy

We may update this policy from time to time to reflect changes in our service, vendors, legal obligations, or privacy practices. When we do, we will update the effective date on this page and, where appropriate, provide additional notice.