Privacy Policy

Basifield processes account details, workspace information, equipment records and locations, documentation responses, findings, photographs, signatures, voice-note audio submitted for transcription, transcripts and reports that users provide while using the service. We also process workflow activity and notification delivery records, including recipients, subjects and message content, to operate and troubleshoot notifications.

We use this information to provide authentication, equipment documentation, reporting, collaboration, support, security and service improvement. When requested, AI services transcribe recorded speech into editable text. We do not sell personal information.

Voice-note audio is sent securely for transcription and is not stored by Basifield after the transcript is returned. The editable transcript is stored as part of the documentation and should be reviewed before approval or sharing.

Active documentation answers and checkpoint photo drafts are saved in your browser’s on-device storage and synced when a connection is available. Local drafts are removed after successful sync. Camera access is requested when you choose to scan equipment QR codes or capture photos; scanning happens in the browser, and the camera video is not stored by Basifield. Clearing browser data or resetting the device can remove unsynced drafts.

Workspace users can create password-protected report links with an expiry and revoke access. Anyone with a valid link and its password can view the shared report without an account. Reports may contain equipment details, names, photographs and signatures, so only share them with intended recipients.

Administrators can include the password in a report email or provide it separately. Passwords are stored as hashes, not recoverable text; a forgotten password can be reset. For each successful opening of a shared report, we record the link, a random per-page visit identifier and the opening time to show visit counts and first/last-opened dates. These statistics do not store visitor names, IP addresses, device fingerprints or tracking cookies, and are deleted when the link is deleted. Sending the link and password in the same email is convenient but offers less separation than sending them through different channels.

Authorised Basifield staff can view workspace-level adoption statistics, such as recent documentation activity, open drafts, report totals and time to first completed documentation, to support pilot onboarding and service improvement.

Access is limited according to workspace roles and permissions. We use service providers, including AI processing providers, to host and operate Basifield. Stored records are retained for as long as needed to provide the service or meet legal obligations.

You may request access, correction or deletion of personal information, subject to contractual and legal retention requirements. Workspace administrators may also manage operational records for their organisation.

Questions or privacy requests can be sent to hello@basifield.com.