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Privacy Policy

Effective May 16, 2026

Overview

AVRoomPulse ("the Service") is an audio-visual operations platform used by AV teams to monitor conference rooms, track device health, manage issues, and coordinate their work. This policy explains what information we collect, how we use it, and the choices you have.

Who this policy applies to

AVRoomPulse is sold as an internal tool to organizations. If your employer provisioned your account, that organization is the controller of your data; we operate the Service on their behalf. Reach out to your AV manager or IT department first for questions about data your organization has stored.

Information we collect

Account information

When an administrator creates your account, we store your name, email address, role (admin / manager / tech / viewer), assigned office location, and an optional profile photo. Passwords are stored as bcrypt hashes — we never see or store the plaintext.

Authentication tokens

We issue a session cookie (web) or signed JWT (mobile app) so you don't have to log in on every request. Tokens are stored encrypted in your device's keychain on iOS, and as httpOnly cookies in the browser. Tokens contain only your user ID, role, and expiration — no sensitive content.

Operational data you create

Room checks, issue reports, downtime logs, comments, team chat messages, schedule entries, and uploaded photos (room images and 360° panoramas) are stored in our database so your team can collaborate on them.

AI assistant conversations

When you send a message to the in-app AI assistant ("Echo"), your message and a snapshot of relevant operational context (room names, device statuses, recent alerts) are forwarded to Anthropic's Claude API to generate a reply. Anthropic processes the request under their privacy policy. We do not send your AI conversations to any other third party.

Device telemetry

The Service stores uptime and connectivity status for AV equipment (cameras, microphones, codecs, control processors, etc.) on the rooms your team manages. This data is about hardware, not people.

Camera, microphone, motion (mobile app only)

With your permission, the mobile app uses your phone's camera and motion sensors to capture 360° room panoramas, and the photo library to attach images to rooms. These permissions are requested only when you initiate the relevant feature. Photos you choose to save become part of your room records (above); we do not access your general camera roll otherwise.

Logs

Our hosting provider records standard server logs (IP address, request path, timestamp, response code, user-agent) for up to 30 days, used to debug errors and detect abuse.

How we use information

  • Provide the features of the Service (auth, room monitoring, issue tracking, AI assistant, etc.)
  • Generate operational reports and dashboards for your team
  • Send notifications about alerts, assigned issues, and escalations
  • Maintain security and prevent unauthorized access
  • Diagnose and fix problems

We do not sell your information, share it with advertisers, or use it to train AI models. We do not show advertising in the Service.

Third-party services we use

  • Neon — Postgres database hosting (United States)
  • Vercel — application hosting, image/file storage, and serverless functions (United States)
  • Anthropic — AI assistant inference (Claude API)
  • Apple and Expo — app distribution, push notifications, crash reporting (mobile only)
  • Email and SMS providers — only when an administrator enables alert delivery to these channels

Each provider operates under its own privacy policy and applicable data-protection agreements.

Data retention

We keep account and operational data for as long as your account is active. If your account is deactivated, the data is retained as a record for your organization until they request deletion. Server logs are retained for up to 30 days. AI conversations are stored in your team's chat history until cleared by a manager.

Your choices and rights

  • You can update your profile (name, photo) inside the app.
  • You can revoke camera, microphone, photo, or motion permissions any time in iOS Settings → AVRoomPulse.
  • You can ask your administrator to deactivate your account or delete specific records.
  • Depending on your jurisdiction, you may have rights to access, correct, or delete your personal information. To exercise these rights, contact us at the address below.

Children's privacy

AVRoomPulse is intended for use by employees of organizations that have licensed it. It is not directed to children under 13, and we do not knowingly collect information from children.

International transfers

Our hosting providers (Neon, Vercel, Anthropic) operate primarily in the United States. By using the Service outside the U.S. you agree to this transfer.

Security

We use HTTPS for all transport, bcrypt for password hashing, JWTs signed with a server-only secret, and standard cloud-provider security practices. No system is perfectly secure; if you suspect a vulnerability please email us.

Changes to this policy

We may update this policy as the Service evolves. Material changes will be noted at the top of this page with a new effective date.

Contact

Questions, requests, or concerns? Email chris.vera8331@gmail.com.