Report HQ AI

Privacy Policy

Last Updated: October 29, 2026Effective Date: October 29, 2026

Welcome to ReportHQ ("we," "our," or "us"). We built ReportHQ (reporthq.ai) to save field sales reps and enterprise teams from tedious manual data entry by turning quick voice updates into structured CRM reports.

Because our app handles your voice notes and business updates, we take your privacy seriously. This Privacy Policy is written in plain English to explain what data we collect, why we need it, how we protect it, and how you stay in complete control of it.

1. What We Collect (And Why We Need It)

We only collect information that is necessary to make ReportHQ work for you and your team.

A. Information You Provide Directly

  • Account & Profile Details: When you sign in or your organization sets up your account, we collect your name, work email address, phone number (optional), company name, and role. We use this to authenticate your login, connect you to your team's workspace, and send essential account notifications.
  • Voice Recordings & Field Notes: When you actively tap the microphone button to log a visit or update, we collect the audio recording, convert it into text transcripts, and extract structured field reports.
  • Uploaded Files & Photos (Optional): If you attach business cards, site photos, or documents to a field report, we collect and store those files as part of your submission.

B. Workspace & CRM Integration Data (Managed by Your Organization)

  • If you use ReportHQ as part of an enterprise or team workspace, your organization’s administrator configures the backend connections (such as linking to Salesforce, HubSpot, or internal ERP systems). When you submit a voice report in the Android app, ReportHQ routes your structured update to the destination systems pre-configured by your organization.

C. Device Permissions We Request

ReportHQ never accesses your device sensors in the background without your knowledge. We request the following Android permissions only when you use a feature that requires them:

  • Microphone (RECORD_AUDIO): Required to capture your voice notes when you tap the record button. We never listen to or record audio when you are not actively recording a note.
  • Location (Optional): If enabled by your organization for field visit verification or dealer check-ins, we collect your location at the moment you log a visit. You can revoke location permissions in your Android settings at any time.
  • Network & Internet Access: Required to sync your voice notes, generate summaries, and update your workspace.

D. Automatic Diagnostics & App Performance

  • Crash Logs & Diagnostics: To keep the Android app fast and reliable, we collect basic technical diagnostics such as device model, Android OS version, crash logs, and performance metrics.

2. How We Process Your Voice & AI Data

Transparency around your voice notes is important to us:

  1. Strictly for Your Reports: When you record an update, your voice recording is securely transmitted to our processing pipeline solely to convert speech to text and extract structured CRM fields for your workspace.
  2. Ephemeral Audio Processing: Raw audio recordings are processed transiently in real-time to generate your transcript and structured summary, and are not permanently stored once your report is verified and synced (unless your organization’s workspace policy explicitly requires audio archiving).
  3. No Public AI Training: We never sell your voice data or use your proprietary business notes, transcripts, or CRM records to train public AI models. All processing happens strictly within your organization’s isolated environment and configured enterprise services.

3. Who We Share Your Data With (And Who We Don't)

We do not sell your personal data, voice recordings, or business intelligence to advertisers, data brokers, or third parties. Ever.

We only share data with trusted entities strictly to operate the Service:

  • Cloud & Processing Service Providers: Trusted enterprise infrastructure partners that process speech-to-text, data structuring, and database hosting strictly on our behalf under strict confidentiality agreements.
  • Your Organization’s Connected CRM Systems: Platforms like Salesforce or HubSpot that your workspace is configured to sync with.
  • Your Organization / Employer: Because ReportHQ is used within a company workspace, your organization's administrators and managers can view the field reports, transcripts, and updates you submit.
  • Legal Compliance: If required by law, subpoena, or valid government request.

4. How We Protect Your Data

  • Encryption in Transit: All data sent between the ReportHQ Android app and our servers is encrypted using industry-standard HTTPS / TLS (Transport Layer Security).
  • Encryption at Rest: Stored transcripts, workspace records, and account details are encrypted at rest using AES-256 encryption.
  • Access Controls: Strict role-based access controls ensure only authorized systems and workspace members can access your reports.

5. Data Retention & Your Right to Delete (Account & Data Deletion)

In full compliance with Google Play Store policies and global privacy laws, you have full control over your account and personal data.

How Long We Keep Data

We keep your account information and field reports for as long as your account is active or as required by your organization's enterprise agreement.

How to Delete Your Account and Data

You can request the complete deletion of your ReportHQ account and associated personal data at any time using either of these methods:

  1. In-App Deletion: Open the ReportHQ Android app, go to Settings > Account > Delete Account, and confirm your request.
  2. Web / Email Request (No Login Required): Email us directly at privacy@reporthq.ai with the subject line "Account Deletion Request" from your registered email address.

What happens when you request deletion:

  • Your personal profile, login credentials, voice recordings, and personal data will be permanently deleted from our active databases within 7 to 14 business days (and purged from backups within 30 days).
  • Note for Enterprise Users: If your account is provided by your employer, we may notify your workspace administrator or retain organization-owned CRM logs if required by your company's enterprise agreement.

6. Children's Privacy

ReportHQ is a B2B productivity tool designed for working professionals. We do not target or knowingly collect personal information from anyone under the age of 18.

7. Changes to This Policy

If we update this Privacy Policy, we will revise the "Last Updated" date at the top of this page and notify you via the app or email if the changes are significant.

8. Contact Us

Have questions about how ReportHQ handles your data, or want to exercise your privacy rights? Reach out to our team: