Privacy Policy

1. What we collect

• Account information. If you use Carbyn through your company, we collect your name, email, company name and role for your organization account. If you use the app on your own, you can start without signing up; the app creates an anonymous user ID for your phone. You can optionally add your name and work details to your profile. We also collect the information you enter when booking a demo.
• Camera and photo data. Photos you take or select for a note are uploaded to our servers. Your personal app profile photo stays on your phone. If you use Carbyn through your company, this also includes photos and video captured during work sessions from your device or Carbyn-enabled smart glasses.
• Voice and audio. Microphone audio during a session or voice note, and the transcript produced from it. In the personal app, recording begins after you start a session and is uploaded to our servers. During a session, speech recognition on your phone listens for “Hey Carbyn”; your spoken question is sent to our servers and AI services for an answer.
• Messages you write. Your note text, edits and spoken questions. If you use Carbyn through your company, this also includes messages to Cortex, knowledge-base questions and notes added to procedures.
• Generated content. Notes such as work orders, inspections and shift handovers created from your recordings. PDFs in the personal app are created on your phone. If you use Carbyn through your company, generated content also includes SOPs, compliance reports and other documents from captured sessions.
• Usage data. How you interact with Carbyn, including website pages visited, features used and session duration, recorded against your user ID. Personal app events are linked to your anonymous user ID. We count free notes and use Apple DeviceCheck to help prevent bypassing free-note limits by reinstalling the app.
• Phone number. If you choose to sign up with your phone number, we collect it to create and secure your account. Twilio receives your phone number to deliver a one-time verification code by text message.
• Text messages. If you text Carbyn’s number about a job, we collect your phone number and the messages you send and receive, and use them to write your job note. See Carbyn Text Notes.
• Pro waitlist. If you join the optional Pro waitlist, we store your email address to tell you when Pro opens. You do not need to provide an email to use the app.
• Feature updates. If you ask to be notified when a feature such as calling becomes available, we keep that request with your account and may contact you about it. You can ask us to remove it at any time.

2. How we use your data

We use your information to:

• Write notes and answer your spoken questions; if you use Carbyn through your company, deliver real-time guidance on your phone and through smart glasses
• If you use Carbyn through your company, generate SOPs, compliance documents and training materials from captured sessions
• Send account communications where applicable, Pro availability notices if you join the waitlist, and feature notices you request
• Maintain security and prevent misuse

We do not use your data to train AI models. “Improve Carbyn” is off by default. If you turn it on in Settings, people at Carbyn may listen to some recordings and read the notes made from them to fix wrong words and missed steps. You can turn it off at any time.

3. How our AI uses your data

Carbyn processes your recordings, photos and note text to write notes and answer spoken questions. If you use the app on your own, your notes belong to your personal workspace and are not readable by other app users. If you use Carbyn through your company, camera images, audio and messages are also used to identify equipment and produce procedures within your organization's account.

Some processing uses third-party AI providers (section 4), so recordings, photos and note text leave Carbyn's systems to produce a result. In the personal app, you accept the first-screen notice by tapping Continue and start a session before recording. You can turn off “Send to AI services” in Settings, AI services and your data. While it is off, new recordings stay on your phone and become notes when you turn it back on. If you use Carbyn through your company, AI processing requires acceptance of the in-app AI notice.

Workspace and deployment controls:

• Organization isolation. If you use Carbyn through your company, your knowledge base, procedures and sessions are scoped to your organization's account and are not readable by another organization.
• Deletion you control. You can request account deletion inside the app. See section 7 for the scope and limitations.
• Self-hosting available. If you use Carbyn through your company and its policies do not allow third-party AI processing, on-premise and self-hosted deployment can be arranged. Contact support@carbyn.ai.

4. Sharing and third parties

We do not sell your data. We share it only with the parties below.

AI processing

To write notes and answer questions, Carbyn sends voice recordings, photos and note text to AI providers: Google, OpenAI, Anthropic, Soniox and Typesafe. They process data for us for speech recognition, language models and speech synthesis. We do not sell your data to them or anyone else.

Infrastructure and operations

Service providers operate infrastructure and product services on our behalf:

• Cloud hosting, database, and file storage. This is where your data lives.
• Realtime media transport, which carries session audio and, if you use Carbyn through your company, video between your device and Carbyn during a session.
• Product analytics, recorded against your user ID. Not used for advertising and never shared with advertisers.
• Error monitoring, to diagnose technical problems.
• Twilio, for text message verification codes when you choose phone-number sign-up, and for the job-note text conversations you start with Carbyn’s number.
• Abuse prevention, through Apple's DeviceCheck service.
• If you use Carbyn through your company, email delivery for requested messages such as shipping notices, and push notifications and app updates through platform services.

The current list, on request

If you use Carbyn through your company, your company can request our current sub-processor list, naming every provider above, under NDA. Contact support@carbyn.ai. The AI providers for the personal app are named above; you do not need an NDA to see those names.

Other

• Your organization's admins, if you use Carbyn through your company, have access to team-level data within its Carbyn account.
• Legal obligations, if required by law, regulation, or legal process.

Text messaging

All the above categories exclude text messaging originator opt-in data and consent; this information won’t be shared with any third parties.

5. California Privacy Rights

If you're a California resident, you have the right to know what personal information we collect, request deletion, and opt out of data sales (we don't sell data). To make a CCPA-related request, contact us at support@carbyn.ai.

6. Data security

We use industry-standard encryption for data in transit (TLS) and at rest. To be precise about what that does and does not mean: your data is not end-to-end encrypted. Carbyn can read it, and so can the AI providers in section 4, because processing it is how notes, answers and company procedures are produced. No system is 100% secure, but we work hard to protect your information and promptly address any vulnerabilities.

7. Data retention and deletion

If you use the app on your own, we keep your recordings, photos and notes until you delete them or your account. If you use Carbyn through your company, we retain data while your account is active or as needed to provide the service.

In the personal app, open Settings → Profile → Delete account and confirm to delete your personal workspace, including notes, recordings, uploaded photos, folders, profile, settings and anonymous or phone-linked account. Deleting the app alone does not request deletion from our servers. If you use Carbyn through your company, use Profile → Delete account; organization-owned procedures and documents remain with the organization and your authorship is anonymised. Contact your admin or support to request removal of that work product.

Account deletion does not necessarily remove analytics events, database backups, server logs, error reports or copies held by AI providers at the same time. PDFs and text you have shared remain with their recipients.

If you cannot open the app, contact support@carbyn.ai. We may need information to identify your data, especially if you used the app anonymously.

8. Your choices

In the personal app, you can turn off “Send to AI services” in Settings, AI services and your data; turn off “Improve Carbyn” in Settings; and withdraw microphone, camera, photo or speech recognition access in iOS Settings. You can pause or stop recording during a session, delete your account in the app (section 7), or contact us to update your information or request a copy of your data. We do not show ads or track you across other companies’ apps and websites.

Children

Carbyn is intended for people 18 and older, and we do not knowingly collect personal information from anyone under 18. If you believe someone under 18 has used the app, contact us and we will delete the data.

9. Updates to this policy

We may update this policy from time to time. We'll notify you of significant changes in the app or on this page. Continued use after changes means you accept the updated policy.

10. Contact us

Questions about this policy? Reach out at support@carbyn.ai.