1. Information We Collect

We may collect and process the following types of information:

• Personally Identifiable Information (PII): such as names, contact details, government-issued identification numbers, or other personal identifiers when necessary for report generation.
• Interview Content: including audio recordings, video recordings, transcripts, and supporting documents.
• Supporting Documentation: pre-interview forms, client-provided PDFs, and other uploaded materials.
• Account & Billing Information: when you register for an account, subscribe to services, or make payments.
• Usage Data: system logs, audit trails, and metadata necessary for providing and improving services.

2. How We Use Information

We use your information only for purposes directly related to providing and improving our services, including:

• Generating reports using AI-assisted tools.
• Providing user support and troubleshooting.
• Improving report templates or prompts at your direction.
• Fulfilling contractual obligations and complying with legal requirements.

We do not use your information to train machine learning or AI models, whether internal or third-party.

We do not sell your information. We do not share or otherwise transmit your information to third parties for their storage, retention, or use, except when compelled to do so by law, regulation, or valid court order.

3. Use of OpenAI

Our Service uses generative AI through OpenAI's API to process documents and generate reports. Customer content is sent to OpenAI only for the purpose of completing that processing request.

We have a zero data retention agreement with OpenAI. Under this arrangement:

• OpenAI does not store any of our customers' data.
• OpenAI does not retain any logs of the content we process through their API.
• Our customers' data is never used to train OpenAI's models.

For more information about OpenAI's API data handling options, see OpenAI's documentation on your data.

4. Confidentiality & Security

We apply the same confidentiality standards outlined in our NDA commitments to all users:

• Information is held in strict confidence and is not sold, shared, or otherwise transmitted to third parties except as described in Sections 2 and 3, or when compelled by law.
• Administrative, physical, and technical safeguards are used, including encryption in transit and at rest.
• Access to data is restricted to authorized personnel on a need-to-know basis.
• Any loss or unauthorized disclosure of data will result in immediate notification to affected parties.

5. Exceptions to Confidentiality

Information may be disclosed without violating this Privacy Policy if:

• Required by law, regulation, or valid court order (with prior notice where possible).
• Information is already in the public domain or independently developed without reference to user data.
• Disclosure is necessary to protect rights, property, or safety of users or the public.

6. Data Retention & Deletion

Information is retained only as long as necessary to provide services, comply with legal obligations, or enforce agreements. Upon request or termination of services, we will promptly return or securely delete user data, subject to retention required for legal or regulatory compliance.

7. Modifications

We may update this Privacy Policy periodically. Any material changes will be communicated through our websites or directly to account holders. Continued use of our services after updates constitutes acceptance of the revised Privacy Policy.

8. Contact

For questions about this Privacy Policy, email us at support@reportwiz.ai or contact us at: