iFieldnotes Privacy Policy | In Acoustical Consulting

iFieldnotes® Privacy Policy

Last updated on 29th October 2026.

1. Who we are

iFieldnotes is provided by In Acoustical Consulting Ltd ("we", "us" or "our"). We are responsible for the personal information we process to operate iFieldnotes. This policy explains how we handle information when you use the app, contact support or request deletion.

Privacy contact: ssu@inacoustical.co.uk

To request account deletion, see Section 11. You can make a request without installing or signing into the app.

2. Information we process

Account information: Google sign-in supplies your Google account identifier, email address and available profile information, such as your name or profile picture. Firebase Authentication processes authentication information, a Firebase user identifier and technical request information, including IP addresses.
Access and usage information: Firebase Cloud Firestore stores app-account and device identifiers, first/last login times, login counts, app-data version, trial/subscription expiry dates and AI-token balances and usage. We use these records to operate your account, administer access and credits, and provide support. Quick login uses cached account information; it does not make optional online services entirely offline.
Purchase information: Google Play and RevenueCat process transaction identifiers, purchase history, subscription status, entitlement information, purchase-service user identifiers and relevant device/technical information. We do not receive your full payment-card details.
Content: Your notes, PDFs, photos, pictures, 360 images, drawings, markers, audio/video, report snapshots, author details and company logo are normally stored on your device. Relevant content is transferred when you choose an online feature, such as AI processing, Drive backup or sharing, or submit content to support. Creating or viewing a local note does not by itself upload the entire note to us.
Location and technical information: Map, weather and media-location features may use coordinates, address/search information and available capture metadata. Integrated services may also process IP addresses, SDK/device information, pseudonymous identifiers, diagnostics and service interactions.

3. How and why we use information

We use personal information to authenticate your account; provide requested app features; manage trials, subscriptions and AI credits; process and recover purchases; respond to support and deletion requests; investigate reported AI content; and protect the service against misuse.

Where UK data protection law applies, our lawful bases are:

Contract: processing necessary to provide the account, purchases and services you request.
Consent: optional AI-content transfers and other processing for which we request your consent. You can withdraw consent as explained below. Android permission choices also control access to the relevant device features.
Legitimate interests: proportionate account administration, support, service security and fraud prevention, balanced against your rights and interests.
Legal obligations: retaining necessary financial records, responding to valid legal requirements and fulfilling applicable data-protection duties.

We do not sell your personal information or use your notes for targeted advertising. No advertising SDK is configured in the current app version. We do not use the app to collect your general web-browsing history.

4. Camera, microphone, files and location

Camera and microphone permissions support the photos, videos and recordings you choose to create. File-selection features access the items you choose to import. With location permission, the app can use location for map placement, location fields and capture information.

Google Maps receives relevant coordinates, addresses or searches to provide map/address features. Its SDK also processes service-related technical and interaction data. OpenWeather receives coordinates for requested weather and air-quality information.

You can deny or revoke permissions in Android settings. This may limit the corresponding features. Available original date/time and location information can be included in media previews and reports according to your choices.

5. Optional AI features

When you request an AI feature, relevant instructions, conversation context, selected note/report text, images, documents or audio are sent to OpenAI to generate a response, transcription, analysis or edited image. AI processing is optional and requires the app's AI disclosure/consent flow.

You can withdraw AI consent in Settings > Account. Withdrawing consent stops further AI requests until you consent again; it does not undo processing already performed or automatically erase provider-held records.

For its Responses API requests, the app requests that response state is not saved and attempts to delete temporary document uploads after processing. This is not a guarantee of zero retention. Provider security, abuse-monitoring and tool-specific retention may still apply.

Only submit information you are authorised to process. AI output may be inaccurate and should be checked before professional use. Editing or blurring an image does not erase retained originals: full note backups may still include them. Share the approved flattened export when you need a redacted result.

If you choose Report AI content, the app sends your account identifier, report reason and selected generated text or a small generated-image thumbnail to Firebase for investigation. The reporting function does not automatically attach the original source photo. Information you type into a report is also included.

6. Google Drive, reports and sharing

When you request a Drive backup or upload, your note package and attachments are sent to your Google Drive using the permissions you grant. You can manage the app's Google access through your Google account settings. Revoking access does not delete existing Drive files.

Exports and reports may include note content, media, author/email details, your logo and selected capture dates, coordinates or file sizes. Sharing sends the selected content to the app or recipient you choose. Those recipients may retain their own copies.

Website links shared into iFieldnotes are stored in the note you select. Opening an external website is subject to that website's own privacy practices.

7. Service providers and other disclosures

We use Google services, including Firebase Authentication, Cloud Firestore, Google sign-in, Google Maps, Google Drive and Google Play; RevenueCat for purchase/subscription management; OpenAI for requested AI processing; and OpenWeather for weather/air-quality information.

Providers receive the information needed for the relevant service and may process additional service-related technical information under their applicable terms and privacy arrangements. Some providers act on our behalf; others also process information independently for their own service, security or legal purposes. We remain responsible for our own use and disclosure of your information.

We may disclose information where necessary to comply with a valid legal obligation, protect legal rights or investigate misuse, subject to applicable law.

Further provider information:

8. Security and international processing

The current app uses HTTPS/TLS or encrypted provider SDK connections for its service requests. This protects data in transit; it does not mean notes, backups or provider-held information are end-to-end encrypted. Protect your device, Google account and exported files. No system can guarantee complete security.

Our providers may process information outside the United Kingdom or your country of residence. The destinations and transfer arrangements depend on the provider and service. Where required by applicable law, international transfers must be covered by a recognised adequacy arrangement or appropriate safeguards, such as approved contractual protections. Contact ssu@inacoustical.co.uk for information about the arrangements applicable to your data.

9. Retention

Local notes and media remain under your control until you delete them or remove app data through device controls. Device/cloud backups, exported files and recipients' copies may remain separately.

Account, access and AI-usage records are retained while needed to operate your account and administer access, or until an applicable verified deletion request, subject to necessary legal, transaction or security retention.

Support and AI-content reports are retained for investigation, resolution and necessary related follow-up. Financial or security records are retained only for the applicable legal or security need. If an exception prevents deletion, we will explain the information retained, the reason and the applicable retention period or criteria.

Provider-held data is also subject to the relevant provider's retention arrangements. Your own Drive backups remain under your control. Signing out or uninstalling the app does not itself delete cloud account records or cancel a subscription.

10. Your choices and rights

You can avoid optional AI, Drive and sharing features, manage Android permissions, withdraw AI consent in the app and contact us about your personal information.

Depending on applicable law and the circumstances, you may request access, correction, deletion, restriction or portability of your information, or object to processing. Where processing relies on consent, you can withdraw that consent without affecting the lawfulness of earlier processing. Some rights are subject to legal conditions or exceptions. We may need proportionate information to verify your identity.

Contact ssu@inacoustical.co.uk to exercise these rights. You can also complain to the UK Information Commissioner's Office at https://ico.org.uk/make-a-complaint/ or your applicable local data-protection authority. We welcome the opportunity to address your concern first.

11. Delete your iFieldnotes account and data

Email ssu@inacoustical.co.uk with the subject "iFieldnotes account deletion". You can do this without reinstalling or signing into the app. The app also provides Settings > Account > Delete account and data, with an email/copy request option. You must send the request; opening that screen does not send it automatically.

Send from your linked Google email address where possible and identify your iFieldnotes account. If available, include the account or purchase-support identifier shown in Settings. If you cannot access that email/account, contact us for help verifying ownership. Do not send passwords, access tokens or payment-card details.

We aim to complete verified deletion requests within 30 days. We will explain any delay, necessary retained records and applicable legal deadlines.

Deletion covers your app profile and Firebase Authentication account; linked app/device, login, trial/subscription and AI-usage records; associated AI-content reports/support information; and associated purchase-service customer data, except where retention is necessary for a legitimate transaction, legal or security reason. Where applicable, we use service-provider deletion processes for associated data.

Deletion does not delete your Google account or automatically cancel Google Play billing. Manage or cancel your subscription in Google Play to prevent future charges; contact us if you need help. An active subscription does not prevent you from requesting deletion.

We cannot remotely erase notes, media or reports stored only on your phone, your own Drive backups, files already exported/shared or recipients' copies. Remove these separately using the app/device, Drive, relevant trash/backup controls and the recipients concerned. If we hold copies supplied to support, those are included in the request subject to necessary retention exceptions.

You may also request deletion of particular associated personal information without deleting the whole account.

12. Children

iFieldnotes is intended for professional users and is not directed at children under 13. If you believe a child has provided personal information, contact ssu@inacoustical.co.uk so we can investigate and take appropriate action.

13. Policy changes and contact

We may update this policy as the app and our practices change. We will publish the revised text with an updated date and communicate material changes through an appropriate notice. Where fresh consent is required, we will request it before the relevant processing.

For privacy questions, complaints or data requests, contact:
In Acoustical Consulting Ltd
Email: ssu@inacoustical.co.uk