Wherezit – Pilot Tester Privacy Notice

Welcome to the pilot testing phase of Wherezit ("we", "us", or "our"). This Privacy Notice explains how we collect, use, and protect your personal data when you use our web application, voice/text logging, photo scanning, and shared workspace features.

We act as the Data Controller for the personal data processed through Wherezit.

1. What Data We Collect

To provide the Wherezit service, we collect the following information:

• Account & Profile Data: Email address, user ID, and display name (provided when creating an account or joining via a household/club invite).
• Inventory & Location Data: Names of items, containers, rooms, notes, custody/borrowing status (who has taken an item), and check-in/check-out timestamps.
• Media & Voice Inputs: Audio recordings or voice transcriptions (when using voice logging) and photos (when using Photo Bulk Add or updating item images).
• Technical & Usage Data: Basic diagnostic logs, browser/device type, and error reports to help us fix bugs during the pilot.

2. How We Use Your Data & Legal Basis (GDPR)

Under the General Data Protection Regulation (GDPR), we process your data based on the following legal grounds:

• Purpose: Account Creation & Access

  Data Category: Email, User ID

  GDPR Legal Basis: Contractual Necessity (to deliver the service you signed up for)

• Purpose: Item & Storage Tracking

  Data Category: Items, Containers, Custody

  GDPR Legal Basis: Contractual Necessity

• Purpose: AI Parsing (Voice & Vision)

  Data Category: Text, Voice Transcripts, Photos

  GDPR Legal Basis: Legitimate Interest & Consent (for camera/microphone access)

• Purpose: App Improvement & Bug Fixing

  Data Category: Diagnostic Logs, Feedback

  GDPR Legal Basis: Legitimate Interest (improving the pilot software)

3. How We Process AI Data (Voice & Photos)

Wherezit uses Artificial Intelligence to turn voice notes, text prompts, and photographs into structured inventory items:

• Photo Scans & Voice Transcripts: Images and text inputs may be processed via secure Third-Party AI service providers (such as OpenAI or Google AI APIs).
• No AI Training on Your Data: Your uploaded photos, voice recordings, and item data are used strictly to generate your inventory inputs and are not used to train public AI models.

4. Shared Workspaces (Households & Clubs)

Wherezit allows you to create or join shared workspaces (e.g., "Home" or "[Club Name] Kit").

• Visibility: Any item, photo, or custody update you add to a shared workspace will be visible to other approved members of that specific workspace.
• Control: Personal workspaces remain private to your account and are not visible to club or household members.

5. Third-Party Service Providers (Sub-Processors)

We rely on trusted cloud infrastructure to run the Wherezit pilot securely:

• Database & Authentication: Supabase (EU/UK compliant data hosting and secure access control).
• AI Processing APIs: OpenAI / Google AI Studio (for processing natural language and image analysis).
• Application Hosting: Lovable / Vercel (for serving the front-end application).

6. Data Storage & Security

• Location: Your database records and media files are stored securely in cloud infrastructure located within compliant jurisdictions (UK / EU / US Privacy Framework).
• Security Measures: We use standard encryption (HTTPS / SSL in transit and AES encryption at rest) and row-level database security to ensure users can only access data belonging to their authorized workspaces.

7. How Long We Keep Your Data

Data is stored for the duration of the pilot phase. If you choose to delete your account or an item, it is permanently removed from our active database. If you wish to wipe your data at the end of the pilot, contact us using the details below.

8. Your GDPR Rights

As a user under UK/EU GDPR, you have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Correct any inaccurate or incomplete data.
• Right to Erasure ("Right to be Forgotten"): Request that we delete your account and all associated items/photos.
• Right to Data Portability: Request an export of your inventory data.
• Right to Withdraw Consent: Revoke camera or microphone access via your browser settings at any time.

To exercise any of these rights, please email us at privacy@wherezit-app.com

9. Contact Us

If you have questions, feedback, or concerns regarding this Privacy Policy or your data during the Wherezit pilot, please contact:

Wherezit App Support — Email: support@wherezit-app.com