Effective date: DD Month YYYY
DRAFT - Wildial — Privacy Policy Effective date: [DD Month YYYY] Controller: [Wildial Ltd], [registered address], United Kingdom Contact: privacy@wildial.com This Policy explains how we collect, use, share and protect your personal data when you use Wildial (the “Service”). 1) Data we collect Account data: email, password hash, country/region, timestamps. App content you add: journal text/voice transcripts, emotion-wheel values, tags (e.g., colours/sounds), optional photos, and optional location for an entry when you choose “Use my location”. Technical data: device/app version, IP address (for security), crash/diagnostic logs. We do not collect precise GPS in the background; location is captured only when you choose it. 2) Why we use your data (purposes & legal bases) Provide the Service (contract): account management, storing entries, charts/insights, authentication. AI assistance (contract): when you use AI features, we process the text/values you submit to generate suggestions/summaries. Safety & reliability (legitimate interests): security monitoring, fraud/abuse prevention, troubleshooting, aggregated analytics that don’t identify you. Marketing/testimonials (consent): only if you opt in; you can withdraw any time. 3) AI processing (core to Wildial) When you use an AI feature, we securely send only the data you enter for that record (e.g., text and current wheel values) to our AI provider [Provider name] to generate a suggestion/summary. No training: Data may be temporarily stored by the AI vendor for operational reasons, but is not used to train their models. Minimal data: We do not send your name, email, or profile fields with AI prompts. Please avoid adding personally identifying details inside journal text. Location for AI: If an entry includes location, we may include a coarsened location (e.g., geohash or reduced decimal precision) to improve context for that entry’s insight. We use precise coordinates for AI only if necessary and never with your profile identifiers. AI outputs can be edited before saving. Deleting a record deletes its AI outputs. 4) Location data (optional) You can add location to a record by choosing “Use my location” on that record. You can edit or remove it later. Location is stored together with the record in our database in the EU. We do not collect location continuously or in the background. 5) Optional contribution to anonymised datasets (B2B / conservation) With your separate opt-in, we may include your species/space observations in anonymised and aggregated datasets shared with partners (e.g., hotels/retreats, conservation organisations) for research and reporting. We apply privacy safeguards, such as: Spatial/temporal smoothing (e.g., geohash at coarse resolution; dates rounded to day or week); k-anonymity thresholds (we only publish cells meeting minimum record/contributor counts); rare/sensitive species rules (coarse obscuration or withholding); no personal identifiers and partner terms prohibiting re-identification or resale. You can opt out at any time; future exports will exclude your data. 6) Where we process & store data Primary hosting/DB: Google Firebase (EU region, e.g., Firestore in [eur3 / europe-west2]; Storage and Functions in aligned EU regions). Web hosting/CDN: Netlify (global delivery of static assets). AI provider: [Provider name], using [EU/EEA/UK region if available; otherwise global]. Where transfers occur outside the UK/EU, we rely on Standard Contractual Clauses (and the UK Addendum) or other lawful safeguards. 7) How long we keep data Account & entries: kept while your account is active. You can delete any record or your profile at any time; we then delete associated content within 30 days (backups may take up to 90 days to cycle). Logs/diagnostics: typically ≤ 30 days, unless needed for security/investigations. 8) Your rights (UK/EU) You can access, rectify, erase, restrict, object, and port your data. You can also withdraw consent where used (e.g., marketing, anonymised dataset contribution). Use in-app tools or email privacy@wildial.com . You may complain to the ICO (UK) or your local authority. 9) Security Encryption in transit and at rest; Firebase Security Rules with least-privilege access; audit logging; rate-limiting and abuse protections; regular reviews of access and processors. 10) Sharing We don’t sell your personal data. We share it with service providers acting as processors to run the Service: Google Firebase / Google Cloud (hosting, database, auth, storage) Netlify (static hosting/CDN) [AI provider] (AI inference) If you explicitly opt in, selected quotes or photos may be used for testimonials or partner stories; you can withdraw consent at any time. 11) Children Wildial is for 16+. We don’t knowingly collect data from children under 16. 12) Changes We may update this Policy; we’ll post the effective date above and notify you of material changes in-app or by email. 13) Contact Questions or requests: privacy@wildial.com Postal: [Wildial Ltd], [address], United Kingdom Definitions (plain English) Coarsened location: a reduced-precision representation of a point (e.g., fewer decimal places or a geohash cell) that indicates an area rather than an exact coordinate. Anonymised and aggregated: data transformed so that individuals cannot be identified, combined across many users/records....