Privacy Policy

Last updated: May 11, 2026

This Privacy Policy explains how Nuvar Solutions LLC ("Nuvar", "we", "us") collects, uses, and shares information when you use Simple Observations™ (the "Service").

1. Information We Collect

  • Account information: name, email address, password hash, and role/company membership details.
  • Observation data: uploaded photos, observation notes, AI follow-up responses, routing selections, and closeout comments.
  • Usage and device data: log data, IP address, user agent, timestamps, and basic diagnostic events.
  • Billing information: subscription plan, status, and payment identifiers (payment details are handled by our payment provider; we do not store full card numbers).

2. How We Use Information

  • Provide and operate the Service (including AI analysis, routing emails, PDF reports, and dashboards).
  • Secure the Service, prevent abuse, and maintain audit trails and operational logs.
  • Support customers, troubleshoot issues, and improve product performance and reliability.
  • Manage subscriptions, billing status, and account administration.

3. Uploaded Photos and AI Processing

When you upload a photo or submit text for analysis, the Service may send the content to an AI provider to generate feedback and follow-up prompts. AI processing is used to assist safety workflows; it does not replace qualified human judgment. See the AI Disclaimer for important limitations.

4. Cookies and Session Handling

We use cookies and similar technologies to maintain authentication sessions and protect the Service. This includes storing short-lived access tokens and refresh tokens in secure cookies where supported.

5. Third-Party Service Providers

We use third-party providers to operate the Service, including:

  • OpenAI (AI analysis/translation where enabled)
  • Square (payments and subscription billing)
  • Postmark (transactional email delivery)
  • Cloudflare R2 (file storage for uploaded photos, reports, and branding assets)

These providers may process information on our behalf in accordance with their own policies and the agreements we have in place with them.

6. Data Retention and Deletion

We retain information for as long as needed to provide the Service, comply with legal obligations, resolve disputes, enforce our agreements, and support legitimate business purposes. Retention periods may vary by plan and by customer configuration. You can request deletion of your account and associated data, subject to legal and operational requirements.

7. Security

We use administrative, technical, and physical safeguards designed to protect information. No system can be guaranteed to be 100% secure, and you are responsible for using strong passwords and protecting your credentials.

8. Children

The Service is not directed to children under 13 and is intended for workplace use by authorized adults.

9. Contact

Questions about this Privacy Policy can be sent to privacy@nuvarsolutions.com.