Privacy Policy

1. What we collect

• Account information. Name, email, company name, and role when you sign up or book a demo.
• Camera and photo data. Photos and video captured during an active work session, from the device camera or from Carbyn-enabled smart glasses.
• Voice and audio. Microphone audio during a live session or a voice note, and the transcript produced from it.
• Messages you write. Chat messages you send to Cortex, questions you ask of your knowledge base, and notes you add to a procedure.
• Generated content. SOPs, work orders, compliance reports, and other documents that Carbyn creates from captured sessions.
• Usage data. How you interact with the Carbyn platform (pages visited, features used, session duration), recorded against your user ID.

2. How we use your data

We use your information to:

• Deliver real-time guidance on your phone and through smart glasses
• Generate SOPs, compliance documents, and training materials from captured sessions
• Communicate with you about your account and product updates
• Maintain security and prevent misuse

We do not use your data to train AI models, and neither do the processors we use. See sections 3 and 4.

3. How our AI uses your data

Carbyn processes camera images, microphone audio, and the messages you write in order to identify equipment, answer questions, and produce procedures. Your captured expertise (procedures, settings, field techniques) stays within your organization's account. Your data is never used to train models for other customers. Your expertise is yours.

Some of this processing runs on third-party AI processors (see section 4). That means your camera images, your voice, and your chat messages leave Carbyn's own systems and are sent to a processor so it can produce a result. Nothing is sent until you have accepted the in-app AI notice.

Four commitments that go with that:

• No training. Your data is not used to train models, ours or anyone else's, and never for another customer's benefit.
• Organization isolation. Your knowledge base, procedures, and sessions are scoped to your organization's account and are not readable by another organization.
• Deletion you control. You can delete your account from inside the app and it runs immediately, not on a queue. See section 7.
• Self-hosting available. For customers whose policies do not allow third-party AI processing, on-premise and self-hosted deployment can be arranged. Contact admin@carbyn.ai.

4. Sharing and third parties

We do not sell your data. We share it only with the parties below.

AI processing

We use third-party AI processors to produce results (speech recognition, language models, translation, speech synthesis). Under our agreements with them, they do not train on customer data.

Infrastructure and operations

Service providers that operate the product on our behalf, each contractually bound to protect your data and to use it only to provide their service:

• Cloud hosting, database, and file storage. This is where your data lives.
• Realtime media transport, which carries live audio and video between your device and Carbyn during a session.
• Product analytics, recorded against your user ID. Not used for advertising and never shared with advertisers.
• Error monitoring. Conversation content is stripped before it is sent, so transcripts and AI replies do not reach it.
• Email delivery, for messages you ask us to send, such as a shipping notice.
• Push notifications and app updates, through the platform's own services.

The current list, on request

Customers and prospective customers can request our current sub-processor list, naming every provider above, under NDA. Contact admin@carbyn.ai. We do this on request rather than publishing it because the list changes as we move processing in-house, and a stale public page would be worse than none.

Other

• Your organization's admins, who have access to team-level data within your Carbyn account.
• Legal obligations, if required by law, regulation, or legal process.

5. California Privacy Rights

If you're a California resident, you have the right to know what personal information we collect, request deletion, and opt out of data sales (we don't sell data). To make a CCPA-related request, contact us at admin@carbyn.ai.

6. Data security

We use industry-standard encryption for data in transit (TLS) and at rest. To be precise about what that does and does not mean: your data is not end-to-end encrypted. Carbyn can read it, and so can the AI providers in section 4, because reading it is how a spoken answer or a generated procedure gets produced. No system is 100% secure, but we work hard to protect your information and promptly address any vulnerabilities.

7. Data retention and deletion

We retain your data for as long as your account is active or as needed to provide services.

You can delete your account from inside the Carbyn app: Profile → Delete account. It asks you to confirm twice, and then it runs immediately rather than being queued. It removes your account, your sessions and their transcripts, your recordings and photos from file storage, your voice notes, and the AI's memory of your sessions. We verify with automated tests that nothing is left behind.

One deliberate exception: work product that belongs to your organization, such as a procedure or an uploaded document, stays with the organization and the author is anonymised instead. Your employer keeps the manual you wrote; your name comes off it. If you want that removed too, ask your organization's admin, or contact us at admin@carbyn.ai.

8. Your choices

You can delete your account yourself from the app (section 7), or update your account information and request a copy of your data by contacting us. Nothing is captured until you accept the in-app AI notice, and technicians can pause or stop recording during any work session.

9. Updates to this policy

We may update this policy from time to time. We'll notify you of significant changes via email or through the platform. Continued use after changes means you accept the updated policy.

10. Contact us

Questions about this policy? Reach out at admin@carbyn.ai.