Privacy Policy
PolicyLog is a personal follow-up notes app for independent insurance agents and brokers using Apple devices. This Privacy Policy explains what information the app handles, what stays on your device, and how optional system features work. PolicyLog is designed to be local-first: the current product does not require an PolicyLog account and does not use an PolicyLog-operated business server to store your client notes. PolicyLog is not a suitability report, formal insurance recommendation, or agency management system, project collaboration cloud, or crew back-office system.
1. Who this policy covers
This policy applies to the PolicyLog apps published by us for Apple platforms (including iPhone, and where available iPad), and to this marketing website. It does not apply to third-party websites or apps you may open from links (for example, Apple’s App Store).
2. Summary
- We do not require you to create an PolicyLog user account.
- Claim addresses, claimant details, loss-inspection notes, transcripts, damage zones, damage items, follow-ups, reminders, to-dos, and related metadata are stored using Apple’s on-device storage (SwiftData), with optional sync through your iCloud private database (CloudKit).
- Voice recordings and evidence photos are saved as files on your device and may sync via iCloud Documents when available.
- Speech-to-text uses Apple’s Speech framework; depending on device settings and length of audio, processing may occur on-device or via Apple’s speech services under Apple’s terms.
- Optional “Organize with AI” is off unless you use it. When you do, the app asks for your permission in the app, then may send transcript text and related note fields you choose to organize to the third-party AI provider you select (for example Google Gemini or OpenRouter), using an API key you supply that remains on your device. Raw voice recordings are not sent to those AI providers.
- Local notifications are scheduled on your device for reminders and dated to-dos.
- If you enable sync, selected items may be written to Apple Calendar and/or Apple Reminders; turning sync off removes PolicyLog-created copies from those apps.
- We do not sell your personal information.
3. Information the app processes
3.1 Information you provide in the app
Depending on how you use PolicyLog, you may enter or capture:
- Claim / loss location information — such as address, notes, map location, and other details you choose to store.
- Contact information — such as name, contact details, and notes about the owner, PM, or trade contact.
- Voice recordings — audio you choose to record as field memos.
- Transcripts, zone notes, and findings — text generated from speech recognition, structured zone fields (structure, exterior, roof, systems, interior, grounds), findings, repair estimates, credit memos, and any edits you make.
- Photos and attachments — evidence images you attach to a claim, loss inspection, or damage/follow-up item.
- Reminders and to-dos — titles, due dates, and completion status (including reinspection or follow-up reminders).
- Settings preferences — such as language UI choice, speech language, appearance, and whether to sync to Apple Calendar / Reminders.
- Optional AI credentials — an API key and provider settings you enter; keys are stored in the device Keychain / local settings and are not uploaded to PolicyLog servers.
Because PolicyLog is built for jobsite field work, the content you choose to record may include addresses, client PII, and condition details. You control what you record and store. You are responsible for complying with applicable privacy, disclosure, and professional obligations.
3.2 Information collected automatically
The current PolicyLog app does not operate an PolicyLog analytics backend that collects usage telemetry from your notes. Apple may collect standard App Store / operating-system diagnostics according to your device settings and Apple’s policies. This website may be served by GitHub Pages or similar static hosting; the host’s server logs may include IP address, browser type, and request timestamps as part of ordinary web hosting.
4. Device permissions
PolicyLog may request the following permissions, only as needed for features you use:
- Microphone — to record voice notes.
- Speech Recognition — to transcribe recordings into text.
- Camera / Photos — optional; to capture or attach evidence images.
- Location / Maps — optional; to help place or display a property location you choose.
- Notifications — to alert you about reminders and dated to-dos.
- Calendars — optional; only if you enable Sync to Apple Calendar.
- Reminders — optional; only if you enable Sync to Apple Reminders.
You can revoke permissions in iOS / iPadOS Settings. Some features will stop working without the related permission.
5. How information is used
On-device information is used solely to provide PolicyLog’s features to you, including:
- Saving and playing back recordings;
- Transcribing and displaying notes;
- Organizing notes under properties, clients, and an Inbox for unfiled items;
- Storing and editing zone notes, findings, repair items, and related fields;
- Scheduling local notifications;
- Optionally creating or updating events/reminders in Apple Calendar / Reminders when you enable those switches;
- Exporting a PDF or a private backup zip that you choose to create and share via the system share sheet;
- If you use Organize with AI after granting in-app permission, sending transcript text (not raw audio) to your chosen provider (such as Google Gemini or OpenRouter) so it can return a draft for you to review.
We do not use your site-walk content for advertising.
6. Storage, sync, and retention
- Local storage. Primary storage is on your device.
- iCloud / CloudKit (text & metadata). When your Apple ID and iCloud are available, PolicyLog may sync structured claim, claimant, and loss-inspection data through your iCloud private database. If CloudKit is unavailable, the app falls back to local storage.
- iCloud Documents (audio & attachments). Voice recordings and attachments may be stored under PolicyLog’s iCloud Documents container (visible in the Files app) in addition to local Application Support storage.
- Apple Calendar / Reminders. Copies written while sync is enabled live in those Apple apps. Turning a sync switch off removes PolicyLog-created copies; events and reminders you created yourself are left alone.
- Exports. PDF exports and backup zip files are created on your device at your request. You control where you save or send them. Backup zips can include full transcripts and media — treat them as confidential.
- Deletion. Deleting a loss inspection, claim, contact, or related item in the app removes related local rows and files (and synced copies according to Apple’s sync behavior). Deleting the app removes local app data subject to Apple’s ordinary uninstall behavior.
- Device backups. If you use Apple device backups, PolicyLog data may be included under Apple’s control and your backup settings.
7. Sharing of information
We do not sell personal information. We do not share your client notes with third parties for their marketing.
Limited sharing or processing may occur only as follows:
- Apple. Speech recognition, notifications, Calendar, Reminders, iCloud / CloudKit / iCloud Documents, App Store distribution, and device OS services operate under Apple’s terms and privacy practices.
- AI providers (optional). If you use Organize with AI, see Optional third-party AI below for what is sent, to whom, and how permission works.
- Service providers. Website hosting (for example GitHub Pages) may process ordinary server logs for this marketing site.
- Legal requirements. We may disclose information if required by law, valid legal process, or to protect rights, safety, and security — noting that for the app itself we typically do not hold your site-walk content on our own business servers.
Optional third-party AI (“Organize with AI”)
PolicyLog does not require AI. Recording, transcription, manual editing, and local storage work without an API key. Optional “Organize with AI” is a feature you choose to use.
- What may be sent. Transcript text and related note fields needed to produce a draft organize result (such as a summary or structured fields). PolicyLog does not send your raw voice recording files to these AI providers for Organize with AI.
- Who receives it. The third-party AI provider you select in Settings—typically Google Gemini or OpenRouter, or another OpenAI-compatible endpoint you configure. Your device sends the request directly to that provider. PolicyLog does not run the model and does not route organize requests through a Logstudio-operated AI backend.
- Permission before sharing. Before personal data is shared with a third-party AI service, the app discloses what will be sent and identifies the provider, and asks for your permission in the app. If you decline, content stays on your device and Organize with AI does not send it. Permission text in the privacy policy alone is not how consent is obtained—the in-app prompt is required. You may withdraw by declining future prompts, removing your API key, or not using the feature.
- API keys. Keys remain on your device (Keychain / local settings) and are not uploaded to Logstudio servers.
- Provider practices. Use of Gemini, OpenRouter, or another provider is governed by that provider’s terms and privacy policy. Review those documents. We require that you only use providers whose practices you accept. We do not sell your notes for advertising.
- Human confirmation. AI returns a draft; you review and confirm before anything from that draft is saved into your PolicyLog records.
8. Children’s privacy
PolicyLog is intended for adult professionals in the insurance adjusting / loss inspection trade. It is not directed to children under 13 (or the equivalent minimum age in your jurisdiction). We do not knowingly collect personal information from children.
9. International users
The product is designed primarily for independent insurance agents and brokers working in the field. If you use PolicyLog elsewhere, you understand that on-device processing and Apple services may involve infrastructure located in different countries according to Apple’s systems and your account region.
10. Security
We design PolicyLog to keep sensitive content on your device. You should protect your device with a passcode, Face ID / Touch ID, and OS updates. No method of electronic storage is 100% secure. You remain responsible for physical and access control of any device where claim addresses, claimant PII, or loss-inspection information is stored.
11. Your choices
- Decline microphone or speech permission (recording/transcription features will be limited).
- Disable notifications.
- Keep Calendar / Reminders sync off.
- Decline the in-app AI permission prompt, decline to use Organize with AI, or remove your API key so transcript text is not sent to a third-party AI provider.
- Edit or delete claims, claimants, loss inspections, reminders, and follow-ups in the app.
- Uninstall the app to remove local app data (subject to Apple backup and iCloud settings).
12. This website
The PolicyLog marketing website provides product information and legal documents. It does not collect account registrations. Contact links (such as email) are voluntary. If you email us, we will use your message and address only to respond to your request.
13. Changes to this policy
We may update this Privacy Policy as the product evolves (for example, if optional cloud features are introduced). We will post the updated policy on this page and revise the “Last updated” date. Material changes may also be described in an app release note where appropriate.
14. Contact
Questions about privacy:
Email: logstudio.dev@outlook.com
Or visit our Contact page.
Publisher: Logstudio
Related: Terms of Use · Contact