Privacy Policy

Version: 1.4 Effective Date: November 9, 2026 Status: Active

This document is Version 1.4 of the Privacy Policy. It reflects the VesEvi platform as implemented. It uses conservative, industry-standard language appropriate for an early-stage software company; as with any company's policies, periodic legal review is expected as VesEvi grows, and future revisions will be issued as later versions.

1. Introduction

This Privacy Policy explains what information VesEvi collects, how it is used, when it may be shared, and the choices available to you. It applies to your use of the VesEvi Mobile app, Web portal, and related backend services (together, "the Service").

2. Information We Collect

2.1 Account Information

When you register, we collect information such as your name, email address, and password (stored using industry-standard hashing, never in plain text). If you join or create a Business workspace, we also associate your account with that organization and your role within it.

2.2 Inspection Data

We collect the information you enter to create and complete inspections: asset details (such as vehicle or property identifiers), inspection type, notes, location fields associated with the inspection, and timestamps you or the Service record during capture.

2.3 Evidence

We collect the video and photo evidence you capture during an inspection, and the frames extracted from that video for analysis. See the Evidence Integrity Policy for how this evidence is handled.

2.4 Media Metadata

We collect metadata associated with captured media, such as capture zone/angle, upload status, and file characteristics necessary to process and display your evidence.

2.5 Device Information

The Mobile app and Web portal may collect basic device and client information (such as device or browser type and operating system version) as necessary to operate the Service reliably and diagnose problems.

2.6 Location

Some inspection workflows are designed to associate a location with an inspection as part of establishing where evidence was captured. Location associated with an individual inspection record is handled as part of that inspection's data and is subject to the same visibility and sharing rules as the rest of the inspection (Section 5). Separately, the Worldwide History consent process itself does not collect additional device location data beyond what you provide.

2.7 Analytics

As of this Policy's effective date, VesEvi's backend does not integrate third-party analytics or advertising-tracking services beyond what is operationally necessary to run the Service (such as basic server logging for reliability and security). If this changes, we will update this Policy before any such collection begins.

2.8 Cookies (Web)

The Web portal uses session-related cookies or comparable local storage mechanisms that are necessary to keep you signed in and to maintain your session securely. VesEvi does not currently use advertising or cross-site tracking cookies.

2.9 Worldwide History Contributor Notes

If you choose to share an inspection to Worldwide History, you may optionally write a short Contributor Note — brief context about that inspection, such as "Vehicle returned after a three-day rental." A Contributor Note is written deliberately for public sharing, and is separate from your private inspection notes. We collect the note you write, the result of screening it, and the approved version that would be shown publicly, in order to prepare and display the public record, to run content moderation, and to keep an audit record of what was published. Writing one is optional; if you write none, none is shared.

2.10 Privacy-Protected Condition Images

When you submit an inspection, the Service may select a small, bounded set of still frames from each captured area — up to three per area — taken from the video evidence of that inspection, to document the asset's visible condition. It then makes private, face-covered copies of them ("condition images"). These images are used in your inspection's private evidence gallery and in the condition-evidence section of the inspection reports you generate. This happens whether or not you ever share the inspection to Worldwide History.

These images are prepared only for inspections submitted on or after the effective date of this Version, and only after the person who submitted the inspection has personally accepted the version of this Privacy Policy that describes them; acceptance by another member of the same workspace does not count. That acceptance must be given within 30 days of the inspection being submitted. If it is not, no images are prepared for that inspection, and accepting this Policy later does not cause them to be prepared. Inspections submitted before this Version took effect never receive them. The inspection itself and its original evidence are not affected either way.

Before these images are used, automatic face detection is applied: each image is analysed to locate human faces, and each detected region is covered, in both the image and its thumbnail. This is face detection — locating a face within a picture. It is not face recognition: VesEvi does not identify anyone, does not determine or attempt to determine whose face appears, does not match or compare faces between images, and does not create or store any biometric identifier of any person. An image whose detection fails or needs human attention is withheld rather than used. Faces of people other than you — for example, passers-by, occupants or neighbours who appear in a frame — are analysed in the same way.

Where this detection is performed, it uses a third-party processor, Amazon Web Services, through its Rekognition face-detection service, in the United States (Section 10). Only the selected still images are sent to it — never your original video.

These condition images are private. They are visible only to people who are authorized to view the inspection (Section 4), and they are never published or made publicly accessible. Sharing an inspection to Worldwide History does not publish them. Worldwide History prepares its own, separate public images through its own consent, preview and review process (Section 5); the private evidence gallery is never part of a public record.

Your original video and the frames extracted from it are not altered by any of this; the condition images are separate copies. The condition images are kept for as long as the inspection record exists. A submitted inspection is archived rather than deleted, so they are not deleted automatically. You may ask us to delete them (Section 8); deleting them does not alter your original evidence. A report you have already downloaded or shared cannot be recalled: if it includes condition images, those copies remain wherever the report was saved or sent, even after the images are deleted from the Service.

This protection applies only to these selected condition images. Photographs attached to recorded findings in an inspection report, and the images in comparison reports, are your original evidence: automatic face detection is not applied to them, and they may show people, documents or other sensitive details.

Automatic detection is not a guarantee, and faces are the only thing it looks for. It can miss a face. It does not detect or cover documents, screens, mail, handwriting, house numbers, QR codes, or license plates. Please review a report before you share it with anyone.

3. How We Use Information

We use the information described above to: provide and operate the Service, including creating and displaying your inspections, assets, and reports; authenticate you and enforce authorization and workspace boundaries; run AI-assisted analysis on evidence you submit; generate comparisons and reports you request, including preparing the privacy-protected condition images described in Section 2.10; operate the optional Worldwide History feature, if and only if you choose to participate; maintain the security and integrity of the Service; and communicate with you about your account or the Service.

We do not sell your personal information.

4. Sharing

We share information as follows:

• Within your workspace: other members of a Business workspace you belong to may see inspections, assets, and evidence according to their role and the applicable visibility settings.
• Service providers: we may use third-party infrastructure providers (such as cloud hosting and storage providers) to operate the Service, under confidentiality and data-processing terms. We also use Amazon Web Services Rekognition solely for the face detection described in Sections 2.10 and 5.
• Legal requirements: we may disclose information where required by law, legal process, or to protect the rights, property, or safety of VesEvi, our users, or the public.
• Worldwide History: described in detail in Section 5 below — sharing to Worldwide History only occurs with your explicit, separate consent for a specific inspection.
• Business transfers: if VesEvi is involved in a merger, acquisition, or asset sale, information may be transferred as part of that transaction, subject to this Policy or a successor policy.

5. Worldwide History

Worldwide History is a separate, opt-in feature. If you choose to share an inspection to Worldwide History, you will be shown a consent statement and, before anything becomes public, a preview of exactly what will be made public. The public record is built from an allowlist of asset-condition information — such as asset type and category, asset identity, public condition images with metadata stripped, their approved findings, and the optional Contributor Note you may choose to write (see below).

A Worldwide History record may identify the asset. Depending on the asset, the public record may include identifiers such as a license plate and its jurisdiction, a vehicle identification number (VIN), or a property's street address, unit, locality, state or province, postal code, and country. The exact identity information for your inspection is shown to you in the sharing preview before you confirm, and nothing becomes public until you do.

Worldwide History is designed to share information about the documented asset and its condition, not about you. The public record does not include your name, contact information, company or workspace context, private inspection notes, or your original inspection videos. Free-text content is screened before anything becomes public and, where flagged, is withheld and routed to human review rather than made public.

The optional Contributor Note is public, and is not your private inspection notes. When you share an inspection, you may write a short note giving context others may find useful. It is optional, you write it yourself as part of sharing, and if the record is published the note becomes part of that public record — visible to anyone, without an account, and capable of being indexed by search engines to the same extent as the rest of the page. Your private inspection notes are never converted into a Contributor Note, never copied into one, and are not published.

Before the note is published it is screened, and it may be published as written, published with sensitive parts removed, withheld while a person reviews it, or declined. You are shown the version that would actually become public before you confirm sharing. Screening reduces risk; it does not catch everything — in particular it does not reliably recognise a person's name, and does not remove one. Please do not put anything in a Contributor Note that should not be public: names of other people, phone numbers or email addresses, access or lockbox codes, account or government identifiers, financial or medical details, or other private information.

Public condition images may be still frames taken from your inspection videos. Your original video files are never shared publicly and are never downloadable from a public record; what becomes public are still images derived from them, together with any photos you selected. These public images are prepared for the Worldwide History record itself; they are not the private condition images described in Section 2.10, which are never published.

Automatic face detection may be applied to images prepared for Worldwide History. Where it is applied, the image is analysed to locate human faces, and each detected region is covered in both the public image and its thumbnail. This is face detection — locating a face within a picture. It is not face recognition: VesEvi does not identify anyone, does not determine or attempt to determine whose face appears, does not match or compare faces between images, and does not create or store any biometric identifier of any person.

Where this detection is performed, it uses a third-party processor, Amazon Web Services, through its Rekognition face-detection service. Only still images prepared from your inspection are sent to it — for a public record, or for your private evidence gallery and reports as described in Section 2.10 — never your original video. Sharing to Worldwide History does not cause any additional private image to be sent. Your private, original inspection evidence is preserved unchanged; this processing affects only the separate images prepared from it.

Automatic detection is not a guarantee, and faces are the only thing it looks for. It can miss a face. It does not detect or cover documents, screens, mail, handwriting, house numbers, QR codes, or license plates belonging to other people. Neither Worldwide History nor the private evidence gallery uses any other form of pixel-level redaction. Do not rely on automatic detection to remove sensitive visual information — the sharing preview remains the authoritative statement of what will become public, and reviewing it before you confirm remains your responsibility. See the Worldwide History Policy for full detail.

You may withdraw a shared record at any time. Withdrawal removes it from public visibility immediately; the underlying record is retained internally rather than deleted, and may become visible again only if you actively re-share it or a moderator reactivates a withdrawn record.

6. Retention

We retain your information for as long as your account is active and as needed to provide the Service. Different categories of data have different retention characteristics; see the Data Retention Policy for detail. In summary: original inspection videos, the frames extracted from them, evidence images for confirmed findings, the condition images described in Section 2.10, and finding metadata are currently retained with no scheduled deletion; submitted inspections are archived rather than deleted; and VesEvi does not keep copies of the PDF reports you generate — only a verification record for each one.

7. Security

We use administrative, technical, and organizational measures designed to protect your information, including encrypted password storage, authenticated and authorized access to your data, and access controls that scope visibility to your workspace unless you separately choose to share more broadly. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, or request deletion of your personal information, or to object to or restrict certain processing. To exercise these rights, contact us at Info@vespaan.com. This includes asking us to delete the condition images of an inspection (Section 2.10). Some information, including Worldwide History records you previously consented to share, and certain records we are required to retain for legal, security, or evidentiary-integrity reasons, may not be immediately deletable in full — see the Data Retention Policy for how deletion requests are handled and their known exceptions.

9. Children

The Service is not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us at Info@vespaan.com so we can address it.

10. International Users

Vespaan Corporation is based in the United States, and the Service is primarily operated from the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States, which may have data protection laws different from those in your jurisdiction. Where applicable law requires a specific safeguard for such a transfer, we rely on appropriate mechanisms recognized under that law, such as standard contractual clauses or an equivalent transfer mechanism.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Where changes are material, we will provide reasonable notice before they take effect.

12. Contact

Questions about this Privacy Policy may be directed to:

Vespaan Corporation Email: Info@vespaan.com

This document must remain consistent with the Terms of Service, Worldwide History Policy, Data Retention Policy, Evidence Integrity Policy, and AI Transparency and Disclosure. Version 1.4 of this Policy is issued together with Version 1.1 of the Data Retention Policy and Version 1.4 of the Worldwide History Policy.