1. Introduction
SaidText ("we," "us") operates the SaidText Downtime voice-to-work-order platform. This Privacy Policy explains how we collect, use, store, and protect information when you use our service. We are committed to safeguarding the data of plant managers, maintenance directors, operators, and all users who interact with SaidText.
2. Information We Collect
We collect the following categories of information:
- Account information: Name, email address, company name, job title, and role provided during registration.
- Voice recordings: Audio submitted by operators when creating voice reports. Audio is processed by our AI engine to generate structured text tickets.
- Structured ticket data: Asset name, location, priority, description, operator identity, timestamps, and resolution notes generated from voice reports.
- Usage data: Log data including IP addresses, browser type, pages visited, and feature usage for service improvement.
3. Audio Data Handling & Retention
SaidText processes voice recordings in real time to generate structured maintenance work orders. Our audio retention policy is designed around privacy-first principles:
- Audio recordings are processed immediately upon receipt and converted to structured text.
- By default, audio files are deleted when the associated ticket is closed. Customers can configure retention periods per their internal policies.
- Structured text records (ticket data) are retained for the duration of the customer's subscription for audit trail and traceability purposes.
- Customers may request bulk deletion of audio and text records at any time.
- SaidText does not use audio recordings for model training without explicit customer consent.
4. Role-Based Access Control (RBAC)
SaidText enforces role-based access control across all customer workspaces. Administrators define roles (e.g., operator, maintenance lead, plant manager) and configure which users can view, create, or manage tickets within specific departments, assets, or locations. Access permissions are enforced at the application layer and audited. No user can access data outside their assigned scope without explicit administrator authorization.
5. Data Security
- All data is encrypted in transit (TLS 1.2+) and at rest (AES-256).
- Infrastructure is hosted on enterprise-grade cloud providers with SOC 2-aligned security practices.
- Continuous monitoring, intrusion detection, and automated alerting are in place.
- Access to production systems is restricted to authorized personnel with multi-factor authentication.
6. Data Sharing & Third Parties
SaidText does not sell, rent, or share customer data with third parties for advertising purposes. We may share data with service providers (e.g., cloud hosting, AI processing) strictly as needed to operate the platform, under contractual data protection obligations. We may disclose data when required by law or to protect the rights and safety of our users and the public.
7. Customer Data Rights
Customers and their authorized users may:
- Access and export their ticket data at any time via dashboard or API.
- Request deletion of audio recordings and/or structured records.
- Configure data retention policies for their workspace.
- Revoke access for individual users through RBAC settings.
8. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email to account administrators and posted on this page with an updated effective date.
9. Contact
For privacy-related inquiries, please contact us at info@saidtext.com.