Introduction
AI Facility Manager (“we,” “us,” “our,” or “Company”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website at aifacilitymanager.com, our iOS mobile application, and related services (collectively, the “Services”).
Information We Collect
Account Information
- Required: Name, email address, and password
- Optional: Organization name, phone number, and business address
- Payment: Credit card and billing information (processed securely by Stripe — we do not store card numbers)
Information Collected Automatically
- Device information: Device model, operating system version, unique device identifiers, and app version
- Usage data: Pages and features accessed, session duration, and interaction patterns
- Network information: IP address, browser type, and referrer URL
- Marketing attribution: UTM parameters and referral source
Information You Provide Through the App
- Client records: Names, contact info, and attendance history of your facility’s clients
- Media: Photos and videos you capture or upload for telestration, coaching, and session review
- Voice data: Voice notes and voice commands processed for AI assistant features
- Scheduling data: Bookings, classes, camps, and calendar events
- Financial data: Invoices, payments, and revenue records you create
- Documents: Contracts, waivers, and other business documents
Device Permissions (Mobile App)
Our iOS app may request access to the following device features:
- Camera: To capture photos and videos of training sessions for telestration and coaching review
- Microphone: To record voice notes and use voice command features with the AI assistant
- Push Notifications: To send you booking reminders, schedule updates, and important alerts
- Photo Library: To upload existing media for annotation and review
All permissions are optional and requested only when needed. You can manage these permissions at any time through your device’s Settings app.
How We Use Your Information
- Provide, operate, and maintain the Services
- Process transactions and send billing-related communications
- Send booking confirmations, schedule reminders, and service notifications
- Power AI-assisted features including the virtual assistant and voice commands
- Improve our Services and develop new features
- Provide customer support and respond to inquiries
- Send product updates and marketing communications (with your consent)
- Detect, prevent, and address security issues
- Comply with legal obligations
Data Sharing and Third-Party Services
We do not sell your personal information. We share data only with the following service providers, each bound by their own privacy policies:
- Supabase: Database hosting and authentication
- Stripe: Payment processing (PCI DSS compliant)
- Resend: Transactional and marketing email delivery
- Anthropic / Google: AI model providers for assistant features (your data is not used to train their models)
- Apple Push Notification Service: Delivery of push notifications
- Expo: App updates and over-the-air patches
Data Storage and Security
Your data is stored on secure cloud infrastructure provided by Supabase (hosted on AWS). We implement industry-standard security measures including:
- Encryption in transit (TLS/SSL) and at rest
- Row-level security policies ensuring organizations can only access their own data
- Secure authentication with JWT tokens
- Regular security audits and access controls
Media files (photos, videos) are stored in Supabase Storage with access controls tied to your organization.
Data Retention
We retain your data for as long as your account is active or as needed to provide the Services. If you request account deletion, we will delete your personal data within 30 days, except where we are required to retain it for legal or regulatory purposes.
Your Rights
You have the right to:
- Access the personal information we hold about you
- Correct inaccurate or incomplete data
- Request deletion of your account and associated data
- Export your data in a portable format
- Opt out of marketing communications at any time
- Withdraw consent for optional data processing
To exercise any of these rights, contact us at privacy@aifacilitymanager.com.
Children’s Privacy
Our Services are designed for business use by facility operators and coaches. We do not knowingly collect personal information directly from children under 13. Client records involving minors (such as youth athletes) are managed by the facility operator, who is responsible for obtaining appropriate parental consent. If you believe we have inadvertently collected data from a child under 13, please contact us and we will promptly delete it.
Cookies and Tracking
Our website may use cookies and similar technologies to maintain session state and improve your experience. The mobile app does not use cookies. You can control cookie settings through your browser preferences.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by updating the “Last updated” date above and, where appropriate, through in-app or email notification.
Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us at:
- Email: privacy@aifacilitymanager.com
- Website: aifacilitymanager.com