1. Who we are and what this policy covers
digitaldojo.services is operated by Sherwin Tan. For privacy requests, product support, or data deletion requests, contact us at support@digitaldojo.services.
This policy applies to apps and services we provide under digitaldojo.services, including FieldSensei, Mimic AI Simulator, AI Clinic Assistant, QR-dine, custom client apps, websites, dashboards, AI assistants, automations, and support channels. If a separate written agreement with a business customer applies, that agreement may provide additional data-processing terms.
2. Data we collect
We collect only the data needed to provide, secure, support, and improve the app or service you use. The exact data depends on the product, enabled features, account settings, and permissions you choose.
| Category | Examples | How we collect it |
|---|---|---|
| Account and contact data | Name, email address, role, organization, login details, support messages. | Provided by you, your organization, or an authorized administrator. |
| Business and operational data | Visits, tasks, products, routes, reports, simulations, menus, orders, appointments, notes, or records entered into an app. | Entered by users, imported by customers, or generated by app workflows. |
| Device and usage data | Device type, operating system, app version, IP address, log events, crash diagnostics, feature usage, approximate location from IP. | Collected automatically when you use the app or service. |
| Precise location data | GPS coordinates or visit-location confirmation for field operations. | Collected only when a location feature is enabled and the device permission is granted. |
| Media and files | Photos, videos, audio, documents, receipts, attachments, screenshots, or uploaded files. | Provided by users through upload, capture, dictation, or import features. |
| AI input and output | Prompts, transcripts, uploaded context, generated summaries, recommendations, and assistant responses. | Generated when you use AI features or request support involving AI workflows. |
| Sensitive or regulated data | Health, clinic, patient, billing, or other sensitive records when a customer enables those features. | Provided by authorized users or customers and processed under applicable agreements, permissions, or legal obligations. |
| Payment and billing data | Plan, invoice, payment status, transaction reference, and billing contact details. | Collected through billing workflows or payment providers. We do not store full card numbers unless expressly stated by the payment provider. |
3. How we use data
- Provide, operate, personalize, and maintain the apps and services.
- Create user accounts, authenticate users, and manage organization access.
- Process workflows such as field visits, dashboards, simulations, clinic records, appointments, menus, orders, and reports.
- Generate AI summaries, recommendations, simulations, or assistant responses requested by users.
- Provide customer support, training, troubleshooting, account notices, and service updates.
- Detect, prevent, investigate, and respond to abuse, fraud, security incidents, or technical failures.
- Improve reliability, usability, performance, and product quality.
- Comply with legal, regulatory, accounting, tax, audit, dispute, and contract obligations.
We do not sell personal data. We do not use customer content to train public AI models unless a customer has expressly agreed to that use in writing.
4. Legal bases for processing
Where laws such as the GDPR apply, we process personal data based on one or more of the following legal bases: performance of a contract, consent, legitimate interests, compliance with legal obligations, protection of vital interests, or another lawful basis available under applicable law.
You may withdraw consent where processing depends on consent. Withdrawing consent does not affect processing that occurred before withdrawal and may limit features that depend on the data or permission.
6. App permissions and device access
Some features may request device permissions such as location, camera, microphone, photos, files, notifications, speech recognition, contacts, or biometrics. We request permissions only when relevant to a feature. You can grant, deny, or withdraw device permissions through your device settings. If you deny or withdraw a permission, the related feature may stop working, but paid functionality will not require unrelated tracking or unnecessary data access.
Permission prompts, labels, and App Store privacy details should match the data actually collected by each app version. If an app has product-specific data handling, the App Store product page or in-app notice may provide additional details.
7. Your privacy rights
Depending on where you live, you may have rights to request access, correction, deletion, portability, restriction, objection, withdrawal of consent, or review of automated decisions. You may also have the right to complain to a data protection authority.
To exercise your rights, contact support@digitaldojo.services. We may need to verify your identity and confirm your relationship to the account or organization before acting on a request. If your account is controlled by an employer, clinic, school, restaurant, or other organization, we may direct the request to that organization or process it under its instructions.
8. Children and minors
Our apps and services are not directed to children under 13 and are not intended for use by children without authorization from a parent, guardian, school, clinic, employer, or other responsible organization. We do not knowingly collect personal data from children under 13 without appropriate consent or another lawful basis.
If we learn that we collected personal data from a child under 13 without required consent, we will take reasonable steps to delete it or obtain appropriate consent. If a customer uses our services with minors, the customer is responsible for obtaining any required parental, guardian, school, or institutional authorization and for using age-appropriate settings.
Parents or guardians may contact us to review, correct, delete, or stop further collection or use of a child's personal data, subject to verification and applicable law.
9. Data retention and deletion
We retain personal data only for as long as reasonably needed for the purposes described in this policy, unless a longer retention period is required or permitted by law, contract, security obligations, audit requirements, backups, dispute resolution, or legitimate business needs.
- Account data is generally retained while the account is active.
- Operational records are retained according to customer configuration, product needs, or customer instructions.
- Support records are retained as needed to respond to requests and maintain service history.
- Security logs and backups may persist for a limited period after deletion from active systems.
You may request deletion by contacting support. We will delete or de-identify data when legally and operationally appropriate, subject to verification and retention obligations.
10. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure. These safeguards may include access controls, authentication, encryption in transit where supported, logging, backups, least-privilege practices, and vendor review.
No system is perfectly secure. If you believe your account or data has been compromised, contact us promptly at support@digitaldojo.services.
11. International transfers
We may process and store data in countries other than where you live. When required, we use appropriate safeguards for international transfers, such as contractual commitments, customer-approved processing locations, or other mechanisms recognized by applicable law.
12. AI and automated processing
Our AI features may help summarize information, generate recommendations, classify records, simulate conversations, or assist workflows. AI output may be incomplete or inaccurate and should be reviewed by an authorized human before use in important business, clinical, employment, legal, financial, or safety decisions.
We do not make decisions with legal or similarly significant effects about you using solely automated processing unless we disclose that processing, have a lawful basis, and provide required rights under applicable law.
13. Changes to this policy
We may update this policy as our apps, services, laws, or operational practices change. The updated policy will show a new effective date. If a material change affects how we use personal data, we will provide notice through the app, website, email, customer administrator, or another appropriate channel.
14. Contact us
For privacy questions, support, consent withdrawal, or data access/deletion requests, contact:
This policy is intended to support App Store privacy requirements and common privacy obligations such as GDPR and COPPA. It is not a substitute for legal advice from a qualified privacy lawyer reviewing your exact app behavior, markets, vendors, and data flows.