This policy explains how Nexora Systems Inc., operating as OpsClear AI ("we"), collects, uses and protects personal information when you use opsclearai.com and the OpsClear AI app.
1. Person responsible for privacy
Privacy Officer, Nexora Systems Inc. (OpsClear AI). Contact: admin@opsclearai.com.
2. What we collect
- Information you give us: name, email, password (stored as a hash, never readable), trade, team, project and client names, location text, equipment make, model and serial numbers, notes, troubleshooting chats, photos and drawing pages.
- Collected automatically: login times, timestamps on records, and basic server logs (which features were used and whether they worked). Our hosting provider sees your IP address as part of normal web delivery.
- Billing: our payment provider collects your billing name, email, address and payment details to process your payments. We don't receive or store card numbers. We keep a record of your plan, invoices and the date and version of the terms you accepted.
- Photos: location and camera details are removed from every photo before it is saved or sent.
- Company library: documents your company uploads (manuals, drawings, procedures, datasheets) and voice recordings your technicians choose to make about equipment, with the name of the person who added each one. Recordings and documents are read and turned into text on our own server; the audio is never sent to another company. Short text passages from the library go to our AI provider with a troubleshooting question, the same way the rest of the session does. Everyone in your company can open and play the library; the person who added an item, or an admin, can delete it.
- What we don't collect: no analytics, advertising or tracking tools, no tracking cookies, no GPS location, and no stored audio other than recordings you choose to save to your company library. When you tap the mic to talk instead of typing, the audio is turned into text on our own server and deleted immediately; only the text you then send is kept. If you dictate with your phone's keyboard instead, your phone's maker handles that under its own terms; only the resulting text reaches us. Answers read aloud are spoken by your phone itself.
3. How we use it
Only to provide, secure and support the service, to communicate with you about your account, and to meet legal obligations. We do not sell personal information, use it for advertising, or use it to train AI models.
4. Where it is stored and processed
- Your data and its backups are stored in the country chosen at sign-up from your company's billing country: in Canada for companies billed in Canada, and in the United States for all other companies. Your data stays on that server; it is not copied to the other country.
- Troubleshooting content (chats, photos and drawing pages) is processed in the United States by our AI provider to generate answers, under commercial terms that do not allow it to train its models on our customers' content. Only troubleshooting content is sent: no names, emails, company names or billing details.
- Payments are processed by our payment provider, which handles card details under payment-card security standards.
- We use a small number of trusted service providers for hosting, backups, AI processing, payments and email, each bound to protect your information. Information processed outside Canada may be accessible to authorities there under their laws. Business customers can request our list of service providers at admin@opsclearai.com.
5. Business accounts
If your employer provides your account, your employer controls the team workspace and we handle your information on its behalf. All members of a team can see the team's projects, equipment, sessions and photos. Records you create stay with the company account if you leave.
6. How long we keep it
While your subscription is active. When a subscription ends or an account is deleted, its projects, equipment records and sessions are permanently erased from our live systems within 30 days, and from backups as they expire, within 35 days. Billing records are kept as long as tax law requires.
7. Security
We protect information with encryption in transit and at rest, hashed passwords, separation between customers and restricted access. No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify you and the Privacy Commissioner of Canada as the law requires.
8. Your rights
You can ask to access, correct or delete your personal information, withdraw consent (which may mean we can no longer provide the service), or ask how it's handled. Contact the Privacy Officer at admin@opsclearai.com; we respond within 30 days. You can also complain to the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner of Alberta or, for Quebec residents, the Commission d'accès à l'information.
9. US residents
If you live in the United States, your state's privacy law may give you additional rights, such as to know what we collect, to correct or delete it, and to opt out of the sale or sharing of personal information. We don't sell or share personal information for advertising. To use these rights, contact the Privacy Officer at admin@opsclearai.com; we'll verify your request and respond within 45 days, and we won't treat you differently for using them.
10. Changes
We'll post updates here and notify account holders of significant changes by email.