This policy explains how URBANROOF ETRADE PRIVATE LIMITED (“UrbanRoof”, “we”, “us”) handles personal data in the FoxScan app and on this website, app.foxscan.in. We follow India's Digital Personal Data Protection Act, 2023 (the “DPDP Act”).
In short
- We collect only what the app needs to make reports, quotations and invoices.
- Your data is stored in India, in Mumbai.
- The AI gets photos and inspection details. It never gets your customers' names, phone numbers or addresses.
- We do not sell data. We do not show ads. We do not use tracking or analytics tools.
- You can delete your account at any time.
1. Who we are
FoxScan is a product of URBANROOF ETRADE PRIVATE LIMITED, Office No 503, Sr No 270/1/23, Fifth Floor Deron Heights Baner Road, Baner Gaon, Haveli, Pune - 411045, India. Email: info@foxscan.in. Phone: +91 8928805805.
2. Who this policy covers
- People who use FoxScan: the company owner and the team members who sign in. In this policy, “your company” means the business that uses FoxScan.
- Your company's customers: the people whose property your team inspects. Your team enters their details in the app. Your company decides what to collect about its customers and why. We handle these details for your company, only to run FoxScan for it. Your company must have its customers' permission to collect their details and to photograph their property.
3. What we collect
| Kind of data | What it includes |
|---|---|
| Account | Name, email address, mobile number and password. We store the password only in a protected (hashed) form. |
| Profile | If you add them: job title, photo, signature, gender and city. |
| Company | Company name, address, phone, email, website, GSTIN, logo, stamp, report cover photo, and the bank details and terms printed on your documents. |
| Customers | Name, mobile number, address, GSTIN (for invoices) and notes your team writes. |
| Inspections | Photos of the property, marks drawn on photos, findings, tap-test results, Bosch thermal PDFs and thermal images, the water sources your engineer traces, and building details such as type, age, floors, rainfall and season. |
| Documents | Reports, quotations, invoices and reinspection audits, with their amounts, GST details and PDF files. |
| Location | Optional. Your phone's position, only when you tap “use my location” to fill in a site address. We use the position once to find the address. We save the address, not your position. |
| Device | A notification token (so we can send you notifications) and the app version. |
| AI feedback | Reports you send with “Report AI content”, and how your engineers change the AI's drafts. |
We do not collect your contacts, call logs, messages or microphone audio. The app picks photos with Android's photo picker, so it cannot see your other photos.
4. Why we use it
- To create your account and sign you in.
- To make reports, quotations, invoices and reinspection audits.
- To sync your work between phones, and to keep it safe when you work offline.
- To send the notifications you have turned on, such as a new job or a follow-up reminder.
- To help you when you contact us.
- To keep FoxScan secure, and to find and fix problems.
- To keep tax records, as the law requires.
We use your data with your consent, which you give when you sign up and use FoxScan, and where the law allows or requires it (for example, to keep tax records). We do not sell personal data. We do not use it for advertising. There are no analytics or tracking tools in the app or on this website.
5. How the AI uses data
FoxScan's AI drafts the diagnosis report. This is how it works:
- Your team's photos, marks, findings, thermal images and temperatures, the traced water sources, the building details and your team's inspection notes go to our AI engine.
- Your customers' names, phone numbers and addresses are never sent to the AI. Please do not type them in inspection notes.
- Our AI engine runs in Mumbai, India, on Google Cloud. It reads the Bosch thermal PDF there. It keeps nothing after a job: it deletes the files when the job ends.
- To write the report, the AI engine sends the photos and inspection details to Anthropic's Claude AI models. This one step may be processed outside India.
- The result is a draft. Your engineer checks and edits it before it goes to a customer.
- We record how your engineers change the AI's drafts, and the AI may look at short coded summaries of your company's own past reports (no names, notes or photos). Today we use this only to improve results for your own company. We do not use one company's data to improve FoxScan for other companies. If we want to change this, we will update this policy and tell you first.
6. Where data is stored
Your FoxScan data is stored in India, in Mumbai. The app also keeps a copy of your work on your phone, so it works offline. Only the AI model step (section 5) and the delivery of notifications may happen outside India. Notifications carry no customer details.
7. Who processes data for us
These service providers process data for us, to run FoxScan:
| Provider | What they do | Where |
|---|---|---|
| Supabase | Database, sign-in and file storage | Mumbai, India |
| Google Cloud | Runs our AI engine | Mumbai, India |
| Anthropic | AI models that draft the report from photos and inspection details (never customer contact details) | May be outside India |
| Google Firebase | Delivers notifications to your phone (no customer details in them) | May be outside India |
| Cloudflare | Hosts this website | May be outside India |
We may also share data when the law requires it, for example with a court or a government authority. When you share a PDF with a customer, for example on WhatsApp or by email, that service handles it under its own policy.
8. Who can see your data
- Each company sees only its own data.
- Inside your company, each person sees what their role needs. The owner sees everything. A branch manager sees their branch. A site engineer sees the jobs given to them.
- UrbanRoof staff see a result you flag with “Report AI content”, so we can fix the problem. Staff tools need two-step sign-in, and their use is recorded. We look at your company's data only when you ask us for help, or when the law requires it.
9. How long we keep data
- While your account is open, we keep your data so the app works.
- When a team member deletes their login, their personal details (phone number, photo, signature) are removed. Their name stays on the company's records, and the company keeps all its work.
- When a company owner deletes the company, we delete the company's data, except its tax invoices.
- Issued and cancelled tax invoices, and their payment records, are kept for the period tax law requires. Today we keep them until 31 March, 8 years after the end of the financial year in which the account is deleted. Then we remove them.
- Deleted data may stay in our secure backups for a short time, until those backups are replaced.
- Technical logs hold ids, error codes and timings, never names, phone numbers, addresses or photos. We keep them for a limited time.
Details: Delete your account.
10. How we protect data
- Data is encrypted when it travels between the app and our servers.
- Server rules check every record and file, so each company and each person sees only what they may see.
- Secret keys are never in the app. The AI engine gets short-lived links to the files of one job, and no access to our database.
- Notifications and logs carry no customer details.
No system is perfectly secure. If a breach affects your personal data, we will tell you and the Data Protection Board of India, as the law requires.
11. Your rights
Under the DPDP Act, you can:
- ask what personal data we hold about you and how we use it;
- correct, complete or update it (you can change many details yourself in the app);
- ask us to delete it (see section 12);
- withdraw your consent at any time. This does not change what we did before. FoxScan cannot work without some data, such as your email, so withdrawing it means closing your account;
- name another person to use these rights for you if you die or cannot act;
- raise a grievance with us, and then with the Data Protection Board of India.
A company owner can also download a copy of all the company's data in the app: More → Export company data.
To use a right, email info@foxscan.in from the email address of your account. We may ask you to confirm who you are.
If you are a customer of a contractor that uses FoxScan, please contact that contractor first, because they decide how your details are used. You can also write to us and we will help.
12. Delete your account
In the app, a team member goes to More → Delete my account; a company owner goes to More → Delete company account. If you cannot use the app, email info@foxscan.in from your account's email address with the subject “Delete my account”. We reply within 7 days. See Delete your account for what is deleted and what is kept.
13. Children
FoxScan is a business app for people aged 18 and over. We do not knowingly collect children's personal data.
14. This website
This website uses no cookies, no tracking and no third-party scripts. Our web host, Cloudflare, keeps basic technical logs, such as IP addresses, to deliver and protect the website.
15. Changes to this policy
If we change this policy, we will update the date at the top. For important changes, we will tell you in the app or by email before they apply.
16. Grievance officer and contact
FoxScan is a product of URBANROOF ETRADE PRIVATE LIMITED.
For questions, requests or complaints about your personal data, contact our Grievance Officer:
- Name: to be added before this policy is published
- Email: info@foxscan.in (subject: Privacy)
- Phone: +91 8928805805
- Post: URBANROOF ETRADE PRIVATE LIMITED, Office No 503, Sr No 270/1/23, Fifth Floor Deron Heights Baner Road, Baner Gaon, Haveli, Pune - 411045, India
We will reply as soon as we can, within the time the law sets. If you are not satisfied with our reply, you can complain to the Data Protection Board of India.