Privacy Policy

Last updated: September 20, 2026

Draft notice: this policy is a working draft covering the platform's actual data handling. It has not yet been reviewed by legal counsel and should be before it is relied upon as a binding public commitment, particularly given the incident and health-adjacent data this platform can process on a customer's behalf.

OVR365 ("we," "us," "OVR365") provides incident and occurrence-reporting software to hospitals, utilities, municipalities, and similar organizations ("Customers"). This policy explains what data we collect, why, and how it is handled across the OVR365 web portal, iOS app, and Android app.

Who controls the data

Each Customer's reporting content — incident reports, evidence photos and video, reporter and staff accounts, routing and resolution records — belongs to that Customer. OVR365 acts as a data processor on the Customer's behalf, not as the owner of that content. Requests to access, correct, or delete incident data should go to the reporting Customer (e.g. your hospital or municipality), who controls that data.

What we collect

Account data: name, email address, role, and department for each user a Customer provisions.
Incident report content: descriptions, categories, location, and any evidence (photos or short video) a reporter attaches. Evidence is uploaded directly to the Customer's own server storage and is never saved to the reporting device's photo library.
Location: when a reporter files an incident, the app can attach the device's precise location (GPS) to that report, or a location chosen from the Customer's register or scanned from a printed QR label. Location is read only while the app is open and only to record where an incident happened; the app does not track location in the background.
Voice recordings: if a reporter chooses to describe an incident by voice, the recording is sent to the Customer's server to be transcribed into text and is not kept on the device. Voice input is optional; the description can always be typed.
Device and session metadata: device name, app version, and platform, used to let a user see and revoke their own active sessions.
Technical logs: standard web server logs (IP address, request timing) kept for security and abuse prevention.

How evidence integrity is protected

Every piece of uploaded evidence receives a server-side SHA-256 hash at the time of upload, which is retained even if the underlying file is later purged under a Customer's retention policy — so a report's audit trail survives independently of the media itself.

Where data is hosted

Incident data is hosted on infrastructure OVR365 operates or a Customer's own on-premise servers, depending on the Customer's chosen deployment model. Data in transit is encrypted (HTTPS/TLS); data at rest depends on the underlying storage backend the deployment uses.

Retention and deletion

Retention is configured per Customer. Where a Customer sets an evidence retention period, expired evidence files are removed while the report record, its SHA-256 hash, and its audit trail are kept — consistent with the incident record-keeping duties many regulated industries operate under.

Permissions the mobile apps ask for

Camera: to capture photo or short video evidence of an incident.
Microphone: only when the reporter taps Record to describe an incident by voice. Video evidence is recorded without sound.
Location: to record where an incident happened, while the app is in use.
Biometrics (optional): to unlock the app with a fingerprint or face instead of re-entering a password. Biometric data is handled by the device's operating system and is never sent to or stored by OVR365.

AI-assisted classification and transcription

Where a Customer enables it, an uploaded photo and the reporter's description may be analysed by an AI model to suggest an incident category and priority, and a voice recording may be transcribed by a speech-to-text model. Depending on the Customer's configuration this is performed either on the Customer's own servers or by a third-party AI service (currently Google's Gemini API) acting only as a processor on our and the Customer's instructions. AI output is a draft: the reporter reviews and can change every field before anything is submitted, and a person, not the model, decides what is filed.

Who else sees data

We do not sell data. Sub-processors are limited to the infrastructure and communication providers needed to run the service (hosting, email delivery for report notifications, and, where a Customer enables it, the AI service described above), each bound to process data only as instructed.

Your choices

If you are an individual reporter or staff member using a Customer's OVR365 deployment, contact that Customer's own administrator for access, correction, or deletion requests regarding your account or the reports you filed.

Contact

Questions about this policy: info@operva.co