SAYON ("we", "us") is an app that licensed timber pest inspectors in Australia use to record inspection findings and write reports, quotes and certificates. This policy explains what personal information the app collects, how it is used, who it is shared with, how long it is kept, and how to contact us or complain.
It covers information about the inspectors and businesses who use the app ("inspectors"), and about the property owners, occupants and other clients whose properties they inspect ("clients").
SAYON is a business name of a sole trader, ABN 39 394 267 144, based in Barrack Heights NSW, Australia. We follow the Australian Privacy Principles and the Notifiable Data Breaches scheme in the Privacy Act 1988 voluntarily.
The inspector decides what client information to collect and what goes in each report. We store and process that information on the inspector's behalf, only to run the app. Clients with a question about their report should contact their inspector first. They can also contact us using the details at the end of this policy, and we will pass the request to their inspector.
We don't knowingly collect health information, bank account details or government identifiers (such as tax file numbers) through the app.
Most information comes from the inspector using the app: speaking notes, typing into fields, taking photos and capturing signatures. Clients mostly don't use the app themselves. Their information is entered by the inspector they have engaged to do the inspection.
The exception is the link an inspector can send to a client. On that page the client can read and sign the pre-inspection agreement, read a quote and accept it (with a signature) or decline it (with an optional note), and download the report and quote as PDFs. When the client signs or answers, the page records the name they type, their signature or note, the type of browser and the time zone of their device, and the time. This is stored with the inspector's account.
The inspector lets the client know, at or before the inspection, that SAYON is used to record and process the inspection, including that spoken notes are turned into text and drafted into a report using the services below, and makes this policy available (for example, by sharing this page's link). SAYON's default pre-inspection agreement includes this notice. An inspector who changes the agreement text is responsible for keeping a notice in it. While the inspector is recording, the phone may also pick up other conversation nearby. That is turned into text in the same way, and only details about the inspection are used in the report.
We use this information to run the app for the inspector: to draft the report, quote and other documents, let the inspector check and finish them, send them to the client, keep a record of past jobs, bill for the plan, and fix problems with the app. We don't use it for anything else.
Speech to text. SAYON runs in the phone's browser. When the inspector is online, signed in and has a current plan or trial, the app records each spoken phrase and sends it through our server to Cloudflare Workers AI, which runs the Whisper speech-to-text model on Cloudflare's own network and returns the text. Nothing is sent to OpenAI. We don't keep the audio.
Speech to text on the phone. When that can't be used (with no signal, when signed out, or when the trial or plan has ended), the browser's built-in speech recognition is used instead. In Safari (iPhone and iPad) that is Apple's, and in Chrome it is Google's. Depending on the device, the audio may go to Apple's or Google's servers. That step is covered by Apple's or Google's own privacy policy, not this one.
Drafting with AI. Our server, which runs on Cloudflare, sends Anthropic's Claude API the text of the inspector's spoken notes for the report, quote, agreement and treatment record, and photos when the inspector reads a compliance plate or taps Analyze. Claude drafts the fields and wording and the result comes back to the app. We don't keep these on our server.
Addresses and weather. As the inspector types an address, Google suggests full addresses. When the inspector fills in the weather, our server asks Google's Weather service for the conditions at the property, using its location. If no address has been picked, the app asks the phone for its location once, rounds it, and doesn't store it.
The inspector decides. AI only drafts. The inspector checks every field, can change anything, and signs the report. No decision about a client is made by software alone.
Drafts, saved reports, photos and signatures are kept on the inspector's phone and backed up to a database run by Supabase in Sydney, Australia, so they survive a lost or replaced phone. Photos are kept in private storage linked to the inspector's account.
When an inspector sends a quote with a client link, the report and quote PDFs are stored so the client's page can offer them. Anyone who has the link can open the page and download those PDFs, so it should only be shared with the client. The link asks for a signature or answer for 14 days. The PDFs are deleted 30 days after that, and straight away if the inspector deletes their account.
The app keeps the sign-in, drafts, reports and photos in the phone's browser storage. SAYON sets no cookies of its own. Google Maps and Google Fonts may set or read their own.
We use these service providers to run the app. Each one only receives what it needs for its job, and is bound by its own terms to keep it confidential and use it only to provide its service.
Because Cloudflare, Anthropic, Apple, Google, Resend, Stripe, Sentry, PostHog and GitHub may process data outside Australia, mainly in the United States, using the app involves sending personal information overseas.
We don't sell personal information, and we don't share it with anyone for marketing.
Supabase encrypts information in transit and at rest. Sign-in is needed to use the app, and the database only lets each account reach its own business's information. The client link is the exception: anyone holding a link can open that page and its PDFs, which is why links should only go to the client. When an inspector signs out, their reports, photos and signatures are backed up to their account and removed from the phone. Inspectors are responsible for keeping their phone secure while signed in.
Inspectors can see and change their own details in the app, and can ask us for a copy of what we hold about them. Clients should ask their inspector, who controls the report. If a client asks us, we pass the request to their inspector and help them answer it. We reply to requests within 30 days.
If we become aware of a data breach involving information in SAYON, we will act quickly to contain it and assess the harm. We will tell the affected inspectors and businesses promptly, so they can meet their own obligations to their clients, and where a breach is likely to cause serious harm we will notify the people affected and the Office of the Australian Information Commissioner (OAIC).
If you are unhappy with how your information has been handled, email us at the address below and tell us what happened. We will acknowledge your complaint within 7 days and give you our answer within 30 days. If you aren't satisfied with our answer, you can complain to the OAIC at oaic.gov.au or on 1300 363 992.
SAYON is a professional tool for licensed inspectors and isn't directed at children.
We may update this policy when the app or the law changes. We will tell inspectors about important changes in the app or by email before they take effect. The "Last updated" date at the top shows the latest version.
If you have any questions about this policy or how your information is handled, you can contact us at: