Please read this Privacy Policy carefully before using the Inspect IT platform.

The Inspect IT platform, website, web application and mobile applications are operated by Inspect IT. This Privacy Policy explains how we collect, use, store, protect and share personal information when you use our website, application, mobile apps, inspection tools, reporting tools, AI-supported features and related services.
   

Last updated: 19 June 2026
   

1. Introduction

Inspect IT provides a digital inspection platform for managing inspections, reports, assets, equipment, tasks, work orders, expenses, evidence capture, communication and related operational workflows.

For more information about our services, please visit:

https://inspectit.eu

This Privacy Policy applies to Inspect IT, referred to in this policy as “Inspect IT”, “we”, “our” or “us”, in relation to:

1.1 The use of our website at https://inspectit.eu.

1.2 The use of our web application at https://app.inspectit.eu.

1.3 The use of Inspect IT mobile applications.

1.4 The use of our inspection, reporting, task management, asset management, media capture, AI-supported and workflow tools.

1.5 Social media messages, marketing campaigns, events, demos and sales communications.

1.6 Customer support, onboarding, training and account management.

1.7 Any other products or services provided by Inspect IT.

This Privacy Policy applies to personal data relationships with Inspect IT as:

1.8 A website visitor.

1.9 An end user of the application.

1.10 A customer, prospective customer or trial user.

1.11 A partner, supplier or contractor.

1.12 A job applicant.

Customers contract the use of Inspect IT and may give access to their employees, contractors, inspectors, clients, tenants, partners or other third parties. Customer administrators can create users, assign roles and manage permissions inside the platform.

Different users may have different access rights depending on the role and permissions set by the customer administrator.

2. Personal information we collect

We collect personal information in different ways depending on how you interact with Inspect IT.

2.1 Information you choose to provide to us

We may ask you to provide personal information when:

2.1.1 You request a free trial, pilot or demo.

2.1.2 You contact us through our website.

2.1.3 You connect with us by email, phone, video call, meeting, chat or social media.

2.1.4 You create an account or receive access to the application.

2.1.5 A customer administrator grants you access to the application.

2.1.6 You upload, enter or submit personal information into the application.

2.1.7 You create inspections, reports, tasks, work orders, asset records, expenses or comments.

2.1.8 You upload photos, videos, documents, audio, signatures or other inspection evidence.

2.1.9 You use AI-supported features.

2.1.10 You participate in marketing, sales promotions, webinars, events or industry networking.

2.1.11 You request support, training or onboarding.

2.1.12 You pay for our services.

2.1.13 You apply for a job with us.

The personal information we collect may include:

2.1.14 First and last name.

2.1.15 Business email address.

2.1.16 Phone number.

2.1.17 Company name.

2.1.18 Job title.

2.1.19 Billing details.

2.1.20 Account login details.

2.1.21 User role and permission data.

2.1.22 Support messages.

2.1.23 Communication history.

2.1.24 Meeting notes or call recordings where permitted.

2.1.25 Resume, cover letter and recruitment information if you apply for a role.

As an end user of the application, we may collect your name, business email address, user role, inspection activity, comments, media, signatures, location information and other information you enter or upload into Inspect IT.

We may also collect data uploaded by you, your employer, your organisation or other users of the application. This may include personal information needed to use Inspect IT, such as:

2.1.26 Employee names and email addresses.

2.1.27 Contractor names and email addresses.

2.1.28 Client, tenant, vendor or supplier names and contact details.

2.1.29 Property, building, asset or equipment information linked to identifiable people.

2.1.30 Inspection comments, photos, videos, audio, documents and signatures.

2.1.31 Location data linked to inspections, assets, reports or users.

2.1.32 Task, work order and maintenance records.

2.1.33 Expense records and uploaded receipts.

2.1.34 Communication records connected to inspections, reports or tasks.

You must follow your organisation’s privacy policy and any applicable legal or regulatory requirements when uploading, accessing or using personal information in Inspect IT.

2.2 Information we collect automatically

We collect certain information automatically when you visit our website or use the application.

This may happen through cookies, analytics tools, log files and similar technologies.

The information collected may include:

2.2.1 Access times.

2.2.2 Pages viewed.

2.2.3 Links clicked.

2.2.4 Search terms entered.

2.2.5 Actions taken in the website or application.

2.2.6 Device information.

2.2.7 IP address.

2.2.8 Approximate location.

2.2.9 Browser type and language.

2.2.10 Operating system.

2.2.11 App version.

2.2.12 Device type.

2.2.13 Referring website URL.

2.2.14 Exit website URL.

2.2.15 Error logs.

2.2.16 Feature usage.

2.2.17 Session activity.

2.2.18 Security and authentication logs.

We may also collect information when you open emails from us or click links within those emails.

2.3 Information we may collect from third parties

We may collect information from third parties where lawful and relevant.

This may include:

2.3.1 Social media platforms.

2.3.2 Business directories.

2.3.3 Industry events.

2.3.4 Referral partners.

2.3.5 Marketing platforms.

2.3.6 Public company websites.

2.3.7 Payment providers.

2.3.8 Authentication providers.

2.3.9 Customer administrators.

The personal information collected may include your name, email address, business address, job title, company name, telephone number and business profile information.

3. How we use personal information

We use personal information to:

3.1 Deliver the contracted Services.

3.2 Allow users to access and use the application.

3.3 Create and manage user accounts.

3.4 Manage roles, permissions and customer workspaces.

3.5 Enable inspections, reports, evidence capture, asset records, tasks, work orders and expenses.

3.6 Provide AI-supported features, including summaries, report drafts, classification, transcription and data extraction.

3.7 Provide customer support, onboarding and training.

3.8 Communicate with you by email, phone, chat, video call or other communication channels.

3.9 Schedule demos and manage free trials or pilots.

3.10 Process payments and manage subscriptions.

3.11 Send important service messages, security notices, product updates and changes to our terms or policies.

3.12 Send marketing communications where permitted by law.

3.13 Manage events, webinars, campaigns and sales activity.

3.14 Carry out market research and improve our services.

3.15 Analyse website and application usage.

3.16 Improve user experience, performance and reliability.

3.17 Maintain and secure the website, application and infrastructure.

3.18 Prevent fraud, abuse, misuse and unauthorised access.

3.19 Enforce our Terms of Service and customer agreements.

3.20 Comply with legal obligations.

3.21 Protect the rights, safety and security of Inspect IT, our customers, users and third parties.

We may record video calls or online meetings where lawful and appropriate. If we record a call, we will tell participants before or at the start of the call.

We do not sell your personal information to third parties.

4. How we share personal information

We may share personal information in the following ways.

4.1 Within the Inspect IT application

If you are an end user of the application, your personal information may be visible to other users who have access to the same customer workspace, organisation, inspection, report, task, asset, project or record.

The visibility of your information depends on customer settings, roles and permissions.

Customer administrators control which users can access specific information inside their account.

4.2 With service providers

We use third-party service providers to help us provide, secure, host, maintain, support and improve the Services.

These providers may support:

4.2.1 Cloud hosting.

4.2.2 Data storage.

4.2.3 Email delivery.

4.2.4 Analytics.

4.2.5 Error monitoring.

4.2.6 Payment processing.

4.2.7 Customer support.

4.2.8 Authentication.

4.2.9 AI processing.

4.2.10 Security.

4.2.11 Marketing and communication.

Service providers may access personal information only as reasonably necessary to perform services for us.

We require service providers to protect personal information, use it only for the agreed purpose and not sell it.

4.3 Legal disclosures

We may disclose personal information if required by law, court order, subpoena, regulatory request or other legal process.

Where appropriate and lawful, we may notify customers about legal requests for their data.

We may also disclose personal information where we believe it is necessary to protect the security, rights, property or safety of Inspect IT, our users, our customers or others.

4.4 Change in control

We may share personal information as part of a merger, sale, acquisition, investment, financing, restructuring or transfer of all or part of our business.

Any new owner or successor may continue to use personal information in line with this Privacy Policy, unless you are told otherwise or consent is required by law.

5. How we secure personal information

We are committed to protecting personal information.

We use physical, administrative and technical safeguards designed to protect personal information from unauthorised access, use, loss, misuse, alteration or disclosure.

These safeguards may include:

5.1 Access controls.

5.2 Role-based permissions.

5.3 Authentication controls.

5.4 Encryption in transit.

5.5 Encryption at rest where appropriate.

5.6 Logging and monitoring.

5.7 Backup and recovery processes.

5.8 Secure hosting environments.

5.9 Security testing and review.

5.10 Internal policies and staff access controls.

No system can be guaranteed to be completely secure. You are responsible for keeping your login details secure and using the Services in a safe way.

6. Your rights

Depending on your location and applicable law, you may have rights over your personal information.

We aim to provide the following rights to individuals where applicable:

6.1 Access your personal information or request a copy.

6.2 Be told what personal information we collect and how we use it.

6.3 Correct or update your personal information.

6.4 Delete or erase your personal information.

6.5 Object to the processing of your personal information.

6.6 Restrict how we process your personal information.

6.7 Export your personal information in a machine-readable format.

6.8 Withdraw consent where processing is based on consent.

6.9 Object to direct marketing.

If you are an end user of the application, your organisation may be the controller of your personal information. In that case, you should contact your employer, customer administrator or the organisation that gave you access to Inspect IT.

You can also update some personal information directly in your user account where the application allows it.

To exercise your rights, please contact us using the details in the Contact section below.

We may need to verify your identity before processing your request.

You also have the right to lodge a complaint with your local data protection authority.

7. How long we keep personal information

We keep personal information for as long as needed to provide the Services, support our customers, comply with legal obligations, resolve disputes, collect fees, prevent fraud, maintain security and enforce our agreements.

The retention period may depend on:

7.1 The type of information.

7.2 The customer account settings.

7.3 The length of the customer relationship.

7.4 Legal, accounting, tax or regulatory requirements.

7.5 Security and backup requirements.

7.6 The need to resolve disputes or enforce rights.

Information that is no longer needed may be deleted, anonymised or aggregated.

Aggregated or anonymised information may be used to understand product usage, improve our Services and analyse business performance.

8. International data transfers

Inspect IT may process personal information in Estonia, the European Union, the European Economic Area and other countries where our service providers or we operate.

Where personal information is transferred outside the European Economic Area, we use lawful transfer mechanisms where required.

These may include:

8.1 Standard contractual clauses.

8.2 Data processing agreements.

8.3 Adequacy decisions.

8.4 Other lawful safeguards permitted by applicable data protection law.

9. Lawful bases for processing

We only collect and process personal information where we have a lawful basis.

Our lawful bases may include:

9.1 Contract. We process personal information to provide the Services and fulfil agreements with customers.

9.2 Consent. We process personal information where you have given clear consent, such as for certain marketing or cookies.

9.3 Legitimate interests. We process personal information for business purposes such as improving the Services, security, support, marketing to business contacts and preventing misuse.

9.4 Legal obligation. We process personal information where required by law.

9.5 Vital interests. We may process personal information where necessary to protect someone’s life or safety.

Where we rely on consent, you may withdraw consent at any time.

10. Cookies and similar technologies

We may use cookies and similar technologies on our website and application.

Cookies help us:

10.1 Keep the website and application working.

10.2 Remember settings and preferences.

10.3 Understand website and application usage.

10.4 Improve performance and user experience.

10.5 Support security and authentication.

10.6 Measure marketing and campaign performance.

You can control cookies through your browser settings.

Some cookies are necessary for the website or application to work. If you disable these cookies, some parts of the Services may not function correctly.

11. Communications preferences

You may choose whether to receive marketing communications from us.

You can unsubscribe from marketing emails by using the unsubscribe link in the email or by contacting us.

Even if you opt out of marketing communications, we may still send you service, security, privacy, billing, account or transactional messages.

12. AI-supported processing

Inspect IT may include AI-supported features that assist with inspection notes, report drafting, image analysis, document extraction, audio transcription, issue classification, task suggestions and workflow automation.

Personal information may be processed when you use these features.

AI-supported outputs may be based on information you upload or enter into the Services, including inspection text, images, documents, audio, reports, comments and related records.

AI outputs are provided to support users. They should be reviewed by a human before being used in final reports, decisions, communications or actions.

We do not use customer content to train public AI models unless this is agreed or clearly permitted by the customer.

13. Location data

Inspect IT may collect location information where required for inspection, asset, report, task, time, evidence or workflow features.

Location information may include:

13.1 GPS location from a mobile device.

13.2 Approximate location from an IP address.

13.3 Location entered manually by a user.

13.4 Property, site, building, room, asset or equipment location.

13.5 Location attached to photos, videos or uploaded files.

Your organisation may decide how location data is used in its Inspect IT account.

You should only upload or collect location data where you have a lawful reason to do so.

14. Children

Inspect IT is intended for business and professional use.

Our Services are not intended for children.

We do not knowingly collect personal information from children.

If we become aware that we have collected personal information from a child without proper authority, we will take reasonable steps to delete it.

15. Other important information

When you visit our website and provide personal information, we may collect and use it based on your consent, legitimate interests, contract or legal obligation, depending on the situation.

As an application end user, your organisation may control the account and may upload, share and process additional personal information.

Your organisation is responsible for ensuring that the personal information it uploads, collects and uses in Inspect IT complies with applicable law.

You can review our Terms of Service here:

https://inspectit.eu/terms-of-service/

16. For individuals based in the European Union, European Economic Area and Switzerland

If you are based in the European Union, European Economic Area or Switzerland, this section provides additional information.

Inspect IT may act as a controller where we process personal information for our own purposes, such as:

16.1 When you visit our website.

16.2 When you contact us directly.

16.3 When we process sales and marketing information.

16.4 When we manage our customer relationships.

16.5 When we process job applications.

Inspect IT may act as a processor where we process personal information inside the application on behalf of our customers.

When we act as a processor, we process personal information under the customer’s instructions.

If you are an end user of the application, please contact the organisation that gave you access to Inspect IT for details about their privacy practices.

Under GDPR, you may have the right to:

16.6 Be informed about the collection and use of your personal data.

16.7 Access your personal data.

16.8 Correct inaccurate personal data.

16.9 Erase your personal data.

16.10 Object to processing.

16.11 Object to direct marketing.

16.12 Export your personal data.

16.13 Restrict processing.

16.14 Withdraw consent where processing is based on consent.

16.15 Lodge a complaint with your local supervisory authority.

If you object to direct marketing, we will stop processing your personal information for direct marketing purposes.

17. For individuals based in California

This section provides additional information for California residents where applicable.

In the last 12 months, we may have collected the following categories of personal information:

17.1 Identifiers, such as name, email address, telephone number, company name, IP address and similar identifiers.

17.2 Customer records, such as username, company name, job title, business email address, billing information and account details.

17.3 Internet or network information, such as browsing history, log data, analytics data, device information and interaction with our website or Services.

17.4 Geolocation data, such as approximate location from IP address or location data connected to application use.

17.5 Sensory information, such as audio or video recordings of calls where permitted by law.

17.6 Professional or employment information, such as job title, company name, CV or cover letter if you apply for a role.

17.7 Other personal information you provide through forms, surveys, comments, support requests, demos, events or the application.

We collect this information from you, your browser or device, your organisation, customer administrators, third party services and public business sources.

We may share personal information with service providers, advisors, analytics providers, marketing providers, security providers and other third parties as described in this Privacy Policy.

California residents may have the right to:

17.8 Know what personal information we have collected.

17.9 Know the categories of sources of personal information.

17.10 Know the purposes for collecting personal information.

17.11 Know the categories of third parties with whom personal information is shared.

17.12 Request deletion of personal information, subject to legal exceptions.

17.13 Request correction of inaccurate personal information.

17.14 Opt out of the sale or sharing of personal information where applicable.

17.15 Be free from discrimination for exercising privacy rights.

We do not sell personal information.

To exercise California privacy rights, please contact us using the details in the Contact section below.

We may need to verify your identity before processing your request.

If you are an employee, former employee, contractor, inspector or other user of an Inspect IT customer, please direct your request to the organisation that gave you access to Inspect IT.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

When we make material changes, we may notify users by email, through the Services or by updating the date at the top of this page.

Your continued use of the Services after changes take effect means you accept the updated Privacy Policy.

19. Contact information

You may contact us to exercise your rights or ask questions about this Privacy Policy and our privacy practices.

Website: https://inspectit.eu

Application: https://app.inspectit.eu

Email: info@inspectit.eu