Privacy Policy — Square Agent Live

This Privacy Policy explains how Gentic AI Ltd ("we", "us", "our") collects, uses, and protects your information when you use the Square Agent Live mobile application and related services (the "App"). Square Agent Live is a voice-first assistant for farm safety guidance and record-keeping.

Square Agent Live is provided to invited organisations only. You need an invitation from your workspace administrator to create an account and sign in.

Who is responsible for your data

Gentic AI Ltd is the data controller responsible for your personal data.

• Contact: info@squareagent.co.uk

If your organisation invited you to the App, that organisation is also responsible for the records created within its workspace.

Information we collect

We collect only what is needed to run the App:

Account information

• Your name and email address, used to create your account, sign you in, and associate you with your organisation's workspace.
• Authentication data (securely signed session/bearer tokens). We do not store your password in plain text.

Voice and audio

• Audio you record when you talk to the assistant or capture a voice note or recording. Microphone access is only used while you are actively recording or in a voice conversation.
• Transcripts generated from that audio so you have a written record.

Content you create

• Messages you send to the assistant (by voice or text) and the assistant's responses.
• Farm records you enter, including near misses, risk assessments, accident book entries, medicine records, birth registers, notes, tasks, and tables.
• Photos you optionally attach to recordings (camera access is only used when you choose to take or attach a photo).

Usage information

• Basic operational and cost/usage metrics (for example, token and usage counts) used to run, secure, and maintain the service. We do not use these to track you across other companies' apps or websites.

We do not knowingly collect data from children, and the App is not directed at children.

How we use your information

We use your information to:

• Provide the assistant and generate answers to your questions;
• Create and store the records and recordings you choose to keep;
• Authenticate you and keep your account and workspace secure;
• Operate, maintain, debug, and improve the service;
• Comply with legal obligations.

We do not sell your personal data, and we do not use it for advertising or cross-app tracking.

AI providers and other third parties

To generate voice and text responses, the content of your conversations (including the audio and/or text you provide) is sent to third-party AI providers that process it on our behalf:

• OpenAI (real-time voice and text)
• Google (Gemini) (voice and text)
• LiveKit (real-time audio transport)

These providers process your content solely to return a response to the App. Their handling of data is governed by their own terms and privacy policies. We send only what is necessary to provide the feature you are using.

We also use the following service providers to operate the App:

• Cloudflare — hosts our backend (Workers), database (D1), object storage (R2, used for conversations and recordings), and per-organisation workspace storage. Data is transmitted over encrypted (HTTPS/TLS) connections.
• An email delivery service, used to send account invitations and password reset messages.

Where your data is stored

Your account data, records, transcripts, and recordings are stored in our backend infrastructure operated on Cloudflare. Data in transit is protected using standard encryption (HTTPS/TLS and, for voice, WebRTC).

Depending on the provider and your region, your data may be processed in countries other than your own. Where required, we rely on appropriate safeguards for such transfers.

Data sharing within your organisation

Square Agent Live uses shared workspaces. Records, recordings, and content created in your organisation's workspace may be visible to other members and administrators of that same workspace. Access is invite-only, and your data is not shared with other organisations.

How long we keep your data

We keep your information for as long as your account is active and your organisation uses the App, and as needed to provide the service and meet legal obligations. You or your workspace administrator can request deletion of your account and associated data (see "Your rights" below).

Your rights

Depending on where you live (for example, under UK/EU GDPR or similar laws), you may have the right to:

• Access the personal data we hold about you;
• Request correction of inaccurate data;
• Request deletion of your data;
• Object to or restrict certain processing;
• Request a copy of your data in a portable format;
• Withdraw consent where processing is based on consent.

To exercise any of these rights, contact us at info@squareagent.co.uk. Because the App is organisation-based, some requests may need to be coordinated with your workspace administrator. You also have the right to complain to your local data protection authority.

Permissions we request

• Microphone — to record voice conversations and voice notes. Used only while recording or in a voice conversation.
• Camera — to take photos you choose to attach to recordings.

You can revoke these permissions at any time in your device settings; some features will not work without them.

Security

We use encryption in transit and access controls to protect your data. No method of transmission or storage is completely secure, but we take reasonable measures to protect your information.

Changes to this policy

We may update this Privacy Policy from time to time. We will revise the "Last updated" date above and, where appropriate, notify you within the App.

Governing law

This Privacy Policy is governed by the laws of England & Wales.

Contact us

If you have questions about this Privacy Policy or how we handle your data, contact us at:

Gentic AI Ltd
info@squareagent.co.uk