Last updated: 27 October 2026
This policy explains what personal data the AV Survey app collects, why, where it goes, how long we keep it, and your rights. We've tried to keep it short and plain.
1. Who we are
AV Survey is made by Roke for Applications and Technologies Limited ("Roke-Tech", "we", "us"), a company registered in Ireland.
We are the data controller for your account and for the data described in this policy.
Contact: info@roke-tech.com. Use this address for any privacy question or request.
2. The short version
- We collect only what the app needs to work: your email address, the surveys you create, and crash reports, plus anything you choose to email us.
- No ads. No tracking. No analytics. We never sell or rent your data.
- No AI. Your surveys, photos and voice notes are not sent to any AI service and are not used to train anything.
- Your data is stored in the EU.
- You can delete your account from inside the app at any time.
3. What we collect, why, and our legal basis
| Data | What it is | Why we need it | Legal basis (GDPR Art. 6) |
|---|---|---|---|
| Account details | Your email address and password. The password is stored only as a secure hash by our database provider; we can't read it. | To create your account, sign you in, sync your surveys between your devices, and send account emails (confirm your email, reset your password). | Contract (6(1)(b)) |
| Survey content | What you enter in a survey: survey and client names, site address, room details, equipment lists, notes, measurements, calculations, contact details and typed signatures you add on the Site Info page. | To store your surveys and keep them in sync across your devices. | Contract (6(1)(b)) |
| Photos | Photos you take or pick for a room. | As above. | Contract (6(1)(b)) |
| Voice notes | Audio notes you record in a room. | As above. | Contract (6(1)(b)) |
| Floor plans | Floor plans you import (PDF or image) and the markings you draw on them. | As above. | Contract (6(1)(b)) |
| Crash reports | When the app crashes or hits an error: the technical error, the app version, the device model and operating system version. We don't attach your email, user ID or IP address, and we remove survey content, web addresses and your device's name. Most reports are cleaned on your device before they're sent; reports from crashes deep in the phone's system code are cleaned by filtering rules on Sentry's servers when they arrive. | To find and fix bugs. | Legitimate interests (6(1)(f)): keeping the app working. |
| Security logs | Our database provider records technical logs of requests to our servers, which include IP addresses. | To keep the service secure and investigate abuse. | Legitimate interests (6(1)(f)): security. |
| Emails you send us | Your email address, your message and anything you attach, whether you write to info@roke-tech.com or use our website contact form. If you use Send feedback in the app, the draft email also includes the app version and build, your device model and its operating system version. You can see these details in the draft and delete them before sending. | To reply to you, deal with your request, and find and fix problems you report. | Legitimate interests (6(1)(f)): answering you and improving the app. |
The app sends nothing to Sentry unless something goes wrong. It doesn't report how often you open it or how you use it.
You don't have to give us any of this, but without an email address and password you can't create an account, and the app needs an account to work.
People in your surveys
Surveys often contain details about other people, such as a client contact's name, email address, phone number or signature. You decide what goes in. Please only add details you're entitled to share, and tell the people concerned if your own obligations require it. We store and sync these details for you and use them for nothing else.
4. What stays on your device only
Some data never leaves your phone or tablet:
- Your company logo. It's saved on the device and placed on the PDFs you make. It is not uploaded.
- PDF reports and export files you create. They stay on the device until you share them (for example by email). Once shared, the app or person you sent them to is responsible for them.
- Noise-floor measurements. The app uses the microphone briefly to measure the room's sound level. The recording is not uploaded and is not kept as a voice note.
- Local copies and temporary files. The app keeps a copy of your surveys, photos, voice notes and floor plans on the device so it works offline. Your phone's operating system may also keep temporary image files in its cache. When a different account signs in on the device, the app removes the previous account's files. If you delete your account in the app, your files are removed from that device straight away. After deleting on our website, a device keeps its copy until you sign in there and choose Continue deleting, a different account signs in, or the app is uninstalled.
- Your sign-in session is stored in the operating system's secure storage (Keychain on iPhone/iPad, Keystore-protected storage on Android).
The app asks for permission before using the camera, photo library or microphone. You can change these permissions at any time in your device settings.
5. Who processes your data
We use a small number of service providers. Each one processes data only on our instructions, under a data processing agreement.
| Provider | What they do | What they receive | Location |
|---|---|---|---|
| Supabase Inc. | Database, file storage and sign-in for the app. Prepares account emails. | Account details, all survey content, photos, voice notes, floor plans, security logs. | EU: Ireland (AWS eu-west-1). |
| Functional Software Inc. (Sentry) | Crash reporting. | Crash reports as described in section 3. | EU: Germany. |
| Google (Google Workspace and Firebase Hosting) | Sends account emails from info@roke-tech.com and holds the mailbox for anything you email us. Hosts our website, roke-tech.com, including the pages you land on after confirming your email or resetting your password. Runs our website contact form. | Your email address and the content of account emails; emails and contact-form messages you send us; standard web server data when you visit the website, such as your IP address. | Google's global network. Our contract is with Google Ireland Limited. |
| Healthchecks.io (SIA Monkey See Monkey Do, Latvia) | Tells us if our nightly clean-up job didn't run. | No personal data. It only receives a status message from our server. | — |
Our domain name is registered with Squarespace. They receive no personal data from the app or the website.
Apple and Google distribute the app through the App Store and Google Play. They process data about your download and purchase under their own privacy policies; we don't control that.
International transfers. Your account, surveys and files are stored in the EU, and crash reports are stored in the EU. Supabase, Sentry and Google are part of US-based groups, and their staff or group companies outside the European Economic Area may access data in limited cases, for example to provide support or keep the service running. Google's network may also handle website traffic and emails outside the EEA. Where that happens, the transfer is covered by the provider's data processing agreement, using the European Commission's Standard Contractual Clauses and, where the provider is certified, the EU–US Data Privacy Framework.
We don't share your data with anyone else, except where the law requires us to (for example, a valid court order).
Our website
roke-tech.com has no analytics, no advertising and no tracking scripts.
- Contact form (contact page only). What you type (name, email address, the service you're interested in, and your message) is sent to us by email through Google Apps Script. Your email address is also held for 10 minutes to stop repeat sending. Legal basis: legitimate interests (6(1)(f)): answering your enquiry and keeping spam out.
- Password reset page. It loads Supabase's sign-in code from the jsDelivr content network, which receives your IP address as part of the request. The page briefly stores a temporary sign-in in your browser while you set your new password, and removes it afterwards.
- Account deletion page. It loads the same Supabase sign-in code from jsDelivr. Your sign-in is kept only in the page's memory, never stored in your browser, and ends when you close the page.
6. How we protect your data
- All data travels between the app and our servers over encrypted connections (HTTPS).
- Our database rules mean each account can only read and change its own surveys and files. We test these rules against direct attacks.
- Data on our servers is encrypted at rest by our provider.
- Crash reports are cleaned before they're stored: on your device where possible, and by filtering rules on Sentry's servers for the rest.
7. How long we keep it
| What | How long |
|---|---|
| Your account and surveys | Until you delete them. |
| A survey or room you delete | Permanently erased, with its photos, voice notes and floor plans, 30 days after you delete it. Until then it's kept so a delete made by mistake on one device can be undone by sync. |
| Your account, after you ask to delete it | Locked straight away, then permanently erased 30 days later (see section 8). |
| Files no longer linked to any survey | Erased after 90 days. |
| Database backups | 7 days. Backups cover the database only, not photos, voice notes or floor plans, so erased files are gone at once. Other erased data disappears when the last backup containing it expires. |
| Security logs | 7 days. |
| Crash reports | 30 days, then deleted. |
| Emails you send us (including contact-form messages) | Up to 2 years after our last message with you, then deleted. |
| ID numbers of erased surveys and rooms | Up to 1 year. These are random codes with no content attached; we keep them only so that an old copy on an offline device can't bring erased data back. |
8. Deleting your account
In the app: go to Account → Delete account, re-enter your password and confirm.
Without the app: use the form at roke-tech.com/delete-account.html, or email info@roke-tech.com from the address on your account.
What happens next:
- Your account is locked at once and you're signed out on all devices. If you delete in the app, your surveys are removed from that device straight away. Copies on any other phone or tablet stay on it until you sign in there again and choose Continue deleting, or a different account signs in on it. Uninstalling the app also removes them.
- You have 30 days to change your mind. If you sign in to the app during that time, it asks whether to keep your account or continue deleting it.
- After 30 days, we permanently erase your account, every survey, and every photo, voice note and floor plan. This can't be undone.
- Copies in database backups expire within 7 days after that (see section 7).
PDFs or files you already shared with others aren't affected: we can't reach them.
9. Your rights
Under the GDPR you have the right to:
- Access the personal data we hold about you, and get a copy.
- Correct it. You can edit your surveys in the app and change your email address under Account.
- Delete it (see section 8).
- Take it with you (data portability). From each survey you can export a PDF report, an Excel spreadsheet, your marked-up floor plans, or a ZIP bundle of the report and floor plans. These don't include your voice notes or original photo files, so for a complete copy in a machine-readable format, email us.
- Restrict how we use it, or object to uses based on legitimate interests (crash reports, security logs, the website contact form and emails you send us).
To use any of these rights, email info@roke-tech.com. We'll reply within one month. We may need to confirm the request comes from the account holder.
You also have the right to complain to the Irish supervisory authority: Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland, www.dataprotection.ie. We'd appreciate the chance to sort things out first, so please contact us.
We don't make any decisions about you by automated means, and we don't build profiles of you.
10. Children
AV Survey is a professional tool for audio-visual installers and surveyors. It is not intended for anyone under 16, and we don't knowingly collect data from children. If you believe a child has created an account, email us and we'll delete it.
11. Changes to this policy
If we change this policy, we'll update the date at the top and publish the new version at roke-tech.com/privacy.html. If a change is significant — for example a new kind of data or a new provider — we'll tell you in the app or by email before it takes effect.