Privacy Policy

At on record, we take your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect your information when you use our platform. We are committed to transparency and giving you control over your data.

1. Information We Collect

1.1 Information You Provide

When you create an account and use on record, you may provide us with:

• Account information such as name, username, email address, and profile details
• Content you create, post, or share including text, images, videos, and comments
• Communications with us or other users through the platform
• Payment information if you use paid features or services

1.2 Automatically Collected Information

When you use on record, we automatically collect certain information:

• Device information including device type, operating system, and unique identifiers
• Usage information such as features used, content viewed, and interactions
• Technical data including IP address, browser type, and access times

1.3 Privacy-Enhanced Location Information

on record collects location information in a privacy-enhanced manner:

• We collect only generic, city-level location information - no exact coordinates
• Location data is stored separately from user identity to prevent individual tracking
• Posts are tagged with city/country only for authenticity verification
• Like analytics show aggregated city data with no personal identification
• You can control location permissions through your device settings

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve on record's services and features
• Verify the authenticity of content through our on record Code system
• Enable privacy-safe engagement metrics through city-level analytics
• Communicate with you about updates, features, and support
• Protect against fraud, spam, and abuse
• Comply with legal obligations

3. on record Code System

Each post on on record receives a unique 12-digit on record Code. This system is designed with privacy in mind:

• Codes serve as permanent, shareable references for content verification
• No personal data is embedded in on record Codes
• Codes enable authentication without exposing post IDs or user information
• The system facilitates content tracking while preserving user privacy

4. Reporter Mode Privacy Protection

on record's Reporter Mode is built with privacy at its core. When you enable Reporter Mode to contribute content, the following protections are in place:

4.1 Anonymous Session Identifiers

• You are assigned a random session ID (format: RPT-XXXXXXX) that is not linked to your account publicly
• This ID is randomly generated and changes each session
• Your session ID automatically rotates every 2 hours, even while Reporter Mode stays active
• When you disable Reporter Mode, your session ID is immediately invalidated
• There is no way to correlate the same user across different time periods

4.2 Device Information Protection

• We categorize your device into quality tiers (premium, high, standard, basic) rather than storing exact device models
• Camera capabilities are summarized (e.g., "4K capable", "HD capable") without revealing specific hardware
• No unique device identifiers are exposed to administrators

4.3 Location Privacy

• Location is stored at reduced precision (area-level, not exact coordinates)
• Only approximate area names are visible, not precise addresses
• Administrators see general areas, not your exact position

4.4 Task Assignment Privacy

• Tasks are broadcast to areas, not assigned to specific individuals
• Administrators cannot target or identify specific reporters
• Administrators can only see "available reporters in an area" without knowing who they are
• You choose which tasks to accept - there is no forced assignment

5. Content Deletion and Data Retention

on record is designed as an evidence-first platform for authentic news and media. Our deletion and retention policies reflect this mission while balancing user privacy rights:

5.1 Private Media (Not Yet Posted)

• You have full deletion rights for media stored in your private folders
• Deleted private media is permanently removed from our servers
• No backups or copies are retained after deletion

5.2 Public Posts (Evidence Preservation)

Once media is posted publicly on on record, it enters our Evidence Preservation system:

• Soft Deletion: When you delete a post, it is hidden from public view immediately
• Media Preservation: Original media files may be retained for up to 7 years for legal compliance and law enforcement purposes
• Thumbnail Retention: Thumbnails and basic metadata (including on record Code) are permanently preserved
• Audit Trail: All deletion actions are logged for compliance purposes

5.3 Why We Preserve Public Content

on record's mission is to provide authentic, verifiable news and evidence. We preserve public content because:

• Posted content may be cited as evidence in legal, journalistic, or historical contexts
• on record Codes provide permanent verification links for cited content
• Law enforcement agencies may require access to content for investigations
• Maintaining content integrity prevents manipulation or falsification of records

5.4 Shared Media

• If you share media with other users, it may be preserved for their continued access
• Reference counting ensures shared media is not deleted while others have access
• You can revoke sharing access, but this does not delete media from others' posts

5.5 Permanent Deletion (Admin Only)

• Complete and permanent deletion of public content is only available to administrators
• Permanent deletion may be requested for legal reasons (court order, DMCA, etc.)
• All admin deletion actions are logged with reason codes for compliance

5.6 Data Retention Periods

• Private media: Deleted immediately upon user request
• Public post visibility: Hidden immediately upon deletion
• Media files: Retained for up to 7 years (law enforcement compliance)
• Thumbnails and metadata: Retained permanently
• on record Codes: Retained permanently as verification records
• Account data: Deleted within 30 days of account deletion request

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only in these limited circumstances:

• With your consent or at your direction
• With service providers who help us operate on record
• To comply with legal obligations or valid legal requests
• To protect the rights, safety, and security of on record and our users

7. Your Privacy Rights

You have the following rights regarding your data:

• Access: Request a copy of your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and data
• Export: Download your data in a portable format
• Opt-out: Unsubscribe from marketing communications

To exercise these rights, contact us at privacy@onrecord.com

8. Data Security

We implement industry-standard security measures to protect your information from unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

10. Children's Privacy

on record is intended for users aged 13 and older. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top.

12. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Email: contact@onrecord.live