Privacy Policy

Last updated: 13 October 2026

Ducksoup (“Ducksoup”, “we”, “us”, or “our”) provides inspection software that lets inspectors capture findings, organise them by area, and generate and share inspection reports. This Privacy Policy explains what information we collect through our website and mobile app (together, the “Service”), how we use it, and the choices you have.

Information we collect

We collect the following categories of information:

  • Account information. Your name and email address when you sign up or sign in (including when you sign in with Google or Apple), your role within your organisation, and the signature you draw for your reports.
  • Organisation information. Your company or team name and settings, and inspection templates you configure.
  • Inspection content you create. Property addresses, contact details you enter (such as client names, email addresses, and phone numbers), photographs, notes, voice recordings and their transcriptions, measurements, and inspection findings.
  • Technical and usage data. Device and app information, log data, and diagnostic information generated when you use the Service.
  • Approximate location. If you allow it, your device’s location when you look up an address, described below.

How we use your information

  • To provide, maintain, and operate the Service.
  • To generate inspection reports, including AI-assisted drafting of report text from the inspection content you capture.
  • To let you share reports with recipients you choose, via secure links or PDF exports you generate.
  • To provide customer support and respond to your requests.
  • To secure the Service, prevent abuse, and comply with legal obligations.
  • To improve and develop features of the Service.

How your information is shared

We do not sell your personal information. We share information only:

  • Within your organisation. Inspection data is accessible to authorised members of your company account.
  • With recipients you choose. When you share a report link or export, the report contents become available to the people you share them with.
  • With service providers who process data on our behalf under contract, including: cloud hosting, database and file storage, authentication, AI processing (Anthropic and OpenAI, described below), AI request monitoring (Langfuse, when enabled, described below), address search (Photon by Komoot and OpenStreetMap Nominatim, described below), background job processing, error logging (Axiom, described below), and product analytics (PostHog, described below). These providers may process data outside your country, including in the United States and the European Union.
  • For legal reasons, where required by law or to protect rights, safety, and the integrity of the Service.

AI processing

Ducksoup uses AI to describe your photos, turn your voice notes into text, and suggest wording for findings and reports. To do that, some of what you capture is sent to these AI providers:

  • Anthropic (Claude). Receives photos, notes and finding text, to describe photos, suggest and write wording, and draft report text. It also receives documents you import (such as templates and sample reports), emails sent to your booking address, your company’s website when you save your company details, and public property listings for the addresses you inspect.
  • OpenAI. Receives voice recordings, to turn them into text.

These providers process the data to give you the result and do not use it to train their models under our API arrangements. We also do not use your inspection content, templates, or imported reports to train AI models ourselves, or to provide the Service to any other organisation.

In the mobile app we ask before anything you capture is sent to an AI provider. If you choose not to allow it, you can still capture inspections and send reports without AI, and you can change your choice at any time under Settings, AI features.

When AI request monitoring is enabled, we send a copy of each AI request and its result to Langfuse, so we can check the quality, speed and cost of the AI features. That copy can include the inspection content in the request, such as notes, finding text and photo descriptions.

Location and address search

When you look up an address, what you type is sent to our address search providers, Photon (run by Komoot) and OpenStreetMap Nominatim, to find matching addresses. If you allow location access, your device’s approximate location is sent with it, so addresses near you are suggested first. In the web app you can also ask for the address where you are standing, which sends your location to OpenStreetMap Nominatim. We use your location only to suggest addresses. We do not store it, unless you save an address it found as a property.

Error logging

When something goes wrong in the Service, we send a record of the error to Axiom, our error logging provider, so we can find and fix the problem. The record includes the error message and technical details of where it happened, such as the page or screen, and can include your user ID and company ID.

Product analytics

We use PostHog to understand how the Service is used and to turn features on for particular companies. PostHog receives your user ID, name, email address and company ID, the pages and screens you open, and events such as starting an inspection, taking a photo or sharing a report, along with device and browser details. On the website it also records the links and buttons you click, which can include their text. We do not send it your photos or voice recordings. PostHog stores this data in the European Union.

Data retention and deletion

We retain your information for as long as your account is active or as needed to provide the Service. You can delete your account yourself, in the mobile app under Account and in the web app under Settings. Deleting your account removes your sign-in, your details and signature, and your place in every company you belong to. Inspections you did for a company stay with that company, because they are its records. You can also ask us to delete your account and associated personal data by contacting us using the details in the “Contact us” section below. We may retain limited information where required for legal, security, or record-keeping purposes.

Security

We use technical and organisational measures designed to protect your information, including encryption in transit, access controls, and account-based authentication. No method of transmission or storage is completely secure, but we work to protect your data and to address vulnerabilities.

Your rights and choices

Depending on your location, you may have rights to access, correct, export, or delete your personal information. You can update much of your information directly in the app, or contact us to exercise these rights.

Children

The Service is intended for business use by professionals and is not directed to children. We do not knowingly collect personal information from children.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above. Material changes will be communicated through the Service where appropriate.

Contact us

If you have questions about this Privacy Policy or how we handle your information, call us on 027 543 5406, or email support@ducksoup.pro.