Effective date: August 11, 2026 · Last updated: August 11, 2026
This policy covers SiteTrak, a mobile field documentation application developed for CTL Engineering
by Rayi Systems Private Limited. This build is currently distributed for
internal testing only via Google Play and is not available to the general public.
1. Introduction
SiteTrak is a field documentation tool that allows authorized users — primarily CTL Engineering project staff and
field personnel — to capture, organize, and annotate site photos, voice notes, and location data associated with
active projects. This Privacy Policy explains what information the app collects, how it is used, and how it is
protected.
By installing and using SiteTrak, you agree to the collection and use of information as described in this policy.
2. Information We Collect
2.1 Account & Profile Information
Name and email address used to sign in
Assigned project(s) and role within the organization
2.2 Photos & Media
Photos captured or uploaded through the app for project documentation
Annotations, markup, and edits made to photos within the app's markup editor
2.3 Voice Recordings
Voice notes recorded within the app for field documentation purposes
Automated transcription (voice-to-text) of these recordings
2.4 Location Data
GPS coordinates captured at the time a photo or note is recorded, used to tag field documentation to a physical site location
2.5 Device & Usage Information
Device type, operating system version, and app version, collected for troubleshooting and compatibility
3. How We Use Your Information
Information collected through SiteTrak is used solely to:
Associate field documentation (photos, voice notes, location) with the correct project and user
Generate transcripts of voice notes for record-keeping and searchability
Allow authorized team members to review, organize, and export project documentation
Maintain and improve app performance and reliability
Provide technical support to users
SiteTrak does not use collected data for advertising, marketing, or profiling purposes.
4. Data Storage & Security
Data type
Where it's stored
Photos & voice recordings
Server-side file storage on project infrastructure
Processed via a third-party speech-to-text service (see Section 5) and stored alongside the related voice note
Access to stored data is restricted to authorized SiteTrak users and administrators. Reasonable administrative
and technical safeguards are used to protect data against unauthorized access, alteration, or loss. However, no
method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.
5. Data Sharing
We do not sell your personal information. Data may be shared only in the following limited circumstances:
Service providers: Voice recordings are sent to a third-party speech-to-text provider solely to generate transcriptions. This provider processes the data on our behalf and is not permitted to use it for other purposes.
Within your organization: Photos, notes, and location data are visible to authorized personnel within your organization (e.g., project managers, engineers) as part of normal project workflows.
Legal requirements: We may disclose information if required to do so by law or in response to valid legal requests.
6. App Permissions
Permission
Purpose
Camera
Capture site photos for documentation
Microphone
Record voice notes for field documentation
Location (GPS)
Tag photos and notes with the site location where they were captured
Storage
Save and retrieve photos and voice notes locally on the device before upload
These permissions are used only while the app is actively performing the related function and only for the purposes described above.
7. Data Retention
Project documentation (photos, voice notes, transcripts, and location data) is retained for as long as the
associated project record is active, or as required by your organization's internal data retention policies.
Data may be deleted upon request, subject to any project or contractual record-keeping requirements.
8. Your Rights & Choices
You may request access to, correction of, or deletion of your personal information, subject to your organization's project record requirements.
You may disable location, camera, or microphone permissions through your device settings, though this may limit core app functionality.
Account access is managed by your organization's SiteTrak administrator.
9. Children's Privacy
SiteTrak is a professional field-documentation tool intended for use by authorized adult personnel only. It is
not directed at, and we do not knowingly collect information from, children under 13.
10. Changes to This Policy
This Privacy Policy may be updated from time to time to reflect changes in the app's functionality or legal
requirements. The "Last updated" date at the top of this page will be revised accordingly. Continued use of the
app after changes are posted constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or how your data is handled, please contact: