Privacy Policy

Last updated: March 4, 2026

PNEUOMA Capture ("the App") is developed and operated by PNEUOMA ("we," "us," or "our"). This Privacy Policy explains what data the App collects, how it is processed, where it is sent, and how it is stored. The App is an incident documentation tool designed for administrators, managers, and professionals.

1. Data We Collect

The App collects the following data based solely on your input:

• Voice recordings — captured when you use the voice recording feature, used only for transcription
• Incident details — date, time, location, incident type, severity level
• People involved — names of students/employees involved, staff involved, and witnesses (anonymized by default)
• Descriptions and actions — incident narrative, immediate actions taken, follow-up needed, de-escalation strategies
• Reporter name — the name of the person creating the report

2. How We Process Your Data

The App uses AI to transcribe voice recordings, extract structured incident data, generate communication templates, and assist with report refinement through conversational chat.

Specifically, the following AI processing occurs on PNEUOMA's servers:

• Voice transcription: Audio recordings are transmitted to PNEUOMA's AI server for speech-to-text conversion using our self-hosted Whisper model. Audio is processed in memory and deleted immediately after transcription completes. No audio is stored.
• Incident parsing: Transcribed text is analyzed by PNEUOMA's self-hosted Llama model to extract structured fields (date, time, names, descriptions). Processing occurs in memory.
• Communication templates: When you generate templates, incident details are processed by PNEUOMA's AI to draft professional communications. No data leaves PNEUOMA's infrastructure.
• AI Refine Assistant: When you use the chat feature to refine reports, your messages and incident data are processed by PNEUOMA's AI. Conversation data is not stored after the session ends.

3. User Consent

Before any voice data is recorded or sent for AI processing, the App presents a consent screen that clearly explains what data will be collected, how it will be processed, and where it will be sent. You must explicitly consent before voice capture is enabled. You can use the manual entry feature without consenting to AI processing.

4. Data Storage and Security

Incident records you create are stored in the App's database on PNEUOMA's servers. Voice recordings are used only during transcription and are not permanently stored. All stored data remains within PNEUOMA's infrastructure and is not shared with external parties. We implement reasonable security measures to protect your information from unauthorized access, alteration, or destruction.

5. Data Sharing

PNEUOMA does not sell, rent, or share your data with any third parties. Your incident data is accessible only to you. No data is used to train AI models. No data is shared with advertisers, analytics companies, or any external service.

6. Data Retention

• Voice recordings are deleted immediately after transcription — no audio is stored
• Incident reports are retained until you choose to delete them
• AI conversation data from the Refine Assistant is not stored after your session ends
• You can delete individual reports at any time from within the App

7. FERPA Compliance

When used in educational settings, the App is designed with FERPA (Family Educational Rights and Privacy Act) compliance in mind. Student names are anonymized by default (displayed as "Student A," "Student B," etc.). The recorder controls whether to reveal real names. All student data is processed and stored solely on PNEUOMA's own infrastructure. No student personally identifiable information (PII) is transmitted to any third-party service.

8. Your Rights

You have the right to:

• Access and review all data stored in your reports
• Delete individual incidents or request deletion of all your data
• Control how names are displayed (anonymized, real, initials, or custom labels)
• Export your data as PDF reports at any time
• Revoke AI processing consent at any time

9. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Continued use of the App after changes constitutes acceptance of the revised policy.

10. Contact Us

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

Email: camrynjackson@pneuoma.com

Website: pneuoma.com