Trust
Privacy
This notice explains the data used by the current Autonomy Applied test environment.
Last updated: October 24, 2026
Information we process
Autonomy Applied processes account details, authentication records, product activity, purchase and credit records, uploaded documents, imported HOA documents, extracted text, review decisions, generated reports, and support information needed to operate the service.
Documents and AI providers
Documents are stored in private, account-scoped storage. Relevant document content may be sent to configured AI and document-processing providers, including OpenAI and Google Document AI, to extract text, validate OCR, retrieve source material, and generate reports or answers. Human-approved corrections become the searchable version; rejected material is excluded from retrieval.
Tow Intake photo evidence
Tow Intake and Brook's guided tow intake retain an original photo privately and create a separate cleaned JPEG for viewing. Available embedded metadata, which may include GPS location, camera or device identifiers, capture time and other camera tags, is preserved in a private database record together with the uploader, HOA, upload time and file fingerprints. The viewing copy is decoded, rotated, resized when needed, and re-encoded without embedded source metadata. Original files are restricted to server-side recovery and authorized support operations; normal photo links and AI analysis use only the cleaned copy. Published sighting photos and their stored metadata are available to currently authorized board members and Tow users in the same HOA; drafts remain owner-scoped. The original file is retained for new successfully finalized uploads. Older photos may have no retained original or metadata, and missing camera information is never invented. Temporary upload objects are removed after successful retention; a private cleanup process retries abandoned and rejected uploads through the signed-upload token window. Users must upload only photos they are authorized to use, and review suggested vehicle observations. Embedded timestamps and GPS information are unverified source information, not proof of when or where an event occurred.
Tow photo retention and backups
Tow originals, cleaned viewing copies and associated metadata are retained until an authorized deletion; no automatic expiry is currently applied. Starting another intake, closing Brook or removing a temporary upload does not delete retained evidence. Deletion requests require an identity and HOA-permission check, review of related records and preservation obligations, and deliberate removal of the relevant active copies and metadata. Private backup copies and duplicate-detection fingerprints must also be addressed under the approved deletion request; a restore must not silently reintroduce authorized deletions. Backup archives can include both photo copies and private metadata and must be access-restricted. Database backups alone do not contain the stored image bytes. Recovery checks are performed in isolated test targets; a successful local recovery test does not establish a scheduled off-site backup service.
One-time portal imports
When you authorize a credentialed HOA portal import, the username and password are used in memory only for that fetch. They are not saved in the database, storage, background queue, analytics, or AI prompts. Downloaded documents and sanitized source details may be retained in your private knowledge base.
Knowledge Base research
Large, complete-corpus research temporarily stores your research question, document-level progress, validated source references, and grounded result so the work can continue after you close the browser. These owner-scoped research runs are scheduled for deletion 24 hours after they complete fully or partially, fail, or are cancelled. Operational events contain counts and duration buckets, not questions, answers, filenames, document titles, extracted content, or support quotes.
Retention and deletion
Account documents, extracted content, approved semantic navigation records, reports, and purchase records remain available while needed to provide the service or meet operational and legal obligations. Tow photos and metadata follow the until-authorized-deletion policy above. Short-lived durable Knowledge Base research is governed by the separate 24-hour completion retention above. Available deletion controls remove active objects only after reference checks; provider backups and security records may age out on their own schedules. Retention decisions for other products remain separate from the Tow photo policy.
Security and service providers
We use access controls, private storage, ownership checks, redacted operational logs, and restricted server credentials. Infrastructure, authentication, payments, document processing, and AI providers process only the information needed for their role. No system can guarantee absolute security.
Your choices
You can choose what to upload or import, review OCR results, reject extracted content, and delete eligible documents. Contact Autonomy Applied through the support channel shown in the application for access, correction, or deletion questions.