Privacy & GDPR

TrainAR captures POV video and voice from real engineers doing real customer-facing work. This page covers what's stored, how long it's kept, who can see it, and how deletion + customer-data requests work.

What gets stored

For every session:

Data	Where	Notes
POV video recording	TrainAR object storage (encrypted at rest)	Used for review, audit, optionally bundle writeback.
Engineer voice audio	TrainAR object storage (encrypted at rest)	Stored alongside video.
AI voice replies (trainee mode)	TrainAR object storage	Saved as part of recording.
Transcript	TrainAR database	Text-only, derived from voice.
AI session summary	TrainAR database	Derived from transcript + sampled video.
Skill call log	TrainAR database	Which skills were called with what inputs.
Camera-capture frames (trainee mode)	Inline in session metadata	Not separately stored.
Task context (if linked)	TrainAR database	Title, description, customer/site info if applicable.

All data is tenant-scoped. No other TrainAR customer can see any of it. TrainAR platform staff have access only for support purposes and only with auditable activity logs.

Encryption

• In transit — TLS 1.2+ everywhere (HTTPS, WebRTC over DTLS/SRTP).
• At rest — AES-256 on object storage; encrypted databases.
• Voice channel — WebRTC media streams between glasses and TrainAR cloud are DTLS/SRTP-encrypted.

What the AI sees and doesn't

The on-glasses AI's data scope:

Source	When	Stored?
Glasses camera (single frame, on request)	When engineer says "look at this"	Inline in session metadata only — not separately stored.
Knowledge base text + images	When search_knowledge is called	Knowledge stays in your tenant.
Loaded procedure	If a procedure is loaded for the task	Procedure is in your tenant.
Manufacturer manual pages (Parts & Spares bundle)	On-demand via pa_show_manual_page	Catalogue is platform-managed, content stays at Parts Arena.
Engineer voice	Real-time	Stored in session recording.

The AI does not see:

• Continuous live video. The recording is saved, but not continuously streamed to the real-time AI. Frames are only fed on explicit "look at this" requests.
• Anything from your CRM, FSM, or accounting tools — those are handled by integrations (which produce tasks, with explicit field mapping), not by the on-glasses AI directly.
• Other tenants' data.

Retention

Default retention periods (configurable per tenant):

Data	Default retention
Session recordings (video + audio)	365 days
Session transcripts	365 days
Session summaries	7 years (audit trail)
Skill call logs	90 days
Tasks	7 years
Procedures	Indefinite (until you archive/delete)
Knowledge documents	Indefinite (until you delete)

Adjust retention from Settings → Account → Data retention. Shorter retention = lower storage costs; longer retention = more audit trail.

Deletion

Deleting a single session

1. Dashboard → Sessions → [the session] → Actions → Delete.
2. Confirm.
3. The recording, transcript, summary, and skill log are deleted within 24 hours.
4. The session row is preserved with a Deleted marker (for audit trail — to show that a session existed at this time, without exposing its content).

Deletion is not reversible. Make sure you've extracted any procedures + writeback you wanted before deleting.

Bulk deletion

From the Sessions list view:

1. Select multiple sessions.
2. Click Bulk delete.
3. Confirm.

Bulk deletion still respects the same 24-hour propagation.

Account-wide deletion

If you cancel your TrainAR subscription:

• Read-only access continues for 90 days for export purposes.
• After 90 days, all session data is deleted unless you've requested preservation.
• Procedures, skills, knowledge, integration configs are deleted at the same time.

Contact support if you need an extended preservation window (e.g. for an ongoing regulatory matter).

Customer-data requests (GDPR / subject access)

If a customer of yours (e.g. a homeowner whose property was the subject of a session) makes a subject access request:

1. Dashboard → Sessions — filter sessions by the customer's address, name, or task reference.
2. For each session, click Actions → Export for SAR. The export bundles:
   • The recording (or a trimmed version with non-customer content removed).
   • The transcript.
   • The summary.
   • Task context.
3. Provide the export to the customer.

If the customer requests deletion of their data ("right to erasure"):

1. Dashboard → Sessions → [the session] → Actions → Delete for GDPR.
2. The session is deleted; an audit record notes that deletion was for a GDPR request.

If you need to delete just a portion of a session (e.g. just the customer's name spoken aloud in audio), use Redact instead of Delete — it beeps over the targeted segment without losing the rest of the session.

Customer awareness

Engineers wearing the glasses should make customers aware they're being recorded. TrainAR doesn't enforce this automatically — it's your responsibility as the data controller. Many of our customers display a notice on the engineer's clipboard ("Your engineer is wearing AR glasses for training purposes...") or include it in their booking confirmation.

We strongly recommend:

• Telling the customer at the door.
• Pausing the session if the customer asks you to.
• Honouring customer requests to delete recordings after the fact (the Delete for GDPR flow).

Data processing

TrainAR uses the following sub-processors:

• OpenAI (Realtime API) — for on-session voice + AI tool-calling. Voice + frame data is in-flight; not retained by OpenAI per the API agreement.
• Google (Gemini 2.5 Pro) — for post-session procedure extraction. Recording + transcript is sent to Gemini for processing; not retained by Google per the API agreement.
• Cloud infrastructure (Supabase / AWS) — for storage and compute. Data resides in EU (eu-west-1).

We sign DPAs with all sub-processors. Your data is never used for model training.

A full, updated sub-processor list is maintained in your tenant's Settings → Account → Sub-processors.

Audit trail

Every meaningful action in your tenant produces an audit log entry:

• Session created / deleted.
• Procedure published / archived.
• User invited / role changed.
• API key created / revoked.
• Bundle subscribed / cancelled.
• Integration connected / disconnected.

Audit logs are available from Settings → Account → Audit log, retained for 7 years.

Compliance posture

TrainAR is built to support compliance with:

• UK GDPR + EU GDPR (data protection regulations).
• ISO 27001 (information security — certification in progress).
• SOC 2 Type II (operational security — audit in progress).

Contact us if you need a formal compliance statement, completed security questionnaire, or signed DPA: legal@trainar.ai.

Where to next

• Reviewing a session — the review surface, including redact + delete.
• Settings & Configuration — retention configuration, sub-processor list, audit log.
• Your tenant — how the tenant boundary works.