Privacy Policy

Introduction

Arbowise is software for green space care — a web application and a mobile application for field work. This document describes what data we process in three different situations: when you browse this website, when you write to us through the contact form, and when you use the Arbowise application as a user of an organisation that has adopted it.

We have tried to describe the actual state of things rather than generic phrases — including things we would rather have solved better.

1. Who we are

The arbowise.cz website and the Arbowise application are operated by Arvio Technologies s.r.o., registered office Jaselská 275/6, Bubeneč, 160 00 Praha 6, Czech Republic, company ID (IČ) 23536772, VAT ID CZ23536772, entered in the Commercial Register maintained by the Municipal Court in Prague, file no. C 428845.

For matters concerning personal data, write to us at info@arbowise.cz.

2. Visiting the arbowise.cz website

Simply browsing the website does not require any data from you and you do not need to sign in. What happens in the meantime:

• One cookie — your language choice. The website stores the NEXT_LOCALE cookie to remember which language you want to read the pages in. The website sets no other cookie.
• Visitor analytics (PostHog).We track which pages are opened, what is clicked and whether the contact form was started and sent (never its content), in order to improve the website. Analytics runs in PostHog's European cloud. It stores nothing in your browser — analytics data lives only for the duration of a single visit, so we do not recognise you as a returning visitor. We do not record the screen or mouse movements.
• Fonts are loaded from our server, not from Google — while reading the website, your browser does not reach out anywhere else.
• The website runs with a cloud hosting provider (Vercel).

3. Contact form

When you write to us through the form on the Contact page, we process your name, e-mail, company or organisation (optional), the text of the message and the IP address from which you send the form.

The message is sent by e-mail to our address info@arbowise.cz via an e-mail delivery service (Resend); your IP address is part of the e-mail sent. We also use the IP address to limit the number of messages from one address to five per minute, so that the form is not flooded by bots.

4. Account in the Arbowise application

Accounts in the application are created by invitation — they are given to people from organisations that use Arbowise. For each account we keep the name and e-mail and, if you add them, a phone number and profile photo.

You can sign in with a password or a Microsoft account. For every sign-in we store the IP address and browser identification and record sign-ins and sign-outs in an operational log — we need this for account security.

5. Mobile application — what it needs permissions for

The mobile application serves arborists in the field. It asks for these permissions and uses them as follows:

We do not track location in the background. The application works with location only while you have it open.

6. Bug reports (shaking the phone)

When you shake your phone in the mobile application, a bug report form opens. A screenshot of the screen you were on and diagnostics are attached to the report. You see the screenshot and the main part of the diagnostics in the form before you send the report.

The report includes:

• a screenshot — which may contain data you had open at the time,
• the application version, system type and version, device name,
• the coordinates of your location and connection status,
• the screen you were on, synchronisation status and the number of loaded records,
• your identification — name and e-mail, so that we know whom to get back to.

The report is stored with us and forwarded to our bug tracking tool (Linear), where the screenshot sits in a non-public part of the workspace. Reports are read by our team working on the bug.

You send us a report knowingly, which is why it is an exception to the rule that we do not look into your organisation's data without its consent (section 8). Personal data in the text of the report are masked automatically, and before sending we will remind you not to share anything you do not want to share.

7. Application usage analytics

The application (web and mobile) measures how it is used — which screens are opened, how long operations take, whether the device is online and how many records were synchronised. Analytics runs in PostHog's European cloud.

• After you sign in, analytics is linked to your account — your id, name and e-mail are transmitted. After you sign out, this link is removed.
• The rule is that personal data of your organisation's clients do not belong in analytics — only record identifiers, counts and durations.
• We do not record the screen. Application errors are reported to analytics automatically (the error text and the place in the code where it occurred).

8. Data entered into the application by users

A substantial part of the data in Arbowise is not data about you, but data that your organisation enters into the application: jobs, trees and measurements, contacts and clients, documents, photographs and e-mail correspondence. We store this data in our database and file storage.

It goes further only when you use the relevant feature:

• E-mail connection (Microsoft Exchange or Gmail) — when the organisation turns it on, we download messages from selected folders and store their text with the job. We do not store message attachments; they are downloaded only when opened. How many days back messages are loaded is set by the organisation.
• AI features (assistant, generating and analysing documents) — the content you work with is sent to a language model provider. We also keep the prompt and the response ourselves, so that we can trace what the model received and what it returned.
• Reading scanned documents (OCR) — the document is sent to our server in Azure and from there to the Azure AI Document Intelligence service.
• Plant species identification — the photo is sent to the Pl@ntNet service.
• Maps, addresses and cadastre — map layers, address suggestions and cadastral data are loaded directly from your device from their providers (Mapy.cz by Seznam.cz, OpenStreetMap, Esri, ČÚZK). These providers therefore see the address you search for or the map area you display.
• Verification of company details — we verify company IDs and VAT IDs against the public registers ARES and VIES.

Whom this data belongs to and who can see it:

• The data belongs to the organisation that entered it into Arbowise. Other organisations using Arbowise cannot see it.
• We, as the operator,access it only with the organisation's consent. Every such access is logged and the organisation can see it in the log.
• The exception is bug reports that a user knowingly sends us (section 6). Personal data in their text are masked automatically.
• The organisation can export its data and take it with it.

9. Whom we share data with

We do not sell it to anyone. We share it only with providers without whom the application would not work:

Some of these providers also process data outside the European Union. Write to us and we will specify which ones.

10. How long we keep data

To put it plainly: we do not yet have automatic deletion after a set period. Data your organisation enters into Arbowise stays with us for as long as it uses the application. We are preparing specific periods for individual types of records and will add them here.

What already applies today:

• we do not keep a voice recording on the server after transcription,
• we delete the notification delivery token when you sign out,
• how many days back e-mail correspondence is loaded is set by the organisation itself.

If you want something deleted sooner, write to us — see section 11.

11. Your rights

Under the European General Data Protection Regulation, you have the right to know what data we process about you, to request its rectification or erasure, to request restriction of processing, to object to processing and to obtain your data in a machine-readable form. You also have the right to lodge a complaint with the Czech Office for Personal Data Protection (Úřad pro ochranu osobních údajů).

You can exercise any of these rights with us by e-mail at info@arbowise.cz. If you use Arbowise as an employee or collaborator of an organisation, please contact that organisation first — it is the one that keeps the data in the application.

12. Changes to this document

We keep developing the application and this text will change with it. You will always find the current version at this address. The English and German translations are for information only — in case of any discrepancy, the Czech version prevails. The related terms of use govern the use of this website.