Privacy policy

Applies to WolfMap Studio (the website and studio) and the WolfMap Field app. Last updated 2026.

Who we are

WolfMap Studio is made by AlphaWolf Technology. Contact us at [email protected].

What we keep

• Account details — your name, email address, a securely hashed password, your role, and the name of your organisation.
• Your organisation's content — the plans you draw, the floor plans you upload, the asset register, inspection records, photos, documents, work orders, rounds and drills. Your organisation decides what goes in, and it owns it.
• Technical records — sign-in times, an activity log inside your organisation (who recorded what, and when), and the browser or device type, so accounts can be kept secure.
• Payment requests — if you ask for a payment link, the number of users, period, and any phone number or note you give. Payments are made through your bank's KNET page; we never see or keep card or bank details.

What the Field app uses on your phone

• Camera — only while you scan a label or take a photo of an asset. Pictures are sent to your organisation's workspace only when you save an inspection.
• NFC — on Android, only when you tap "Tap an NFC tag" or write a tag.
• Notifications — only if you turn them on, to tell you about due items and work orders.
• Storage on the phone — the register and unsent inspections are kept on the phone so the app works without signal.

The app does not track your location, does not show advertising, and does not sell or share your data for marketing.

How we use it

Only to provide the service: to sign you in, to keep your organisation's data, to send the emails the service needs (sign-in codes, invitations, reminders, payment confirmations), to answer support requests, and to keep the service secure.

Who else handles it

• Our email provider, to deliver the emails above.
• If your organisation uses the optional Studio Assistant, the question you type, a short description of the open sheet, and any drawing or document you attach to that message are sent to an AI provider (OpenAI or Anthropic) to produce the answer. Nothing is sent unless you use the Assistant.

Separation between customers

Each organisation has its own separate database and file store. People in one organisation cannot see another organisation's data.

How long we keep it

For as long as your organisation has an account. When an organisation is deleted, its accounts, plans, register, photos and documents are deleted within 7 days, and removed from backups within 30 days.

Your choices

• You can change your details and password from your account.
• A user can delete their own login from the Field app (Home → Delete my login) or from the account page. Records they made stay with their organisation.
• The owner of an organisation can delete the whole organisation from the account page. See how to delete an account.
• You can ask for a copy of your data, or ask a question about it, at [email protected].

Children

WolfMap is a tool for organisations and their staff. It is not intended for children.

Changes

If this policy changes in a way that matters, we will tell account owners by email.