Prentis Field Diagnostic Platform Privacy Policy
Prentis Technologies, Inc. ("Prentis," "Company," "we," "our," or "us") respects your privacy. This Privacy Policy ("Policy") describes how Prentis collects, uses, retains, protects, and discloses information through the Prentis Field Diagnostic Platform, its website, mobile application, software, and related field diagnostic services (collectively, the "Services"). The Services are offered only in the United States.
Prentis operates the Prentis Field Diagnostic Platform for HVAC technicians and apprentices, which may be accessed by unregistered Guests (for whom Prentis collects no contact information and cannot identify the user unless the user registers an account), registered individual Subscribers, and Subscribers under an employer-sponsored plan. The Prentis Pre-Hire Training Program is a separate product governed by a separate privacy policy.
1. Applicability
This Privacy Policy applies to all users of the Prentis Field Diagnostic Platform, including Guests, Subscribers, and participating Employers. This Policy does not obtain a bystander's consent to recording or image capture.
"Job-Site Customer" means a person or entity that engages a user or the user's employer for service, including property owners, operators, tenants, and occupants.
This Privacy Policy does not apply to third-party applications, websites, or services that integrate with or are accessible through the Services ("Third-Party Services"). Third-Party Services are governed by their own privacy policies, and we encourage you to review them before providing any information.
2. Information We Collect
We collect information in three ways: (a) information you provide directly, (b) information collected automatically, and (c) information obtained from third-party sources.
2.1 Information You Provide to Us
(a) Account Information. When you register an account, you provide your name, email address, phone number, and registration details. Where Prentis permits unregistered Guest access, Prentis collects no contact information from Guests.
(b) Communications. We collect the content of messages and requests you send to us, including support inquiries, feedback, and requests to remove inadvertently captured nearby speech.
2.2 Information Collected Automatically
(a) Usage Data. We automatically collect information about how you access and use the Services, including pages visited, features used, time spent on the platform, clickstream data, and referring URLs.
(b) Device Information. We collect information about the device you use to access the Services, including device type, operating system, browser type, unique device identifiers, IP address, and mobile network information.
(c) Cookies and Similar Technologies. We use cookies, local storage, software development kits (SDKs), and similar technologies to operate and secure the Services, remember your preferences, and collect usage and campaign-attribution data (such as app-store or search ad attribution). You may disable cookies through your browser or device settings, but doing so may limit certain features of the Services.
(d) Analytics Tools. Prentis uses analytics and error-monitoring services that collect usage, device, and diagnostic error information through cookies and SDKs. Prentis does not respond to Do Not Track signals and does not sell or share personal information for cross-context behavioral advertising. Where applicable law requires Prentis to honor a recognized opt-out preference signal, Prentis will do so.
2.3 Information from Third-Party Sources
(a) Public and Employer Information. We may collect business information from publicly available sources and account or seat information provided by your employer under an enterprise agreement.
2.4 Field Diagnostic Platform Information
(a) Diagnostic Conversation Data. Prentis collects the content of your interactions with the AI, including typed text and, when voice features are enabled, text transcripts. Audio is processed transiently to produce transcripts and is not stored by Prentis.
(b) Voice, Smart Glasses, Product Purpose, and Nearby Conversation. The Platform exists to help a professional technician diagnose equipment. Voice features are designed to capture the user's own spoken inputs, and any other speech the microphone picks up is accidental, incidental, and unintended. Prentis does not seek, need, want, or intend to use the speech of people other than the user, because nearby speech confuses the AI. When voice features are enabled, audio is processed transiently to produce a text transcript and is not retained by Prentis. When compatible third-party smart glasses are connected to the user's phone by Bluetooth, the app listens through the smart glasses microphone only; the phone microphone is used only when no smart glasses are connected. In either mode, the active microphone can pick up speech from other people near the user. Nearby speech within the active microphone's range can appear in the transcript the AI receives (it does not always appear; where it appears, it is not used to form the AI's diagnostic answers, but can confuse the AI) and can appear in the manager-facing view, job write-ups, and emailed or texted reports. To respect privacy in the field, Prentis supports smart glasses that show a visible indicator light on the outside of the glasses when capture is active, and the app includes a pause control so a user can stop capture when walking through a customer's premises or standing close to other people who might be picked up by accident. Before a job that uses compatible smart glasses, the app prompts the user to confirm that the customer permits the glasses to be used; phone-only jobs do not display a per-job confirmation screen. Any in-app confirmation records only the user's representation and does not itself obtain another person's consent. Under the App Terms of Use, the user is required in every mode (whether using smart glasses or a phone alone) to provide all required notices, obtain all required consents from persons within microphone or camera range before capture, and pause or stop capture whenever non-consenting persons are within range.
(c) Visual Content. The Platform and compatible hardware may capture and analyze photos, still images, video, and other visual content of equipment, readings, and job-site conditions. Prentis does not require any user to use smart glasses.
(d) Equipment Information. We collect information about equipment discussed or identified during a session, such as make, model, configuration, and readings you provide.
(e) Attestation and Confirmation Responses. We collect the responses provided in the onboarding professional attestation and, for smart-glasses jobs, per-job confirmation records.
(f) Payment Information. Paid subscriptions are processed through Prentis's third-party payment processor or an applicable app store. Prentis receives transaction and billing status identifiers but does not store full payment-card numbers.
(g) No Biometric Identifiers or Voiceprints. Prentis does not create, extract, compare, or store voiceprints, faceprints, or other biometric identifiers. Because Prentis creates no voiceprints, it cannot automatically distinguish which transcript lines belong to someone other than the user.
(h) Location and Address Information. Users may provide foreground device location or job-site address information to support diagnostic context and job records. Prentis does not collect location in the background.
2.5 Incidentally Captured Information and Removal on Notice. Although voice features are designed only for the user's own spoken inputs and Prentis does not seek, need, or intend to use third-party speech, a job record may contain information about third parties or property incidentally captured in text, visual content, or transcripts of nearby speech. Because Prentis creates no voiceprints or biometric identifiers, it cannot automatically identify third-party speech in a transcript. When notified at support@prentis.co with information identifying the job and what was said, Prentis will check the user's records for inadvertently captured nearby conversation, remove it from active records within thirty (30) days, and not use removed speech for model training.
3. How We Use Your Information
We use the information we collect for the following purposes:
(a) Providing the Services. To operate the Platform, administer accounts, provide AI diagnostic guidance, and generate job summaries, write-ups, and reports.
(b) Communications. To send transactional and service-related notices, security alerts, and support responses.
(c) Legal Compliance. To comply with applicable laws, legal processes, and government requests, and to enforce our App Terms of Use and enterprise agreements.
(d) Safety and Security. To protect the safety, rights, and property of Prentis, our users, and the public, and to detect and prevent fraud, abuse, and security incidents.
(e) Field Diagnostic Guidance. To generate real-time informational AI diagnostic guidance and troubleshooting from user inputs.
(f) Platform Improvement and AI Development. Subject to applicable law and any applicable signed enterprise agreement, Prentis may use Field Diagnostic records (including transcripts, text, AI responses, visual content, equipment and job context, feedback, and metadata) in identifiable, pseudonymous, de-identified, or aggregated form to develop, train, fine-tune, evaluate, test, maintain, and improve the Platform and related Prentis skilled-trades AI products based on the user's diagnostic inputs, interactions, and equipment context. Prentis does not seek, need, or intend to use the speech of people other than the user for model training or any other purpose (any unremoved nearby speech in a transcript is present only incidentally because Prentis stores no audio and creates no voiceprints to automatically separate it). When Prentis removes inadvertently captured nearby speech upon notice under Section 2.5, the removed speech will not be used for model training. AI models, weights, and parameters developed before deletion or expiration of the retention period need not be deleted or retrained unless required by law.
4. How We Share Your Information
We may share your information in the following circumstances:
4.1 With Service Providers
Prentis shares information with third-party service providers that process data on our behalf to operate, secure, support, and improve the Services, including cloud hosting and database providers, AI and speech-to-text transcription providers, mapping and geocoding providers, authentication and email providers, analytics and error-monitoring providers, and payment processors.
4.2 With Analytics Partners
Prentis may share usage and diagnostic error data with analytics and error-monitoring providers to maintain reliability and improve the Services. Prentis does not use or disclose Field Diagnostic data for third-party advertising.
4.3 Business Transfers
In connection with a merger, acquisition, reorganization, sale of assets, or bankruptcy, your information may be transferred to the acquiring entity. Prentis will provide notice of a transfer or Policy change to the extent required by applicable law.
4.4 Legal Requirements
We may disclose your information if required by law, regulation, legal process, or government request, or if we believe disclosure is necessary to protect the rights, property, or safety of Prentis, our users, or the public.
4.5 With Your Consent
We may share your information for any other purpose with your consent.
4.6 No Sale of Personal Information
Prentis does not sell or share personal information as defined by applicable state privacy laws and does not use Field Diagnostic records for targeted or cross-context behavioral advertising.
4.7 Third-Party Hardware Providers
Compatible smart glasses and mobile devices are third-party products not manufactured, sold, or warranted by Prentis. Any data collected independently by third-party hardware manufacturers, mobile operating systems, or app stores is governed by their own privacy policies.
4.8 Cross-Product Data
The Prentis Field Diagnostic Platform and the Prentis Pre-Hire Training Program maintain separate data stores. Prentis does not share personal data across products unless Prentis updates this Policy and provides any notice and obtains any consent required by applicable law.
4.9 Employer-Sponsored Access. Where a user participates in an employer-sponsored plan, designated employer administrators may access job records, transcripts, write-ups, reports, and job-site address information associated with their organization's accounts, and Prentis may integrate with the employer's field-service-management systems under the applicable enterprise agreement. Transcripts visible in manager views or reports can contain nearby speech picked up by the active microphone unless removed upon notice under Section 2.5. The employer is solely responsible for its own workforce-monitoring, recording, and privacy notices and consents.
5. Artificial Intelligence and Automated Decision-Making
5.1 Use of AI Technologies. Prentis uses artificial intelligence, machine learning, computer vision, and speech-to-text transcription ("AI Technologies") to generate informational diagnostic guidance, analyze equipment visuals, transcribe speech, and generate job summaries.
5.2 Data Inputs. AI Technologies process user inputs submitted or captured during a job, including typed text, audio transcripts (which can include nearby speech picked up by the active microphone), visual content, and equipment and job context.
5.3 Limitations. AI Technologies are probabilistic and not infallible. Prentis does not guarantee the accuracy, completeness, or reliability of any AI-generated output.
5.4 No Automated Consequential Decisions. The Platform generates informational technical guidance only and does not make automated decisions producing legal or similarly significant effects concerning an individual.
6. Data Retention
Prentis retains personal information as necessary for the purposes described in this Policy, to comply with legal obligations, and to resolve disputes. By default, Prentis retains Field Diagnostic Job Data (including job logs, transcripts, visual content, equipment and location/address records, summaries, and confirmations) for twelve (12) months (or as otherwise specified in an applicable enterprise agreement or required by law or legal hold), and then deletes or de-identifies it within a reasonable period. Audio is processed transiently to produce transcripts and is not stored. When notified of inadvertently captured nearby conversation in a transcript under Section 2.5, Prentis will remove the identified speech from active records within thirty (30) days.
(a) Account Information. Retained for as long as your account is active and for such period thereafter as is required to satisfy applicable legal and regulatory obligations.
(b) Analytics and Device Data: retained in de-identified or aggregated form as needed for platform improvement, and in identifiable form as required for security and operations.
(c) Professional Attestation Records: retained while your account is active and for up to thirty-six (36) months thereafter for compliance and legal defense.
(d) De-Identified Data: Prentis may create, use, and retain de-identified or aggregated data that does not reasonably identify an individual indefinitely for lawful purposes, including AI development.
When Prentis no longer has a legitimate business need to retain personal information, it will delete or de-identify it. If deletion is not immediately possible, such as in backup archives, Prentis will securely store and isolate the information until deletion is possible.
You may request deletion of your data at any time. Prentis will honor a valid request unless a statutory exception or legal hold applies. Deletion requests for data already shared with third parties, such as employers, are subject to those third parties' own retention and deletion policies.
7. Data Security
Prentis implements reasonable administrative, technical, and physical security measures designed to protect personal information from unauthorized access, disclosure, alteration, and destruction.
However, no method of transmission over the Internet or method of electronic storage is completely secure. We cannot guarantee the absolute security of your information. You are responsible for maintaining the confidentiality of your account credentials and for notifying us immediately at support@prentis.co if you believe your account has been compromised.
Breach Notification. In the event of a security incident involving unauthorized access to, or acquisition or disclosure of, personal information, Prentis will investigate the incident and will notify affected individuals and applicable regulatory authorities as, and within the timeframes, required by applicable data breach notification laws.
8. Your Rights and Choices
8.1 All Users
The rights described in this section apply to all users (including Subscribers and Guests) to the extent required by applicable law. Account and data deletion are subject to applicable law, statutory exceptions, and legal holds.
(a) Account Deletion. You may request account deletion by contacting support@prentis.co (or through account settings where available). Prentis will act on a valid deletion request as required by applicable law, subject to statutory exceptions and legal holds.
(b) Access and Correction. You may request access to or correction of your personal information by contacting support@prentis.co (or through account settings where available).
(c) Marketing Opt-Out. You may opt out of marketing communications by following the unsubscribe instructions in any marketing email or by contacting us. You will continue to receive transactional and service-related communications.
(d) Cookie Preferences. You may manage cookie preferences through your browser settings. Disabling cookies may limit certain features of the Services.
8.2 California Residents (CCPA/CPRA)
If the California Consumer Privacy Act, as amended, applies to Prentis's processing of your personal information, California residents may have rights to know, delete, correct, opt out of sale or sharing where applicable, and receive non-discriminatory treatment for exercising applicable rights. To exercise applicable rights, contact support@prentis.co. Prentis will verify requests and honor authorized-agent requests where required by law.
8.3 Residents of States with Comprehensive Privacy Laws
If an applicable state comprehensive privacy law gives you consumer privacy rights, you may exercise them by contacting support@prentis.co. To the extent required by the applicable law, Prentis will accept authorized-agent requests, respond within the statutory timeframe (such as 45 days, with any permitted extension), and provide an appeal process. Rights, verification, exceptions, and appeal availability depend on the law that applies to the request.
9. Children's Privacy
The Services are not directed to individuals under 18, and Prentis does not knowingly collect personal information from individuals under 18. If Prentis learns it has collected such information, it will delete it unless retention is legally required.
10. Third-Party Links and Services
The Services may link to or integrate with third-party websites, equipment repositories, mapping providers, hardware manufacturers, payment processors, and app stores. Their privacy policies govern information they collect independently.
11. Data Transfers
The Services are offered only in the United States. Prentis and its service providers process information in the United States and other jurisdictions where their infrastructure operates.
12. Changes to This Policy
Prentis may update this Policy from time to time by posting the revised Policy through the Services with an updated effective date, and may require users (including existing Subscribers and Guests) to affirmatively accept the revised Policy and App Terms of Use in the app before continuing to use the Services. Where applicable law requires additional advance notice or consent for a material change to our privacy practices, Prentis will provide such notice and obtain such consent as required by law.
13. Contact Us
If you have questions about this Privacy Policy, wish to exercise your data protection rights, or would like to have your information removed from our database, please contact us at:
Prentis Technologies, Inc.
313 38th Street
Pittsburgh, PA 15201
support@prentis.co
Publication and Transition. This Policy supersedes the prior version effective October 22, 2026 as to the Prentis Field Diagnostic Platform. Every user required to accept the updated App Terms and Policy in the app before using diagnostic features is bound upon that acceptance; to the extent any change in this Policy would require notice or consent under the prior version or applicable law as to an existing registered user who has not yet accepted in the app, it applies to that user upon such notice or acceptance and does not apply retroactively.
Effective Date: October 29, 2026 | Last Updated: October 29, 2026