Sentra Privacy Policy

Effective date: August 8, 2026

Last updated: August 8, 2026

This Privacy Policy describes how Inference Group, LLC ("Sentra," "we," "us") collects, uses, and shares information when you use the Sentra remote assistance platform, including our web application, iOS application, and related services (collectively, the "Service").

Sentra is a business-to-business service. You access Sentra through an account provisioned by your employer or the company you work with ("Customer"). This policy explains both what we do with your data and how responsibility is divided between Sentra and the Customer.

1. Our Two Roles

Sentra as a business (controller). For account information — your name, email address, company affiliation, and authentication data — Sentra determines how the data is used and is directly responsible for it.

Sentra as a service provider (processor). For session content — call audio and video, recordings, transcripts, chat messages, AI assistant conversations, and session summaries — Sentra processes this data on behalf of the Customer. The Customer determines why this data is collected and how it is used. Retention periods are set out in Section 6; the Customer can delete individual session records at any time through the Service. If you have questions or requests about session content, contact your employer or the Customer that provisioned your account. We will support the Customer in responding to those requests.

2. Information We Collect

Account and identity information

• Name, email address, and company affiliation
• Role within your company (e.g., pilot/operator or field worker)
• Authentication data, including one-time passcodes and session tokens

Session content

• Live audio and video transmitted during calls between operators and field workers. Live media is transmitted peer-to-peer or via relay servers and is not stored unless a session is recorded.
• Session recordings. Audio from connected sessions is recorded. Recordings are stored in private cloud storage.
• Screenshots. During a session, an operator may capture still images from the field worker's camera feed. On supported devices these are captured at the device's native resolution. Screenshots are stored in private cloud storage and may be submitted to our AI provider as input to the Scout assistant.
• Transcripts. Recorded sessions are automatically transcribed using automated speech-to-text technology.
• Session summaries. Transcripts and session data are used to automatically generate structured written summaries of each session.
• Chat messages exchanged during calls.
• AI assistant conversations. Messages you exchange with Scout, our AI assistant, including any content you submit to it.
• Session feedback you submit after a call (e.g., whether the issue was resolved).

Usage and technical information

• App session activity: when you connect and disconnect, session duration, and platform (web or iOS)
• Presence and availability status while using the Service
• Call metadata: participants, timestamps, duration, and connection outcomes
• Sign-in activity, including timestamps, success/failure, and IP address on successful sign-in
• Device and browser information, and error/diagnostic logs generated when the Service encounters a problem

We do not use the Service to track your location. We do not use the Service to collect data from consumers for advertising purposes, and we do not sell or share personal information as those terms are defined under California law.

3. How We Use Information

We use the information described above to:

• Provide the Service: connect calls, deliver chat, manage presence and availability
• Record, transcribe, and summarize sessions at the direction of the Customer
• Power AI features: Scout uses session transcripts and Customer-provided knowledge documents to provide assistance relevant to your company. AI processing is limited to serving your company; one Customer's data is never used to provide AI features to another Customer.
• Provide analytics to the Customer about platform usage, session outcomes, and response times
• Secure the Service: monitor sign-in activity, detect abuse, and diagnose errors
• Communicate with you about the Service

AI disclosure. Sentra uses artificial intelligence to transcribe recordings, generate session summaries, and provide the Scout assistant. AI outputs are informational aids for your company's use. Sentra's AI features do not make automated decisions that produce legal or similarly significant effects about you.

4. Session Recording

Sessions on Sentra are recorded to enable transcription, automatic documentation, and AI features. Your employer or the Customer that provisioned your account is responsible for informing you that sessions are recorded before you use the Service. Retention periods for recordings and other session content are set out in Section 6. If you have concerns about recording, contact your employer before participating in sessions.

5. How We Share Information

We do not sell personal information and we do not share it for cross-context behavioral advertising. We disclose information only as follows:

Within your company. Session content, summaries, analytics, and activity data are visible to authorized members of your company as determined by the Customer.

Service providers (subprocessors). We use third-party infrastructure providers to operate the Service. Each is contractually restricted to processing data only to provide services to us. Our AI providers are contractually prohibited from using your data to train their models.

Legal requirements. We may disclose information if required by law, legal process, or to protect the rights, safety, or property of Sentra, our users, or others.

Business transfers. If Sentra is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy.

6. Data Retention and Deletion

We keep information only as long as it is needed for the purposes described in this policy. The periods below apply unless a longer period is required by law or is necessary to resolve a dispute or enforce our agreements.

How long we keep each type of information

Deleting a session record

An owner of your company can permanently delete an individual session record through the Service. Deleting a session removes its recording, transcript, summary, chat messages, AI assistant conversation, feedback, screenshots, and any material derived from that session for the AI assistant's knowledge base.

Deletion is permanent and cannot be undone. There is no recycle bin and no recovery window. Only owners of your company can delete session records; operators and field workers cannot.

If you want a session you participated in deleted, contact your employer or the Customer that provisioned your account.

What we keep after a deletion

When a session record is deleted, we keep a small permanent record that the session existed and was deleted. This record contains:

• The session's identifier, and the company it belonged to
• The identities of the operator and field worker who participated
• The identity of the person who performed the deletion, and when
• The session's start time, end time, duration, whether it connected, and how it ended
• Counts of how many items of each type were deleted

This record contains no session content. It holds no audio, no transcript text, no summary, no chat or AI assistant messages, and no descriptive fields such as issue, resolution, or tags.

We keep it so that a deletion can be accounted for — to confirm to a Customer what was removed and by whom, to investigate misuse, and to keep our usage records accurate. Because this record exists specifically to document a deletion, it is not itself removed by a deletion request. It is deleted when our relationship with the Customer ends.

Residual copies

Our backend keeps a short-lived working copy of AI assistant conversations, and of the operational context captured alongside them, on the server that handles them. This copy is not part of our database and is discarded whenever the backend is updated or restarted, which happens routinely. It is not used to serve the Service and is not accessible through it. The durable copy of AI assistant conversations is stored in our database and is removed by a session deletion as described above.

Backups

We take routine backups of our database so we can recover from failure. Information stored in the database — including transcripts, summaries, chat messages, AI assistant conversations, and session metadata — may remain in a backup for up to 7 days after deletion before that backup is rotated out. Recordings and screenshots are stored separately as files and are not included in database backups; once deleted, they are not recoverable from any backup. Backups are encrypted, access-controlled, and used only for restoring the Service.

When our relationship with a Customer ends

When our agreement with the Customer that provisioned your account ends, we delete or return that Customer's session content in accordance with that agreement, and we delete the associated account, metadata, deletion records, and log data.

7. Security

We use industry-standard measures to protect information, including encryption in transit, private (non-public) storage for recordings and files, tenant isolation so each company's data is accessible only to that company, and role-based access controls. No system is perfectly secure; we cannot guarantee absolute security.

8. Your Rights (California Residents)

California residents have rights under California law regarding their personal information, including the rights to know, access, correct, and delete personal information, and the right not to be discriminated against for exercising these rights.

For account information, submit requests to us directly at contact@websentra.net. We will verify your identity and respond within the timeframes required by law.

For session content (recordings, transcripts, chat, AI conversations), Sentra processes this data on behalf of your employer or the Customer. Submit requests to the Customer; we will assist them in fulfilling verified requests. Some information is retained after a deletion to document that the deletion occurred — see Section 6.

We do not sell or share personal information, so no opt-out of sale/sharing is required. We do not use or disclose sensitive personal information for purposes requiring a right to limit.

Do Not Track. The Service does not respond to browser Do Not Track signals. We do not track users across third-party websites.

9. Children

The Service is intended for business use by adults. It is not directed at children, and we do not knowingly collect personal information from anyone under 16. If you believe a minor has provided us personal information, contact us at contact@websentra.net.

10. Changes to This Policy

We may update this policy from time to time. We will post the updated policy with a revised "Last updated" date, and for material changes we will provide notice through the Service or by email.

11. Contact Us

Inference Group, LLC
contact@websentra.net