Paavi Privacy Policy

Last updated: October 14, 2026

Who we are: The Lacy Jones Agency ("we", "us") makes Paavi (the "App"), formerly called Field Notes and AV Field Guide.

Contact: yahnette@lacyjones.com

The short version

Paavi is a production assistant for audio, video and event professionals. Your data exists so the App works for you. We don't sell it, we don't run ads, and we don't track you across other apps or websites. When you connect another account (like Gmail, Facebook, Instagram or QuickBooks), Paavi only uses it to do what you asked. When you use the Paavi assistant, the content involved is processed by our AI providers to give you an answer. The rest of this policy is the detail.

What we collect and why

Your account. When you sign in with Apple, Google, or email and password, we receive an account identifier and your email address, and your name if you choose to share it. We use these to create your account and keep your data attached to it. We never see your Apple or Google password.

Content you create. Gear inventory, gigs and events, venues, clients, quotes, invoices, deposits, receipts, time entries, vehicles, notes, photos, videos, PDFs and your portfolio. This is the point of the App. It is stored on your device and backed up to our cloud database under your account, so you can use it across your devices.

Your portfolio share link (optional). If you turn on sharing for your portfolio, the items you choose to show are visible to anyone with the link or QR code. Nothing else in your account is shared. You can turn the link off at any time.

Connected accounts (optional). You choose whether to connect any of these, and you can disconnect at any time in the App:

  • Gmail (Google). Paavi reads the inbox you pick so it can spot client inquiries and draft replies, and sends email from it only when you approve a message.
  • Other email inboxes (such as iCloud Mail). You give Paavi an app password made in your email provider's settings. Paavi uses it to read that inbox for client messages. Replies open in your phone's Mail app for you to send.
  • Facebook and Instagram. If you connect your Facebook Page (and the Instagram professional account linked to it), Paavi reads the message threads of only the Pages you choose during Facebook sign-in, so it can show you those conversations, spot gig inquiries and send the replies you tap Send on. We never post to your Page and never message anyone without you. You can also remove Paavi in Facebook under Settings and privacy, Settings, Business integrations.
  • QuickBooks. Paavi brings your QuickBooks customers into your Paavi clients and can keep them in step. It does not move money.

The sign-in keys for connected accounts are stored encrypted on our servers and are used only for these jobs. We delete them when you disconnect or delete your account.

Google user data. Paavi's use of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements. We use Gmail data only to provide the email features you see in the App. We do not use it for ads, we do not sell it, we do not use it to train general AI models, and no person reads it unless you ask us to for support, it is needed for security, or the law requires it.

Device features (each one asks your permission first, and you can turn it off in iOS Settings):

  • Camera, photos and microphone: to photograph gear, scan labels, business cards and rooms, and record video notes.
  • Calendar and reminders: to add load-ins, shows and strikes, and to read the calendars you pick for free time. Your calendar stays on your device and in your calendar account. We don't copy it to our servers.
  • Contacts: only when you pick a contact to add as a client. Paavi copies that one contact, not your address book.
  • Location: only while you use the App's drive and clock-in features, or when you tag a place. Never in the background for tracking.
  • Health (step count, optional): read only, shown in your weekly summary, and never sent to our servers.
  • Speech recognition: voice notes are transcribed on your device.
  • Bluetooth and Meta glasses (optional): to connect your glasses so Paavi can identify the gear you look at. Images go through the same gear identification described below.
  • Notifications: to alert you about new inquiries and reminders. We store a device token so we can send them.

The Paavi assistant and gear identification. When you chat with the assistant, ask a question, or ask Paavi to identify gear from a photo, your message or photo and the account details needed to answer (such as gear specs or gig details) are sent through our secure backend to Anthropic, our AI provider, to generate the response. Your question or gear photo may also be sent to Voyage AI to search the assistant's knowledge and gear library. Under their commercial terms, these providers do not use this data to train their models. If you never use the assistant or gear identification, none of your content is sent to them.

Voice notes the assistant learns from (optional). Paavi is a learning app. If you record a voice note about a job, it is transcribed on your device, and the assistant pulls out the general technical procedure: what the problem was and the steps that fixed it. We don't keep the audio, and we don't keep anything personal from the recording (no client names, no rates, no business details). The procedure is reviewed, then used to teach the assistant so it can help anyone who runs into the same problem. Your recording, your words and your details are never shown to another person.

Subscriptions. Paid plans are bought through Apple. RevenueCat tells us which plan your account has. We never see your card details.

What we do NOT collect: advertising identifiers, browsing or search history, background location, or analytics that follow you across other companies' apps and websites.

What we never do

  • We do not sell your data. To anyone. Ever.
  • We do not show ads or share data with advertisers.
  • We do not track you across other apps or websites.

Who touches your data

Each one does one job:

1. Apple: sign-in, payments and push notifications. 2. Google: sign-in, and Gmail if you connect it. 3. Supabase: our database and backend. Your data is encrypted in transit (HTTPS) and at rest, and kept separate per account. 4. Anthropic: the assistant's answers, gear identification, and procedures from voice notes. 5. Voyage AI: searching the assistant's knowledge and gear library. 6. Meta: Facebook and Instagram messages, and the glasses, if you connect them. 7. Intuit: QuickBooks, if you connect it. 8. RevenueCat: which subscription plan you have. 9. Your email provider: if you connect an inbox with an app password.

No one else receives your data, except where the law requires it. We never share your content with other Paavi users.

Your control

  • Access and export: your content is yours. Email us for a copy.
  • Disconnect: you can disconnect Gmail, other inboxes, Facebook, Instagram and QuickBooks at any time in the App. You can also remove Paavi's access from each service's own settings.
  • Deletion: delete your account and all its data inside the App (Profile, then Delete Account). This removes it from our live systems right away and deletes the keys for your connected accounts. You can also email us and we'll do it for you.

Data retention

We keep your data while your account is active. When you delete your account, we remove it from our live systems immediately. Copies in our provider's encrypted backups are overwritten on a rolling schedule and are gone within 30 days.

Children

Paavi is a professional tool, not directed at children under 13, and we do not knowingly collect their data.

Changes

If this policy changes in an important way, we'll tell you in the App before the change takes effect, and update the date above.

Contact

The Lacy Jones Agency. Questions, data requests or deletion: yahnette@lacyjones.com