Tavira Privacy Policy
Effective date: September 17, 2026
Last updated: September 17, 2026
Tavira is one hosted business inventory service. The iOS and Android apps are field clients for the Tavira software-as-a-service platform. They are not separate consumer services. This Policy covers the Tavira web experience, API, mobile field apps, offline features, support, and Tavira-specific public pages.
Tavira does not sell personal information, share it for cross-context behavioral advertising, or use mobile-app data for targeted advertising.
Important for workforce users: Your employer or other organization controls the Tavira workspace and decides what business records its authorized users enter. That organization may be responsible for responding to requests about customer-controlled workspace content. GDK Digital remains responsible for the account, security, support, and service-operation data it controls.
Contents
- Who we are
- Privacy roles
- Information we process
- Sources of information
- Purposes and legal bases
- Field-app permissions and local data
- AI-assisted search and chat
- Sharing and service providers
- No sale or targeted advertising
- Public website analytics
- Retention
- Account deletion
- Organization access
- International transfers
- Security
- Choices and privacy rights
- Regional information
- Automated decisions
- Children
- Changes to this Policy
- Contact
1. Who we are
GDK Digital LLC publishes and operates Tavira. In this Policy, "GDK Digital," "Tavira," "we," "us," and "our" refer to GDK Digital LLC when it determines how and why personal information is processed.
2. Privacy roles
GDK Digital as controller or business. We determine how and why we process data needed for account creation, authentication, security, abuse prevention, customer support, product administration, service reliability, and our public website.
Customer organization as controller or business. A customer organization generally determines why its users enter inventory, custody, job, location, note, photo, and other field-operations content. For that customer-directed content, GDK Digital generally acts as a processor or service provider on the organization's behalf, subject to the applicable customer agreement. Users should contact their organization first when a request concerns that organization's business records.
3. Information we process
| Category | Examples | Why it is used |
|---|---|---|
| Account and identity | Name, email address, password hash, account status, platform account linkage, and sign-in timestamps | Authenticate users, administer accounts, provide support, and secure the service |
| Organization and access | Workspace membership, role, permissions, feature access, invitations, and preferences | Isolate customer workspaces and enforce authorized access |
| Inventory and operations | Items, descriptions, quantities, locations, labels, bundles, reservations, checkouts, returns, custody records, suppliers, notes, and timestamps | Provide inventory, chain-of-custody, and field-work functions |
| Job and site details | Job number, job name, address, city, state, postal code, location context, and related notes | Associate inventory work with the correct job or site |
| Photos | Item photos a user captures or selects | Identify, document, and manage inventory |
| Scanner and device | Scanned barcode or QR content, scan action and result, device-generated identifier, device name, platform, last-seen time, and synchronization status | Enable scanning, offline synchronization, device administration, and troubleshooting |
| Security and audit | IP address, browser or device user agent, actions, affected record type, event metadata, and timestamps | Protect accounts and workspaces, investigate misuse, maintain audit history, and resolve disputes |
| AI assistant | Query text, classification, selected model, token counts, cost, latency, errors, item names and descriptions, and read-only inventory query results | Provide semantic search and optional read-only inventory answers, and monitor service quality |
| Communications | Support messages, invitation and delivery status, and other service correspondence | Respond to requests and deliver operational communications |
Tavira is not designed to collect government identifiers, payment card numbers, health information, or other highly sensitive personal information in field records. Users and organizations should not enter such information unless GDK Digital has expressly agreed to the use in writing and appropriate safeguards are in place.
4. Sources of information
We receive information directly from users, from authorized organization administrators, from the device and app during normal operation, from the GDK account and authentication platform, from customer-authorized imports or integrations, and from service providers that help us operate and secure Tavira.
5. Purposes and legal bases
We process information to provide and synchronize Tavira; authenticate users; enforce roles and tenant isolation; maintain inventory and custody history; enable scanning, photos, search, and optional AI features; communicate with users; provide support; secure, diagnose, and improve the service; enforce agreements; comply with law; and protect users, customers, GDK Digital, and others.
Where a legal basis is required, we rely on one or more of the following:
- Contract: processing needed to provide Tavira under a customer or user agreement.
- Legitimate interests: operating, securing, supporting, and improving a business service, preventing abuse, maintaining reliable audit records, and protecting legal rights, balanced against individual privacy interests.
- Legal obligation: processing needed to comply with applicable law, lawful process, accounting, security, or regulatory requirements.
- Consent: optional device permissions and consent-gated analytics on the public GDK website, where consent is the appropriate basis. Consent can be withdrawn without affecting earlier lawful processing.
When a customer organization controls workspace content, that organization is responsible for selecting and communicating its own lawful basis for that processing.
6. Field-app permissions and local data
- Camera: requested when a user opens scanning or chooses to capture an item photo.
- Photo library: requested when a user chooses an existing image for an item.
- Biometric or device authentication: may protect local access. The operating system returns a success or failure result; Tavira does not receive the fingerprint, face template, or other biometric template.
- Notifications: optional local operational reminders, including stale-sync reminders. Tavira does not use notification permission for advertising.
The field apps use operating-system secure storage for session tokens and selected account data. They also maintain an on-device SQLite cache of authorized inventory, location, photo reference, draft, scan, count, custody, and synchronization data so field work can continue with limited connectivity. Small preference and session-protocol markers may be stored in app preferences.
Signing out clears app-managed session material. Clearing app data or uninstalling normally removes app-managed local caches, subject to device operating-system and backup behavior. Those actions do not delete the Tavira account or server records. Users should use the account-deletion process for that purpose.
7. AI-assisted search and chat
Tavira can use artificial-intelligence services to support semantic inventory search and an optional read-only chatbot.
- Inventory item names and descriptions, and search text, may be sent to MiniMax to generate numeric search embeddings.
- For a complex chatbot question, Tavira may send the user's prompt, read-only tool definitions, and relevant read-only inventory results to DeepSeek, MiniMax, or Moonshot AI's Kimi service. Which provider receives a request depends on configuration and availability.
- Tavira stores chatbot query text and operational details such as classification, model, token use, latency, cost, and errors for service operation, security, and quality monitoring.
The chatbot is restricted to read-only inventory access. It cannot check out, reserve, transfer, edit, or delete inventory. Users should not include personal, confidential, or sensitive information in a chatbot prompt unless it is necessary and authorized by their organization.
8. Sharing and service providers
We disclose information only as reasonably necessary for the purposes described in this Policy:
- Customer organization: authorized administrators and users can access workspace data according to their roles and permissions.
- Database and storage: Supabase supports hosted database and object-storage functions.
- Hosting and network operations: hosting, network, and security providers, including Hostinger where used for GDK web or service infrastructure.
- Email: Resend supports transactional invitations and operational email.
- AI providers: MiniMax, DeepSeek, and Moonshot AI/Kimi process the limited inputs described in the AI section when those features are used.
- App distribution and device services: Apple and Google process store, download, device, crash, or operating-system information under their own notices when users obtain or operate the field apps.
- Professional and legal recipients: auditors, advisers, insurers, authorities, courts, or other parties when reasonably necessary to comply with law, protect rights and safety, investigate misconduct, or establish and defend legal claims.
- Business transaction: a buyer, investor, lender, or successor in a merger, financing, reorganization, sale, or similar transaction, subject to appropriate confidentiality and privacy protections.
We remain responsible for requiring service providers acting for us to use data only for the service purpose and protect it consistently with this Policy and applicable law. Providers may have their own independent obligations for data they process as separate controllers, such as app-store account data.
9. No sale or targeted advertising
GDK Digital does not sell Tavira personal information. We do not share Tavira personal information for cross-context behavioral advertising, and the field apps do not use personal information for targeted advertising. We do not knowingly sell or share personal information of users under 16.
10. Public website analytics
The Tavira privacy and account-deletion pages are hosted on gdkdigital.com. The public website may offer consent-gated Google Analytics and Microsoft Clarity analytics. These tools are disabled until the visitor opts in, advertising storage is denied, and GDK's implementation honors supported Global Privacy Control and Do Not Track signals by keeping optional analytics disabled. URLs and referrers are sanitized before optional analytics processing. This website analytics practice is separate from the Tavira field apps, which do not use these services for advertising or cross-app tracking.
11. Retention
| Data | General retention approach |
|---|---|
| Active account and access data | Kept while the account and customer workspace are active, and as needed to provide, secure, and administer Tavira. |
| Sessions and registered devices | Kept until expiration, revocation, replacement, or account deletion, subject to short operational and security records. |
| Customer workspace and operational records | Kept for the customer relationship and then according to the customer agreement, workspace deprovisioning process, legitimate audit and dispute needs, and applicable law. |
| Security, audit, and chatbot records | Kept as long as reasonably necessary for security, troubleshooting, service quality, customer audit needs, dispute resolution, and legal obligations. |
| Account-deletion records | Kept as needed to document and fulfill the request, prevent unauthorized restoration, and demonstrate compliance. |
| Backups | Copies may remain until overwritten or expired under the applicable backup lifecycle and are protected from ordinary use while retained. |
We consider the amount, nature, sensitivity, purpose, legal requirements, customer instructions, security risk, and dispute needs when setting retention. We may aggregate or de-identify information so it no longer reasonably identifies a person and retain that non-personal information for legitimate business purposes.
12. Account deletion
A user can initiate account deletion from Profile in the Tavira mobile app or through the public Tavira account-deletion page. Eligible requests are ordinarily completed within 30 days.
Completion revokes active sessions and device registrations and deletes or anonymizes the user's credentials, name, email address, preferences, role assignments, invitations, and personal profile data. Operational transactions, custody history, inventory records, and security or audit events may remain as customer business records, legal records, or de-identified records. When retained, the user's direct profile identifiers are removed or replaced with a non-personal tombstone where the implemented workflow permits.
If the requester is the last workspace manager, deletion may pause while the customer transfers management or authorizes workspace deprovisioning. We will explain the required step. Deleting an individual account does not automatically delete records owned or controlled by the customer organization or terminate the organization's Tavira agreement.
13. Organization access and responsibilities
Authorized customer administrators may create and manage accounts, assign roles, review activity and device status, correct workspace information, and access business records according to Tavira permissions. Customer organizations are responsible for provisioning only authorized users, providing required workforce notices, choosing lawful uses, maintaining accurate access lists, and responding to requests concerning customer-controlled records. Users should understand that business activity in a customer workspace is not private from authorized customer administrators.
14. International transfers
GDK Digital is based in the United States. Tavira information may be processed in the United States and in other countries where GDK Digital or its service providers operate. Those countries may have privacy laws different from the user's country. Where applicable law requires a transfer safeguard, we use a recognized lawful mechanism, such as contractual protections or another approved transfer basis. Contact us to request additional information about safeguards relevant to a particular transfer.
15. Security
Tavira uses measures designed to protect information, including encrypted network transport, password and refresh-token hashing, secure mobile credential storage, authenticated sessions, role and permission checks, tenant-scoped database controls, audit logging, backups, and operational monitoring. Access is limited according to job and service needs. No system can guarantee absolute security. Users should protect their devices and credentials, promptly remove former workers' access, and report suspected unauthorized access to support@gdkdigital.com.
16. Choices and privacy rights
Depending on location and context, a person may have rights to:
- know whether and how personal information is processed;
- access or obtain a copy of personal information;
- correct inaccurate information;
- delete information;
- receive portable information where required;
- restrict or object to certain processing;
- withdraw consent for future processing that relies on consent;
- opt out of sale, sharing, or targeted advertising where those activities occur;
- appeal a denied request where applicable; and
- complain to an applicable privacy or data-protection authority.
Many profile and device choices are available in Tavira or the device settings. Camera, photo-library, biometric, and notification permissions can be changed through operating-system settings. Public website analytics consent can be changed through the site's privacy controls.
To exercise a right, use the deletion page or email support@gdkdigital.com. Describe the request and the Tavira organization involved. We may verify identity, account control, residency, and an authorized agent's authority before acting. If customer-controlled workspace content is involved, we may direct the request to or coordinate with the customer organization. We will not discriminate or retaliate against a person for exercising an applicable privacy right.
17. Regional information
California and other United States privacy laws
The categories described in Section 3 are the categories Tavira may collect, use, and disclose for the business purposes described in this Policy. Sources are described in Section 4 and recipients in Section 8. We do not sell personal information or share it for cross-context behavioral advertising. Where an applicable state law grants rights to know, access, correct, delete, obtain a portable copy, opt out, limit certain uses, use an authorized agent, appeal, or receive non-discriminatory treatment, users may submit the request through Section 16.
European Economic Area, United Kingdom, and Switzerland
Legal bases are described in Section 5. Individuals may also have rights to complain to the data-protection authority where they live, work, or believe an infringement occurred. GDK Digital does not currently designate a data protection officer because it has not determined that one is legally required. Contact details for privacy matters appear in Section 21.
18. Automated decisions
Tavira uses automation for search, classification, synchronization, security, and optional AI responses. Tavira does not use the AI assistant to make decisions based solely on automated processing that produce legal or similarly significant effects about a person. Chatbot answers are assistive, read-only, and should be verified by the user.
19. Children
Tavira is a workforce inventory service and is not directed to children under 13. Customer organizations should not provision an account for a child under 13 or direct a child to provide personal information through Tavira. If we learn that Tavira collected personal information directly from a child under 13 without required authorization, we will take appropriate steps to suspend the account and delete or otherwise handle the information as required by law. Additional age or consent rules may apply in some jurisdictions, and customer organizations are responsible for lawful workforce provisioning.
20. Changes to this Policy
We may update this Policy when Tavira's features, providers, data practices, or legal obligations change. The date at the top identifies the current version. We will provide additional notice through the service, email, or another appropriate channel when a change is material and applicable law requires notice or consent.
21. Contact
GDK Digital LLC
P.O. Box 85
Benton Harbor, MI 49023
United States
support@gdkdigital.com
info@gdkdigital.com
1-877-435-3424
This Policy is governed by applicable United States and Michigan law without limiting non-waivable privacy rights provided by another applicable law.