Privacy Policy — ServiceMark AI Form Filler

Last updated: June 11, 2026

ServiceMark AI Form Filler ("the Extension") is a Chrome extension that lets authorized restoration-industry users dictate First Notice of Loss (FNOL) intake information by voice and have it transcribed and mapped into job-creation forms on supported platforms. This policy explains what data the Extension handles, why, and who it is shared with.

The Extension is distributed for use by authorized users of ServiceMark AI and is not intended for the general public.

What we collect

• Account identity (name and email). When you sign in with Google, we receive your basic Google profile (name and email address) solely to verify your identity and confirm your account is authorized to use the service.
• Voice audio. When you press record, microphone audio is captured and streamed in real time to OpenAI for transcription and field mapping. Audio is processed transiently to produce the form values; it is not retained by the Extension after the session ends.
• Form and transcript content. The text transcribed from your speech, and the form field labels on the active page, are processed to map your spoken values to the correct fields. If a request fails, the last transcript may be stored locally on your device so you can retry it.
• Diagnostic logs. Limited debug logs may be stored locally on your device to help troubleshoot support requests.

How we use it

The data above is used exclusively to provide the Extension's core function — turning your dictated input into filled-in form fields — and to authenticate and authorize your access. We do not sell your data, use it for advertising, or use it for any purpose unrelated to the Extension's single purpose.

Who it is shared with

• OpenAI — voice audio and the resulting transcript are sent to OpenAI's API to perform speech transcription and field mapping. OpenAI processes this data under its own terms and privacy policy (https://openai.com/policies/).
• Google Firebase — your Google identity token is verified, and your account authorization status is checked, via a Google Firebase backend operated by ServiceMark AI. Google processes this data under its own privacy policy (https://policies.google.com/privacy).

We do not share your data with any other third parties.

Where data is stored

Account state, the most recent failed transcript (for retry), user preferences, and diagnostic logs are stored locally in your browser via Chrome storage. The Extension does not maintain its own external database of your dictated content.

Data retention

Locally stored data remains on your device until you clear it, sign out, or remove the Extension. Transient audio/transcript data sent to OpenAI for processing is not retained by the Extension.

Your choices

• You can sign out at any time, which revokes the Extension's access token.
• You can remove the Extension at any time to stop all data collection.
• You can clear locally stored data through your browser.

Permissions

The Extension requests only the permissions required for its single purpose: microphone capture (via an offscreen document), access to the active form page to read field labels and fill values, Google sign-in for authentication, and storage for the items described above. It activates only on the supported job-creation form pages.

Contact

Questions about this policy can be directed to: privacy@servicemark.ai