RDM Fresh Privacy Policy

About this policy

RDM Fresh / 愛地門食品有限公司 operates the RDM Fresh business application. This policy explains how we handle information in the RDM Fresh Android app and its connected business services at app.rdmfresh.com, including Quality Control (QC), expenses and Orion Meeting Assistant. The app is for authorized business users with RDM Fresh accounts. Features and access depend on account permissions. This policy does not describe unrelated browsing on our corporate website.

Information we handle

• Accounts and sign-in: usernames, names, account identifiers, roles, account status and registered email addresses used for account administration and password recovery. We process passwords to authenticate users and store password hashes on the server. Session tokens, session dates and activity timestamps support sign-in and access.
• Business and QC records: shipment, container, company, commercial and invoice information; inspection dates and locations; inspector identities; inspection observations, measurements, defects, comments and reports. These records can include personal information supplied in business documents or free-text fields.
• Photos and documents: inspection photos, receipt images, scanned documents and attachments that users capture, select or upload, together with filenames, file types, sizes, record associations and upload information. Original uploaded files can contain embedded information, such as photo metadata. Expense receipts are stored as original files and processed images.
• Expenses: expense dates, categories, amounts, currencies, exchange rates, vendors, document numbers, notes, supporting receipts, inspection links and the identity of the submitting user. Related business services maintain approval, reimbursement and financial records.
• Meetings: user-started audio recordings; meeting titles, dates, entered locations, participants, companies and products; attachments; transcripts with speaker labels and timestamps; summaries, discussion points, proposed agreements, action items, risks and follow-up drafts. Recordings and transcripts may contain personal or confidential information spoken by participants.
• Technical and operational information: request user-agent information, session identifiers, login and last-active times, upload status, file checksums, processing status, errors and audit records associated with accounts or business actions. Network requests necessarily provide connection information, including an IP address, to the receiving infrastructure. The app does not request GPS location; meeting and inspection locations are business information entered or saved in records.

Information stored on your phone and permissions

The app stores account information, inspection and expense drafts, upload queues, photos and meeting recordings locally to support work and recovery from interrupted uploads. Session tokens are stored using the device secure-storage facility. Local drafts and files can remain after upload; signing out is not a request to delete server records.

Camera and photo access support inspections and receipt capture or selection. Microphone access supports meeting recording. A recording you start can continue in the background until stopped. You can change permissions in your device settings; declining a permission can prevent the corresponding feature from working.

Biometric sign-in uses the phone’s operating-system authentication service. RDM Fresh receives an authentication result, not your fingerprint or facial template. Device-level backup or transfer settings can also affect local app data.

How we use information

We use information to authenticate accounts, provide authorized access, manage shipments and inspections, create reports, handle expenses and reimbursements, maintain business and financial records, synchronize work, recover interrupted uploads, provide meeting transcription and analysis, send account-recovery communications, and diagnose errors or investigate business activity. The app has no advertising or advertising-tracking integration. We do not sell personal information or use app information for targeted advertising.

Cloud services and AI processing

• Microsoft Azure: provides backend hosting and cloud infrastructure used for business data and file storage. Uploaded photos, receipts, meeting recordings and attachments are stored using Azure Blob Storage; structured records are maintained in the backend database.
• OpenAI: when an authorized user requests meeting processing, the backend sends recording audio to OpenAI for transcription, then sends the transcript and meeting context, including its title, date, location, type, companies and products, for analysis. The resulting transcripts and analysis are saved in RDM Fresh. Connected Orion web features can also send user questions and relevant business information to OpenAI, and can use OpenAI to generate spoken responses.
• Email delivery: our configured email service processes recipient addresses and message content for account recovery and business communications, such as reports sent through the connected service.
• Exchange-rate lookup: the backend uses the ExchangeRate-API public endpoint for currency conversion when needed. That request sends a currency code, not the expense amount, receipt or submitting user’s details.

AI output is a draft that may be inaccurate and should be reviewed before relying on it or sharing it. Recording users are responsible for informing participants and obtaining any permission required for recording and processing their information. The service does not record meetings merely because the app is installed.

Processing by cloud providers can take place outside your country, including outside Taiwan, depending on service arrangements. Provider processing and retention are governed by the applicable service terms and arrangements. We do not promise that AI providers retain no data or that all processing stays within one country.

Access and disclosure

Information is used by RDM Fresh and by business users according to their responsibilities and the access available to them. Meeting access is restricted to authorized users and the meeting’s creator in the current implementation. Service providers process information to deliver the functions described above.

Business reports and related information can be disclosed to the relevant exporter, importer, customer or other recipient when shared through business workflows. Shared report links should be treated as confidential: a recipient may be able to access a report using its link without an app login. Information may also be disclosed where required by law or necessary to address a legal claim, fraud or a security incident. This is not a public social-network service.

Retention and deletion

We retain business records, uploaded files, meeting recordings, transcripts and analysis for ongoing operations and business recordkeeping. There is no single automatic expiry period covering all these records in the current service. Retention needs differ for inspection evidence, financial records, account activity and meeting materials.

You may request access, correction or deletion of your personal information, or account deletion, by emailing info@rdmfresh.com. Include your RDM Fresh username or registered email and the records or request concerned; do not send your password. We may need to verify your identity and authority over company records. We will review the request, explain any information that must be retained for legal, accounting or legitimate business-record obligations, and arrange applicable deletion or correction. Disabling an account alone does not delete its associated records.

Removing the app or clearing local data does not delete uploaded server records. Conversely, a server deletion request does not automatically remove copies previously downloaded, shared with recipients or held in device backups. Please identify meeting audio, transcripts, attachments and local copies when these are relevant to your request.

Security and your controls

The app connects to its backend over HTTPS. Security measures in the service include password hashing, session-token controls, restricted account access and device secure storage for mobile session tokens. These measures do not guarantee that every risk can be eliminated.

Use only your authorized account, protect your device, avoid including unnecessary personal information in recordings or attachments, and check recipients before sharing. Contact us if information is incorrect, you believe access has been misused, or you wish to exercise applicable privacy rights. Your organization may also control business records and account permissions.

Children’s privacy

RDM Fresh is intended for authorized business users, not children, and does not offer a children’s service. If you believe a child’s personal information has been supplied to the service inappropriately, contact us so we can investigate and address it.

Changes and contact

We will update this policy when relevant practices change and show the updated date on this page. For privacy questions, account or data requests, contact:

RDM Fresh / 愛地門食品有限公司
Email: info@rdmfresh.com