Data & Privacy
Updated October 21, 2026. This notice describes how the service currently handles data.
What the service retains
| Category | Purpose and current retention |
|---|---|
| Account information | Username, email, supplied profile details, password hashes, verification status, and account settings support authentication. Records remain until removed through an account-management process. |
| Authentication and security records | Session records, hashed verification/reset tokens, login attempts, and audit events support access control and security. Authentication audit records use hashed identifiers for IP/user-agent information; server access logs may separately contain IP addresses and request details. No fixed deletion deadline is promised here. |
| Uploaded and retrieved datasets | Files used for requested analyses are stored on our server. Raw datasets may be removed under the storage-pressure cleanup rule described below. |
| User-specific outputs | Run configuration, intermediate files, generated maps, tables, logs, and other outputs can be retained in user-specific storage. These may include information derived from submitted data. |
| Reports and derived summaries | HTML reports, supporting assets, and workflow-generated summaries or knowledge records may be retained. Reports can contain sensitive locations or other input-derived information. |
| Website Q&A records | Questions asked through Ask GeoDataAI and the answers given, with an approximate country, but without IP address, account or other identifiers. Deleted after 90 days. See Processing and service providers below. |
| Operational backups | Backups may contain account records or retained content. Removal from live storage does not imply immediate removal from every backup. |
Processing and service providers
Ask GeoDataAI (website Q&A). Your questions and recent conversation history are sent through our server to a third-party AI service provider to generate answers. Since October 21, 2026, questions and answers are also saved on our server to improve the service, with an approximate country estimated locally from your IP address. The IP address itself, your account and other identifiers are not saved, and obvious email addresses, phone numbers, passwords and keys are removed before saving. Saved Q&A are deleted after 90 days. Every 10 days, an automated summary of them is sent to the GeoDataAI team. Do not submit credentials or sensitive information. This chat cannot access your account, files or analysis jobs.
The platform runs on a rented cloud server. Account emails are sent through our email service provider. Some analysis steps use AI models running on our own server, and data retrieval contacts external data providers. Other enabled integrations may contact external AI or data services, depending on the workflow and configuration; this notice does not promise that every workflow stays entirely on our server.
Your responsibilities and controls
Upload only material you are permitted to process. Do not upload passwords, access keys, or confidential, regulated, or sensitive personal information. Keep your own copies of important datasets and reports. Use self-service password reset to secure your account.
For data-handling questions or a deletion request, email geodataai@geodataai.net. A self-service account/data deletion interface is not currently provided. Do not include passwords or unnecessary sensitive files in a request.
Account separation and cookies
The application uses authenticated user identifiers and per-user storage directories. Session and CSRF cookies support sign-in and request validation. These controls do not constitute a guarantee that all risks are eliminated. Approximate login locations (country and state/region, never the IP address) are recorded for user-distribution statistics; see Approximate login location below.
Storage-pressure cleanup
Active since October 14, 2026. When available space on the dataset storage falls below 150 GB, raw datasets from completed analyses may be removed if a dataset is larger than 300 MB, or if an uploaded dataset has been stored for more than 24 hours. Thresholds use decimal units: 1 GB = 1,000,000,000 bytes and 1 MB = 1,000,000 bytes.
- Only uploaded and retrieved (downloaded) raw data are eligible. Small retrieved datasets are not removed solely because of their age.
- HTML reports and their figures, run records, account records, application files and reference spectral libraries are never removed by this rule.
- Datasets of running analyses, uploads or downloads are protected, and companion files are handled together with their dataset.
- Cleanup stops once free space is back above 150 GB.
Keep your own copies of important data.
Deletion audit records
Each cleanup decision is recorded in a restricted administrator log: username and user ID, dataset name and ID, upload or retrieval source, arrival time when known, time stored, deletion time, data size, companion-file list, reason, free space before and after, and whether the deletion succeeded, was skipped, partially completed or failed. These records are stored separately from datasets, are not removed by the cleanup rule, and never contain passwords, access tokens or file contents. A fixed retention deadline for these records is not currently promised.
Approximate login location
Active since October 21, 2026. When an account is activated and at each successful login, the application estimates an approximate location from the login's IP address using a local database (DB-IP "IP to City Lite"). The IP address is only looked up in memory: it is not stored with the location and is never sent to a third-party geolocation service.
- Recorded: country, state or region, coordinates rounded to whole degrees (about 100 km), the time and the data source.
- Location history is kept for 36 months. The most recent approximate location is kept with the account while the account exists.
- Only authorized administrators can see account-linked locations.
- Security records (login attempts, sessions and audit events) continue to store only a keyed one-way hash of the IP address, as described above.
- IP geolocation is approximate: VPNs, proxies, mobile, campus and shared networks can indicate a different place. It does not establish a person's home address, nationality or physical presence.
Public user community map
The homepage and the User Community page show where GeoDataAI is used. Each verified, active account is counted once, using its most recent approximate country.
- Only country-level counts are published. Countries with fewer than three users are not shown, and unknown locations are not plotted.
- Each country marker sits at the average of that country's approximate (about 100 km) locations; markers represent countries, not individual users.
- Community growth is shown only as global monthly totals.
- The public pages never receive usernames, email addresses, IP addresses, user IDs, individual login records or individual locations; they are built from an aggregate-only data source refreshed about every five minutes.
Policy updated October 21, 2026.