Silva PerpetuaGuides

Your data: export, transfer, privacy and AI processing

The client owns their woodland data. How to export it all, move a client to another organisation, what is stored where, and what is sent to AI services and when.

For
Everyone
Time
5 minutes
Where
Web app — a client’s page and Organisation
Updated
On this page

Who owns what

The client owns their woodland data; your organisation processes it with their permission. Owners get a read-only login, can export everything, and can move to another consultant.

Export

Web appA client’s page: Export all data (zip).
  1. 1 Export all data (zip)
  2. 2 The client’s properties
  1. Choose Export all data (zip) on the client’s page — foresters, admins and the owner can.
  2. The zip holds everything for the client’s properties: entities as JSON, geometry as GeoJSON, records and evaluations as CSV, and the media files.

Other downloads: reports as PDF, the plan register as CSV.

Move a client to another organisation

  1. The receiving organisation’s admin generates a transfer code (Organisation › Generate transfer code) and gives it to you.
  2. Your admin enters it on the client’s page under Transfer to another organisation and chooses Transfer client, confirming once more. The client and all their data move; your organisation loses access.
Web appTransfer to another organisation is on the client’s Data ownership card (admins only).

Where data is kept

  • On the server: Google Cloud (the app and file storage) with the database on Supabase Postgres, in the region your provider chose.
  • On the phone: what you synced, and what you recorded until it syncs. Signing out of the field app does not export anything.

AI processing

FeatureWhat is sentWhen
Import anythingThe uploaded file’s content, to Anthropic (Claude), to propose how to read itOnly when Ask Claude to propose the mapping is ticked. Saved formats and hand-written mappings send nothing.
Voice notesThe recording, to the speech-to-text service your provider configured (an OpenAI-compatible service); the transcript, to a language model there that proposes recordsWhen a voice note syncs. Speak into a single field uses the phone’s own speech recognition.

What comes back is always a proposal: nothing is stored or scored until a person confirms it. If your site has no AI configured, these features say so, and everything else works.

What it doesn’t do (yet)
  • No in-app deletion of a client and their data; ask your provider.
  • Sharing one client between two organisations is not built.
For woodland ownersWhat you see when your forester gives you access — how your woodland is doing in plain words, the reports and photos — and how you can export everything or move to another consultant.5 minutesUsers, roles and invitesAdd foresters and admins to your organisation, give a woodland owner read-only access to their own woodland, and know what each role can do.5 minutesImport anythingBring in a spreadsheet, CSV, Word or PDF file, a photo of a field sheet or a map file. The app proposes how to read it, converts every value itself, shows you the result beside the original, and stores nothing until you confirm.8 minutesVoice notes and proposals in the fieldSpeak a plot as you measure it; the server transcribes it and proposes records, which come back to the phone and the web to accept, edit or reject.3 minutes to read