This Privacy Policy explains how Sample CSI, Inc. ("SampleCSI," "we," "us," or "our") collects, uses, shares, and protects information through the samplecsi.com website, the SampleCSI mobile and web applications, and related services (together, the "Services").
1. Who we are
SampleCSI is a separate company. Our parent company is SampleServe, Inc., which makes environmental sampling software. SampleFire, our fire investigation product, is also offered by SampleCSI and has its own privacy policy at samplefire.net/privacy.
Separate systems. SampleCSI runs on its own platform and database. SampleServe's products do not store, connect to, or have access to SampleCSI data. We do not share personal information or agency data with SampleServe for SampleServe's own use.
Contact:
Sample CSI, Inc.
12935 SW Bay Shore Dr., Suite 200, Traverse City, MI 49684
Privacy: privacy@samplecsi.com
Security: security@samplecsi.com
Phone: 231-933-7035
2. Our role: agency data and our own data
SampleCSI is used by law enforcement agencies, crime laboratories, and other public safety organizations ("Agencies") to document, label, and track evidence.
- Agency data. Evidence records, case information, photos, video, notes, and custody history entered by an Agency belong to that Agency. The Agency controls this data and decides how it is used. We process it only to provide the Services under our agreement with the Agency.
- Our own data. For website visitors, sales inquiries, and account administration, SampleCSI decides how the information is used.
If you have a question about information in an Agency's evidence records, including information about you, please contact that Agency. If we receive your request, we will refer it to the Agency.
3. Information we collect
3.1 From website visitors
- Name, email address, phone number, agency or organization, and the content of your message when you use our contact form or email us.
- Device and usage information such as IP address, browser type, pages viewed, and referring page.
3.2 From Agency users of the app
- Account information: name, work email, phone, agency, role, employee or badge number (if the Agency sets this up), and login credentials.
- Activity records: who created, edited, sealed, transferred, or viewed each record, with date, time, and device.
- Location: precise GPS location at evidence collection and custody events, when location permission is turned on.
- Device information: device model, operating system, app version, and diagnostic logs.
3.3 Agency data entered or captured by Agency users
- Case and incident details, evidence descriptions, packaging, and lab requests.
- Photos, video, audio, sketches, and documents.
- Information about people connected to a case, such as victims, suspects, or witnesses, when the Agency records it.
- Chain of custody history, including signatures and custody transfer scans.
4. Device permissions and biometrics
The app asks for these permissions only when a feature needs them. You can change them in your device settings, but some features will not work without them.
| Permission | What it's used for |
|---|---|
| Camera | Evidence photos and video; scanning QR labels |
| Location | GPS stamp on collection and custody events |
| Bluetooth | Connecting to label printers |
| Photos and files | Attaching existing images or documents |
| Face ID or fingerprint | Confirming your identity at sealing and custody steps |
| Notifications | Custody requests and sync alerts |
Biometrics. Face ID and fingerprint confirmation are handled entirely by your device's operating system. SampleCSI receives only a "confirmed" or "not confirmed" result. We do not collect, receive, or store fingerprints, face scans, or any other biometric identifier.
No facial recognition. SampleCSI does not perform facial recognition on photos or video.
5. How we use information
- Provide, operate, and support the Services, including offline capture and sync.
- Keep evidence records and the audit trail complete and accurate.
- Secure the Services, detect misuse, and investigate security incidents.
- Respond to inquiries and provide customer support.
- Improve performance and reliability using usage and diagnostic data.
- Send service notices, and send product updates to website contacts and account administrators. You can opt out of marketing emails at any time.
6. What we do not do
- We do not sell personal information.
- We do not use Agency data for advertising, and SampleCSI does not show ads.
- We do not share information for targeted (cross-context behavioral) advertising.
- We do not use Agency data to train artificial intelligence models, ours or anyone else's.
- We do not access Agency data except to provide the Services, provide support the Agency asks for, keep the Services secure, or comply with the law.
- We do not share Agency data with our parent company, SampleServe, Inc., or with any other agency.
7. Artificial intelligence
7.1 Availability of AI features
If we introduce optional artificial intelligence (AI) features, we will describe each feature and the data it uses before making it available. Each Agency decides whether to turn these features on.
7.2 How we protect Agency data in AI features
- Agency control. AI features are off until an Agency administrator turns them on, and the Agency can turn them off at any time.
- Limited purpose. Agency data sent to an AI feature is used only to produce that result for that Agency.
- No training. We do not use Agency data to train AI models. Before enabling an AI provider, we require terms that prohibit using Agency data to train models and limit retention to what is needed to produce the result.
- Provider review. Before enabling an AI provider, we will verify its processing location and safeguards. A list of subprocessors is available on request.
- Human review. AI output is a suggestion. A user must review and accept it before it becomes part of a record.
7.3 What AI features never do
- Make decisions about people, including identifying suspects, predicting criminal behavior, or scoring risk.
- Perform facial recognition or identify people in photos or video.
- Decide the chain of custody, alter original photos, or change the audit log.
7.4 Changes to AI features
If we add an AI feature that uses Agency data in a new way, we will update this Policy and notify Agency administrators before it becomes available.
8. How we share information
- Service providers. Hosting, storage, security, communications, AI, and support vendors who process data for us under written contracts. Agency data is stored and processed in the United States. A current list of subprocessors is available on request from our privacy contact.
- At the Agency's direction. For example, when an Agency transfers custody to a crime lab or shares a record with a prosecutor.
- Legal demands. If we receive a subpoena, court order, public records request, or other legal demand for Agency data, we will refer the requester to the Agency and notify the Agency before responding, unless the law forbids notice. We disclose Agency data only when legally required.
- Safety and security. To protect the Services, users, or the public from fraud, security threats, or imminent harm.
- Business transfers. If SampleCSI is involved in a merger, acquisition, or sale of assets, subject to this Policy and our Agency agreements.
9. Where data is stored
SampleCSI is offered to U.S. agencies. All data is stored and processed in the United States, on infrastructure separate from SampleServe's systems.
10. How long we keep data
- Agency data is kept according to the Agency's settings, its records retention schedule, and any legal holds it places. We do not delete evidence records on our own schedule while an Agency agreement is active.
- Audit and custody logs are append-only. Users cannot edit or delete them, so each evidence record's history stays complete.
- After an agreement ends, we return or delete Agency data as the agreement says.
- Website inquiries are kept for up to 3 years, unless you ask us to delete them sooner.
11. Security
We use administrative, technical, and physical safeguards designed for sensitive public safety data, including encryption in transit and at rest, role-based access control, multi-factor authentication, tamper-evident audit logging, and U.S.-only data storage. Alignment with the FBI CJIS Security Policy is an implementation target and remains subject to Agency review. No system is completely secure. Please report security concerns to security@samplecsi.com.
If we learn of unauthorized access to Agency data, we will notify the affected Agency without undue delay and within the time required by law and our agreement, and help with its response.
12. Your privacy rights
- Information in Agency records: contact the Agency that keeps the record. Access to law enforcement records is governed by that Agency's laws and policies, and many privacy laws exempt government agencies and criminal justice records.
- Website and account information: depending on where you live, you may have the right to access, correct, delete, or get a copy of your personal information, to opt out of certain uses, and to appeal our decision on your request. We will not treat you differently for using these rights.
To make a request, email privacy@samplecsi.com with the subject "Privacy Request," or call 231-933-7035. We will confirm your identity before responding and will respond within the time the law requires, generally 45 days. You may use an authorized agent where the law allows.
13. Cookies
samplecsi.com uses only cookies that are strictly necessary to operate the site, including a session cookie for access to an invitation-only demo. We do not use analytics or advertising cookies.
14. Accessibility
This Policy is available in other formats on request. Contact info@samplecsi.com. See our Accessibility page at samplecsi.com/accessibility.
15. Children
The Services are for Agency personnel and are not directed to children. We do not knowingly collect personal information from children through our website. Agencies may record information about minors in evidence records under their own legal authority; that information is Agency data.
16. Changes to this Policy
We will post any changes here and update the "Last Updated" date. For material changes, we will notify Agency administrators in advance.
17. Contact us
Sample CSI, Inc.
12935 SW Bay Shore Dr., Suite 200, Traverse City, MI 49684
Privacy: privacy@samplecsi.com
Security: security@samplecsi.com
Phone: 231-933-7035