Privacy Policy

1. Definitions

• “Account” means a registered user account that you or your organization establishes to access the Services.
• “AI Providers” means the third-party artificial-intelligence service providers we engage to Process Customer Data on our behalf, currently OpenAI, Anthropic, Google (Gemini), and Deepgram, and any successor or additional providers we identify in this Policy or in the in-application disclosure described in Section 5.
• “Customer Data” means all data, content, materials, and information that you or your authorized users submit to, upload to, generate within, or otherwise transmit through the Services, including project records, photographs, videos, audio recordings, voice transcripts, documents, expense entries, and reports.
• “Personal Information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular natural person or household, as defined under applicable law.
• “Process” (and its grammatical variants) means any operation or set of operations performed on data, including collection, recording, organization, structuring, storage, adaptation, retrieval, consultation, use, disclosure, transmission, dissemination, alignment, restriction, erasure, or destruction.
• “Service Providers” means the third-party vendors, processors, and sub-processors we engage to perform functions on our behalf, including the AI Providers and the cloud-infrastructure, payment, analytics, and authentication providers identified in Section 8.
• “You” means the natural person who accesses or uses the Services, or, where the Services are accessed on behalf of an organization, the organization and each authorized user thereof, jointly and severally.

2. Who We Are

Propfax LLC is a Florida limited liability company that operates a field-management platform for construction contractors. Through the Services, we provide tools for project tracking, progress reporting, expense management, scheduling, and AI-assisted document and media Processing.

3. Information We Collect

We collect information from three sources: (a) information you provide directly; (b) information collected automatically through your use of the Services; and (c) information received from third-party integrations and authentication providers you elect to connect.

3.1 Information You Provide

3.2 Information Collected Automatically

• Device Information: Device model, operating system, application version, and unique device identifiers
• Usage Data: Features used, screens viewed, actions performed, and timestamps
• Crash and Performance Data: Error logs, exception traces, and application performance metrics
• Network Information: Internet Protocol address, connection type, and approximate geolocation derived therefrom

3.3 Third-Party Sign-In

If you elect to authenticate with the Services using a third-party identity provider (such as Google or Apple), we receive your name and email address as authorized by that provider. We do not receive, collect, or store your third-party authentication passwords.

4. Location Data

We collect location data only in connection with specific, user-initiated features:

• GPS for Time Tracking: When you affirmatively clock in or clock out, we record your device coordinates at the moment of the action solely to verify that you are on-site. We do not collect location data continuously or in the background.
• Aerial Views: When you elect to include a satellite map in a report, we use the project address (or coordinates you provide) to retrieve a static map image from Google Maps.
• Geocoding: We convert project addresses to geographic coordinates using Google’s Geocoding API solely for the purpose of displaying maps and locating projects within the Services.

5. AI and Automated Processing

5.1 Disclosure and User Consent

Propfax uses AI Providers to power certain features of the Services. Before any Customer Data is transmitted to an AI Provider, we will present you with an in-application disclosure that identifies the AI Providers, the categories of data that may be transmitted, and the purposes of the Processing. The Services will not transmit Customer Data to any AI Provider unless and until you affirmatively grant your consent through that in-application flow. You may revoke your consent at any time through the AI Features setting within your Account; revocation will disable AI-dependent features prospectively.

5.2 Data Categories Transmitted to AI Providers

When you use AI-powered features, the following categories of Customer Data may be transmitted:

• Uploaded photographs and images
• Uploaded videos and video recordings, and frames extracted therefrom
• Audio recordings, voice notes, and speech captured by you
• Speech transcriptions derived from audio content
• Written notes, project descriptions, and user-submitted text inputs
• Property addresses and jobsite information
• Progress reports, generated documents, and project updates
• Metadata associated with uploaded content
• Device and application usage information necessary to provide the service

5.3 AI Providers and Functions

Depending on the feature in use, Customer Data may be transmitted to:

In addition to AI Providers, Customer Data may be processed by the following infrastructure and service providers in connection with AI-powered features:

Each AI Provider and Service Provider Processes Customer Data solely on our behalf, pursuant to contractual obligations or commercial requirements to maintain commercially reasonable security measures and to limit Processing to the purposes for which the data was disclosed. Where supported by our AI Providers, user-submitted content processed through AI services is not used to train publicly available artificial intelligence models.

5.4 Specific AI Features

• Document Extraction: When you upload an estimate, proposal, or similar document, we transmit it to one or more AI Providers to extract project details (names, addresses, budgets, scope of work). The extracted output is returned to you for review prior to saving.
• Receipt Scanning: When you photograph a receipt, we transmit the image to one or more AI Providers to extract vendor, total, date, and category. You review and confirm the results before they are saved.
• Report Generation: When you create a progress report, we transmit your site photographs, typed notes, and voice transcripts to one or more AI Providers to generate a structured report. You review and may edit the report before approval.
• Video Frame Analysis: When you create a video report, we extract key frames from the video on-device and transmit those frames (together with any transcript) to one or more AI Providers for analysis.
• Speech Transcription: When you record voice notes, we may transmit the audio to Deepgram or another AI Provider for transcription. The resulting transcript is returned to you for review and use within the Services.

5.5 Improving Our AI Systems

Propfax may use Customer Data — including documents, images, text, and AI-generated outputs — to develop, train, evaluate, and improve Propfax’s internal AI models, automated features, and analytical systems. Where commercially reasonable, data used for these purposes will be aggregated, anonymized, or otherwise de-identified. We do not provide identifiable Customer Data to third-party AI Providers for their own model training. Propfax does not sell Customer Data in personally identifiable form.

5.6 Human Review

6. How We Use Your Information

We Process information for the following purposes, each of which has a corresponding legal basis under applicable law:

• Provision of the Services: To deliver, operate, maintain, and support the Services and to fulfill our contractual obligations to you
• Product Improvement: To analyze Customer Data to improve existing features, develop new capabilities, optimize performance, and enhance overall platform quality
• AI and System Improvement: To train, develop, evaluate, and improve our internal AI models, automated features, and analytical systems
• Analytics and Insights: To generate aggregated, anonymized, or de-identified datasets for benchmarking, research, and business intelligence
• Communications: To send transactional notifications and, on a basis you may opt out of, occasional product updates
• Security and Fraud Prevention: To detect, investigate, and prevent fraud, abuse, and unauthorized access
• Legal Compliance: To comply with applicable laws, regulations, and lawful requests from competent authorities, and to enforce our agreements

We do not sell Customer Data in personally identifiable form, do not use your information for third-party advertising, and do not share it with data brokers.

7. Customer Data Ownership and License

7.1 Ownership

You retain all right, title, and interest in and to the Customer Data, including all intellectual property rights therein. Nothing in this Policy or the Terms of Service transfers ownership of Customer Data to Propfax.

7.2 License Grant

By accessing or using the Services, you hereby grant Propfax a worldwide, non-exclusive, royalty-free, sublicensable license, during the term of your use of the Services and thereafter to the extent necessary for the purposes set forth below, to host, store, reproduce, transmit, display, modify, adapt, and create derivative works from the Customer Data, solely to:

• Provide, operate, maintain, and improve the Services
• Develop new products and features
• Train and improve Propfax’s internal AI models and automated systems
• Generate analytics, benchmarks, and aggregated business insights
• Ensure platform security, integrity, and performance

The foregoing license is limited to the foregoing purposes and does not authorize the disclosure of identifiable Customer Data to third parties for their own commercial purposes.

7.3 Aggregated and De-Identified Data

Propfax may create aggregated, anonymized, or de-identified datasets derived from Customer Data. Such datasets do not identify, and are not reasonably capable of identifying, you or any individual, and may be used by Propfax for any lawful business purpose, including industry research, benchmarking, and product development.

7.4 Data Export

You may request an export of your Customer Data at any time by contacting us at support@propfaxai.com. We will use commercially reasonable efforts to respond within thirty (30) days of receipt of a verifiable request.

8. How We Share Information

We disclose information only as described in this Policy, and only as necessary for the purposes stated below.

8.1 Service Providers

We engage Service Providers that Process information on our behalf under written agreements. Our Service Providers currently include:

• AI Providers: OpenAI, Anthropic, Google (Gemini), and Deepgram, as described in Section 5
• Cloud Infrastructure and Storage: Supabase, Amazon Web Services, Google Cloud, and Cloudflare
• Mapping and Geocoding: Google Maps and Google Geocoding API
• Authentication: Google Sign-In and Apple Sign-In
• Payments: Stripe, for the processing of payment transactions
• Analytics: PostHog, for product-usage analytics
• Subscriptions: RevenueCat and Apple StoreKit, for in-app purchase management and subscription entitlement verification

8.2 Within Your Organization

If you access the Services as a member of an organization, other authorized users within that organization may view shared project data, reports, and schedules in accordance with the role-based access controls assigned to them by your organization’s administrator.

8.3 Legal Requirements

We may disclose information where we have a good-faith belief that disclosure is required (i) to comply with applicable law, regulation, subpoena, court order, or other legal process; (ii) to protect the rights, property, or safety of Propfax, our users, or the public; (iii) to enforce our agreements; or (iv) to investigate, prevent, or address suspected fraud, abuse, or security incidents.

8.4 Business Transfers

In the event of a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, information may be transferred as part of that transaction. We will provide notice through the Services or by email before your information becomes subject to a different privacy policy.

We do not sell your Personal Information, and we do not share your data with advertisers.

8.5 Third-Party Service Acknowledgment

The Propfax platform integrates with third-party services, APIs, infrastructure providers, analytics providers, mapping providers, payment processors, communication tools, and artificial intelligence providers. These services may independently collect, process, or store information subject to their own privacy policies and terms of service. Users acknowledge that use of certain platform features may require data to be shared with these providers solely for the purpose of delivering requested functionality.

9. Data Security

• Encryption: Encryption of data in transit using TLS 1.2 or higher, and encryption of data at rest
• Authentication: Secure token-based authentication with encrypted session storage
• Row-Level Security: Database policies designed to ensure that users access only data belonging to their organization
• Access Controls: Role-based permissions limiting data visibility within teams (Owner, Admin, Project Manager, Field Worker, Viewer)
• Upload Validation: Validation of all file uploads for type, size, and content prior to Processing
• Rate Limiting: Rate limits on AI-Processing endpoints to mitigate abuse

Notwithstanding the foregoing, no method of electronic transmission or storage is perfectly secure, and we cannot guarantee absolute security. In the event of a breach of security affecting your Personal Information, we will notify you in accordance with applicable law.

10. Data Retention

We retain Customer Data and Personal Information only for as long as necessary to fulfill the purposes for which it was collected. Specific retention practices:

• Customer Data: May be retained indefinitely for operational, legal, product-improvement, and AI-development purposes as described in Sections 6 and 7
• Usage Analytics: Retained, and may be aggregated or anonymized, for long-term analysis
• Server Logs: Deleted within ninety (90) days after creation
• Aggregated and De-Identified Data: Retained indefinitely for any lawful business purpose

Certain third-party providers, including AI Providers and cloud infrastructure providers, may temporarily process or cache submitted data solely for operational purposes consistent with their infrastructure and security practices.

Following termination of your Account, we may continue to retain and use Customer Data in accordance with the license granted in Section 7.2. Where required by applicable law, we will honor verifiable deletion requests for Personal Information, subject to our legal and operational retention obligations.

11. Your Rights and Choices

Subject to applicable law and verification of your identity, you may have the following rights:

• Right of Access: To request a copy of the Personal Information we hold about you
• Right to Correct: To request that we correct inaccurate or incomplete Personal Information
• Right to Delete: To request that we delete Personal Information, subject to Section 10
• Right to Portability: To request your Personal Information in a structured, machine-readable format
• Right to Restriction: To request that we limit the manner in which we Process your Personal Information
• Right to Object: To object to Processing based on legitimate interests
• Right to Withdraw Consent: Where Processing is based on consent, to withdraw that consent at any time without affecting the lawfulness of Processing prior to withdrawal

To exercise any of these rights, contact us at support@propfaxai.com. We will use commercially reasonable efforts to respond to verified requests within thirty (30) days, or such shorter period as required by applicable law.

11.1 California Residents (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act, including the rights to know, delete, correct, and opt out of the “sale” or “sharing” of Personal Information. Propfax does not sell Personal Information and does not engage in cross-context behavioral advertising. To submit a CCPA/CPRA request, email support@propfaxai.com. You may designate an authorized agent to make a request on your behalf, subject to verification.

12. International Data Transfers

Propfax is established in the United States. If you access the Services from outside the United States, your Personal Information will be transferred to, stored, and Processed in the United States, where our servers and Service Providers are located. The data-protection laws of the United States may differ from those of your jurisdiction. Where required, we rely on standard contractual clauses, supplementary measures, and Service-Provider agreements to ensure that international transfers are subject to appropriate safeguards consistent with applicable law, including the GDPR.

13. Do Not Track

Our Services do not currently respond to “Do Not Track” browser signals. We do not engage in cross-site tracking or serve targeted advertising. Analytics collected through the Services are used solely for product improvement and are not disclosed to advertising networks.

14. Children’s Privacy

The Services are intended for business use by construction professionals and are not directed to children. We do not knowingly collect Personal Information from any individual under the age of sixteen (16). If we learn that we have collected Personal Information from a child without verifiable parental consent, we will delete it promptly. If you believe a child has provided us with Personal Information, please contact us at support@propfaxai.com.

15. General Provisions

15.1 Governing Law

This Policy is governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict-of-laws principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

15.2 Venue and Jurisdiction

Subject to any agreement to arbitrate set forth in the Terms of Service, the parties consent to the exclusive jurisdiction and venue of the state and federal courts located in Miami-Dade County, Florida.

15.3 Limitation of Liability

The limitations and exclusions of liability contained in the Terms of Service apply equally to claims arising under or in connection with this Policy. To the fullest extent permitted by law, in no event will Propfax be liable for indirect, incidental, special, consequential, exemplary, or punitive damages arising out of or relating to this Policy.

15.4 Severability

If any provision of this Policy is held to be invalid, illegal, or unenforceable, that provision will be modified to the minimum extent necessary to render it valid, or severed, and the remaining provisions will continue in full force and effect.

15.5 No Waiver

No failure or delay by Propfax in exercising any right under this Policy operates as a waiver thereof.

15.6 Assignment

You may not assign your rights or obligations under this Policy without our prior written consent. Propfax may assign this Policy without notice or consent, including in connection with a merger, acquisition, or sale of assets.

15.7 Force Majeure

Propfax will not be liable for any delay or failure to perform where the delay or failure results from any cause beyond our reasonable control.

15.8 Entire Agreement

This Policy, together with the Terms of Service and any other policies expressly incorporated by reference, constitutes the entire agreement between you and Propfax with respect to the subject matter hereof.

15.9 Notices

All notices under this Policy will be in writing and deemed given when delivered to support@propfaxai.com or to the registered address of Propfax LLC set forth in Section 2.

16. Changes to This Policy

We may update this Policy from time to time. Where changes are material, we will provide notice through the Services or by email prior to the effective date of the change. The “Last Updated” date at the top of this Policy reflects the most recent revision. Your continued access to or use of the Services after the effective date of any update constitutes your acceptance of the updated Policy. If you do not agree to the updated Policy, you must discontinue use of the Services.