Privacy Policy

Effective Date: January 1, 2025

Introduction

Project Hotline ("we," "our," or "us") provides workforce management software for field service organizations. This Privacy Policy explains how we collect, use, and protect information when you use our mobile application and services ("Services").

Important: Project Hotline is an enterprise application provided by your employer. Your use of our Services is governed by your employment agreement and your employer's workplace policies.

Information We Collect

1. SMS/Text Message Data

  • Phone Numbers: Mobile numbers opted-in to receive service notifications
  • Message Content: Appointment reminders, service updates, completion notices
  • Opt-in Records: Consent timestamp, method, and source
  • Message History: Delivery status, timestamps, opt-out requests
  • Reply Data: Customer responses including STOP, START, HELP commands

2. Location Information

  • What: Precise GPS location data during work hours
  • When: Continuously while the app is in use during scheduled work hours
  • Why: Worker safety monitoring, task verification, automated time tracking, route optimization
  • Who sees it: Your employer and authorized supervisors only

3. Work Documentation

  • Photos: Task completion photos, safety documentation, quality assurance images
  • Voice Notes: Audio recordings for task notes and safety reports
  • Text Data: Task updates, messages, work notes

4. Device Information

  • Device type and operating system
  • App version
  • Network connectivity status
  • Device identifiers for authentication

5. Usage Data

  • Task completion times and durations
  • App feature usage
  • Communication logs between team members

How We Use Your Information

Primary Uses

  • SMS Communications: Send appointment reminders, service updates, and completion notifications
  • Safety Monitoring: Real-time location tracking for emergency response
  • Task Management: Verify task completion at correct locations
  • Time Tracking: Automated clock-in/out at job sites
  • Quality Assurance: Photo documentation of completed work
  • Communication: Facilitate team coordination
  • Consent Management: Track and honor SMS opt-in/opt-out preferences
  • Service Improvement: We may use aggregated and anonymized data to train and improve our AI models and services

We DO NOT

  • Sell your personal data directly to third parties
  • Use your data for advertising
  • Track you outside of work hours (unless explicitly authorized)
  • Share your identifiable data with anyone except your employer

Data Sharing

Your Employer

All data collected through Project Hotline is owned by and shared with your employer. This includes:

  • Location data
  • Task completion records
  • Photos and documentation
  • Communication logs

Service Providers

We use trusted third-party services to operate Project Hotline:

  • Twilio: SMS message delivery and phone number management (SOC 2 Type II, HIPAA compliant)
  • Supabase: Authentication and database (SOC 2 Type II compliant)
  • Amazon Web Services (AWS): Photo storage (HIPAA compliant)
  • OpenAI: Optional AI features for note-taking and service improvement

These providers:

  • Process data only as we instruct
  • Cannot use your personal data for their own purposes
  • Meet industry security standards

Legal Requirements

We may disclose information if required by:

  • Court order or subpoena
  • Government investigation
  • Emergency involving danger to any person

Data Security

Protection Measures

  • End-to-end encryption for all data transmission
  • Encryption at rest for stored data
  • Secure authentication with token-based sessions
  • Regular security audits and penetration testing
  • SOC 2 Type II compliance for core infrastructure

Access Controls

  • Role-based access (only your supervisors see your data)
  • Multi-factor authentication available
  • Session timeout for inactive users
  • Audit logs of all data access

Data Retention

  • Active Employment: Data retained while you're employed
  • Post-Employment: Deleted per your employer's retention policy (typically 30-90 days)
  • Legal Holds: May be retained longer if required by law or litigation
  • AI Training Data: Aggregated and anonymized data may be retained indefinitely for service improvement

Your Rights

Through Your Employer

Since this is an enterprise app, exercise these rights through your employer:

  • Access your personal data
  • Correct inaccurate information
  • Request data deletion (subject to retention requirements)
  • Obtain a copy of your data

Direct Rights

  • Opt-out of optional features (like AI assistance)
  • Report security concerns directly to us
  • File complaints with privacy regulators

SMS Communication Specifics

Message Types

  • Appointment reminders (sent 24-48 hours before)
  • Technician en route notifications
  • Service completion confirmations
  • Follow-up satisfaction surveys (optional)
  • Billing and invoice notifications

Consent and Opt-Out

  • Clear opt-in required before any messages sent
  • Reply STOP to any message to opt-out immediately
  • Opt-out confirmations sent within 24 hours
  • No messages sent after opt-out (except confirmation)

Data Protection

  • Phone numbers encrypted in storage
  • Message logs retained for 90 days
  • Opt-out records maintained permanently
  • No sharing of phone numbers with third parties

Location Tracking Specifics

Transparency

  • Clear on-screen indicator when location is being tracked
  • Tracking only during scheduled work hours
  • No tracking of personal activities

Accuracy

  • Location data accurate to within 5-10 meters
  • Used only for legitimate business purposes
  • Not used for performance micromanagement

Children's Privacy

Project Hotline is not intended for users under 18 years of age. We do not knowingly collect data from minors.

International Users

Project Hotline currently operates in the United States. All data is processed and stored in US data centers.

California Privacy Rights

California residents have additional rights under CCPA:

  • Right to know what information we collect
  • Right to delete personal information
  • Right to opt-out of data sales (we don't sell personal data)
  • Right to non-discrimination

Changes to This Policy

We may update this Privacy Policy. Changes will be communicated through:

  • In-app notifications
  • Email to your employer
  • Updated effective date

Contact Information

Privacy Questions

Email: mail@hotlinesoftware.app

Complaints

If you're unsatisfied with our response, you may contact:

  • Your employer's HR department
  • Your local data protection authority
  • California Attorney General (for CA residents)

Employer Addendum

Your employer may have additional privacy policies that apply to your use of Project Hotline. Please consult your employee handbook or HR department for employer-specific policies regarding:

  • Workplace monitoring
  • Data retention periods
  • Internal data access policies
  • Disciplinary use of collected data

Consent

By using Project Hotline as directed by your employer, you acknowledge that:

  • You've read this Privacy Policy
  • Your employer has authorized location tracking
  • Data collection is part of your employment terms
  • You understand your rights and how to exercise them