Privacy policy
What this covers
HeadQuarters CRM is field-service software used by maintenance companies. A company signs up on this website; its owner invites the people who work there; those people use the mobile app. This policy describes what the software records, who can see it, and how long it is kept.
Location
The app records a location at the moment a person clocks in and the moment they clock out, if that person has allowed location access on their phone. Each clock-in or clock-out stores at most one location fix. Managers and owners of the company can see those fixes for the people they supervise.
Job-site arrival
A person can turn on job-site arrival in the app. Their phone then watches the area drawn around each job site they are assigned to, also while the app is closed, and tells the service when they arrive at or leave one. Only those two moments, with one location fix each, are sent; the app never records a trail of where a person goes. Arriving can start their shift; leaving while clocked in tells their manager and the owners. It is off until the person allows location "Always" on their phone, and they can turn it off in the phone's settings at any time.
Review of work chats
A company's owners can read the work chats of its managers and service technicians in the app, read only: they cannot send, edit, react or mark anything as read. Every time an owner opens someone's chats is recorded in the company's audit log. Owners' chats are not reviewed by other owners. Everyone in the company is told in the app that chats can be reviewed.
Photos and documents
Photos, receipts, documents and videos that people attach to jobs are stored on Amazon Web Services in the United States. Location and camera metadata embedded in a photo (EXIF) is removed before the photo is stored; only the image itself is kept.
Who can see what
A company's records are visible only to members of that company, according to their role: owners see everything, managers see their crew's work, service technicians see the jobs assigned to them. The operator of the platform can see which companies exist, their subscription status and how many people they have, and cannot open a company's jobs, contacts, photos, messages or hours.
How long data is kept
If an owner closes the company, its data is deleted. If a company stops paying, its access is reduced in stages and the data is kept for up to five years so the company can return, after which it is permanently destroyed.
Deleted records
While a company is active, a job, contact, property, task, time entry, photo or document that someone deletes is hidden from everyone in the company but kept, so the company's history stays complete; it is not removed automatically. Chat messages that are deleted are removed for good after a period, as are uploads that never finished.
Requests from law enforcement
We disclose a company's records to a government authority only when the law requires it, such as under a valid subpoena, court order or warrant, and only what the request covers. Where the law allows, we tell the company before disclosing.
Third parties that handle data
The following services process data on our behalf, each for one purpose:
- Amazon Web Services: hosting of the service and of this website (including its request logs), file storage and email delivery, such as sign-up codes and invitations (United States).
- Stripe: subscription payments. Card details are entered on Stripe's pages and never reach this site or our servers.
- Google: maps in the app and Android push notifications.
- Apple: iOS push notifications.
- Sentry: crash reports, which contain no personal data.
What we do not do
Data is never sold, and never used for advertising.
Deletion and questions
An owner can close the company from the billing page, which deletes the company's data. Anyone can ask for their personal data to be removed by writing to the support address on the support page.
How to delete an account, in the app or by email, is set out on the support page under “Deleting your data” (/support#delete-account).