Ground Ops privacy policy

Ground Ops is software for field service businesses in more than 25 trades, from cleaning and property care to HVAC, plumbing, electrical, landscaping, pest control, and general repair. Tres Lomas Collective, LLC operates it ("Ground Ops", "we"). This policy covers the Ground Ops web app at app.groundops.io and the Ground Ops phone app.

Each business that uses Ground Ops decides what it records about its clients, its personnel, and its work. The business owns that data, and Ground Ops processes it for the business to provide the service.

If you are a client or a worker of a business that uses Ground Ops, that business is responsible for your data. Ask it first what it keeps and why; we help it answer you.

Ground Ops holds the following, entered by you, by the business you work with, or recorded by the app:

• Account and sign-in: your name, email, password (stored only as a hash), language, and the sessions you sign in with, with each device's IP address and browser or app name. Why: to sign you in and keep your account safe.
• Contact details a business enters: names, phone numbers, emails, and addresses of its clients, leads, personnel, vendors, and emergency contacts, with notes, language, and messaging preferences. Why: so the business can schedule work, reach people, and bill.
• Personnel records a business keeps: role, pay type and rate, hours, pay statements, tips, commissions, payout method and handle (never a bank account number), vehicle details, and documents the business asks for, such as a W-9 or W-4, which can include a taxpayer number. Why: to run the business's pay and paperwork.
• Work and property records: work orders, schedules, checklists, time on each work order, mileage, service addresses and their access details (such as lockbox, gate, door, and alarm codes and Wi-Fi passwords), property details, and public property records, which can include an owner's name and mailing address. Why: so personnel can do the work and the business can bill for it.
• Photos, documents, and signatures: work order photos with the time, place, and device they were taken on, receipts, signed documents, and signatures on completed work and accepted estimates. Why: to record the work and what was agreed.
• Location: see Location, below.
• Messages: the texts and emails Ground Ops sends for a business, with their delivery status. Why: to deliver notices and show the business they arrived.
• Payments: amounts, tips, and the status of each payment. Card details go straight to our payment processor; Ground Ops never sees or stores a card number. Why: to record payments on invoices.
• Your phone: the push token that delivers lock-screen alerts, the app version, and sync status. Why: to send the alerts you turned on and to help you when something goes wrong.
• Error reports: when the app or the site fails, a report with technical details and, on the phone, your account id and email. Why: to find and fix the failure.
• Reviews: ratings and comments clients leave, and a business's public Google reviews.

The phone app uses your location only for work.

• When you tap On my way, clock in or out, or take a work order photo, the app records where you are at that moment. Drive times are estimated from that point.
• While the app is open, it uses your location to notice when you arrive at and leave a work order's address.
• In the background: after you tap On my way, and only if you allow it on the screen that explains it before your phone asks, the app watches the addresses of the work orders assigned to you today (up to 20, each about 150 meters across). It records when you arrive and leave, even when the app is closed. It never records where you are between those addresses. Your business sees these arrivals and departures.

It stops when today's work orders are done, when you sign out, or when you delete your account. You can turn it off at any time in your phone's settings (Location, then Ground Ops); the app then uses only the location you share while it is open.

We do not sell personal data, and we do not share it for advertising. We share it only with the service providers below, each running one part of Ground Ops for us, and only what that part needs:

A business that uses Ground Ops can get the current list of our service providers by writing to support@groundops.io.

We also share data when the law requires it, or to protect someone's safety or our rights. If Ground Ops is ever sold or merged, the data moves with it under this policy.

Ground Ops's servers and database are in the United States. Some of these service providers process data in other countries, under their own safeguards.

The database keeps each business's data apart from every other business's. Data travels encrypted (HTTPS). Passwords are stored only as hashes.

We keep a business's data while the business uses Ground Ops. When the business closes, we delete it, except the invoices and payments that tax law requires keeping. When you delete your own account, your sign-in, name, and email go at once; the records each business keeps about its work stay with that business. Error reports and server logs are deleted on the providers' own schedules.

You can delete your Ground Ops login at any time, in the phone app under More › Delete account or on the web. It deletes your sign-in, your name and email on the login, your lock-screen alerts, and your saved filters. Each business you worked with keeps the records it needs for its work and the law, such as your personnel record, time, work orders, photos, and invoices, no longer tied to a login.

Delete your account

The only owner of a business asks Ground Ops to close it on the Delete your account page, or in the app under More › Delete account. Ground Ops closes the business within 30 days. Until then everyone keeps working, and the owner can cancel. After closing, the business's data is deleted, except the invoices and payments kept for tax records, and the owner's sign-in is deleted with it.

You can see and correct your own profile in the app. To get a copy of your data, correct it, or delete it, ask the business you work with, or write to us at support@groundops.io. Depending on where you live, the law may give you more rights over your data; write to us and we will help.

Ground Ops is a tool for businesses. It is not directed to children under 13, and we do not knowingly collect their data. If you believe a child's data is in Ground Ops, write to us and we will delete it.

When we change this policy, we update the date at the top. If a change affects how we use your data, we tell businesses before it takes effect.

Tres Lomas Collective, LLC, operating Ground Ops. Email: support@groundops.io