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GroundFlow Privacy Policy

Effective Date: August 25, 2026
Last Updated: August 25, 2026

GroundFlow LLC (“GroundFlow,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the information collected through the GroundFlow mobile application, web application, website, and related services (collectively, the “Services”).

GroundFlow is a workforce and operations management platform designed to help businesses manage field operations, including scheduling, job assignments, work orders, crews, timesheets, safety documentation, vehicle information, approvals, and related business processes.

This Privacy Policy explains what information we collect, how we use it, when we may disclose it, how we protect it, and the choices available to users.

1. Information We Collect

The information GroundFlow collects depends on how your organization configures and uses the Services and which features you use.

Account and Profile Information

We may collect information used to create, identify, and manage your GroundFlow account, including:

  • Name

  • Email address

  • Telephone number

  • Username or account identifier

  • Employer or organization

  • Job title, role, or permission level

  • Authentication and account security information

Passwords and authentication credentials may be processed through secure authentication systems and are not intended to be stored in readable form.

Employment and Workforce Information

Organizations using GroundFlow may provide or generate workforce-related information, including:

  • Employee or contractor name

  • Employee or internal identification numbers

  • Job role or classification

  • Crew assignments

  • Supervisor or manager relationships

  • Work schedules

  • Shift information

  • Time worked

  • Time-off information

  • Work history within the platform

  • Vehicle or equipment assignments

This information is generally provided by the organization using GroundFlow or generated through use of the Services.

Job and Operational Information

GroundFlow may collect and process information necessary to coordinate and document field operations, including:

  • Job and project information

  • Work order information

  • Work locations and addresses

  • Scheduling information

  • Customer or contractor information

  • Work request or reference numbers

  • Crew assignments

  • Job start and completion information

  • Work performed

  • Units, quantities, or services performed

  • Notes and comments

  • Approval and status information

  • Billing- or invoice-related operational information

Timesheet and Attendance Information

When enabled by an organization, GroundFlow may collect:

  • Shift start and end times

  • Employee or crew working times

  • Break or attendance information

  • Timesheet submissions

  • Manager approvals

  • Changes or corrections to time records

Safety, Vehicle, and Compliance Information

GroundFlow may allow users to submit operational and safety records such as:

  • Daily vehicle inspection reports

  • Vehicle or equipment information

  • Safety or tailboard documentation

  • Job-site safety information

  • Inspection responses

  • Compliance acknowledgments

  • Incident or operational notes

Photos, Documents, and User-Submitted Content

If enabled, users may upload or submit information such as:

  • Photographs

  • Documents

  • Attachments

  • Signatures

  • Job-site documentation

  • Safety documentation

  • Notes or comments

GroundFlow only accesses device features such as the camera or photo library when necessary for a feature requested by the user and subject to applicable device permissions.

Location Information

GroundFlow may process location-related information when a feature requires it, such as displaying job-site addresses, assisting with navigation, or supporting location-enabled operational functionality.

If GroundFlow collects precise or approximate device location, the application will request the applicable device permission when required.

GroundFlow does not use location information for advertising.

Device, Technical, and Usage Information

We may automatically receive limited technical information when the Services are used, including:

  • Device type

  • Operating system

  • Application version

  • IP address

  • Device or application identifiers

  • Login activity

  • Error and crash information

  • Diagnostic information

  • Security logs

  • Feature usage and interaction information

We use this information primarily to operate, secure, troubleshoot, maintain, and improve GroundFlow.

2. How We Use Information

GroundFlow may use collected information to:

  • Create and maintain user accounts

  • Authenticate users

  • Provide the GroundFlow Services

  • Display job and work assignments

  • Coordinate employees, crews, vehicles, and equipment

  • Create and manage schedules and shifts

  • Process work orders and operational records

  • Maintain timesheets and workforce records

  • Facilitate safety and vehicle documentation

  • Facilitate manager review and approval workflows

  • Generate operational reports and records

  • Support billing and administrative workflows

  • Communicate service-related information

  • Provide technical and customer support

  • Detect and prevent unauthorized access, fraud, misuse, or security incidents

  • Diagnose errors and improve application reliability

  • Improve and develop GroundFlow features

  • Comply with legal and regulatory obligations

We do not use personal information collected through GroundFlow to sell targeted advertising.

3. Organizations Using GroundFlow

GroundFlow is primarily a business-to-business workforce and operations platform.

In many circumstances, the company or organization that provides you with access to GroundFlow determines what information is entered into the platform and how that information is used.

For example, your employer may use GroundFlow to manage schedules, work assignments, timesheets, work orders, vehicles, or safety documentation.

When GroundFlow processes information on behalf of an organization, questions regarding the organization's employment practices, recordkeeping requirements, or use of your information should also be directed to that organization.

GroundFlow remains responsible for information that it processes for its own business purposes as described in this Privacy Policy.

4. How We Share Information

GroundFlow does not sell personal information.

We may disclose information in the following circumstances.

Your Organization

Information may be available to authorized administrators, supervisors, managers, dispatchers, or other users within the organization that provides your GroundFlow account.

Access depends on the permissions and roles configured within GroundFlow.

Service Providers

We may use third-party providers to help operate GroundFlow, including providers of:

  • Cloud hosting

  • Databases

  • Authentication

  • File storage

  • Email or communications

  • Application monitoring

  • Error reporting

  • Analytics

  • Security

  • Technical infrastructure

These providers may process information only as necessary to provide services to GroundFlow and are expected to maintain appropriate protections for that information.

Legal and Safety Requirements

We may disclose information when reasonably necessary to:

  • Comply with applicable laws, regulations, subpoenas, court orders, or other legal processes

  • Respond to lawful government requests

  • Protect the rights, property, or safety of GroundFlow, our customers, users, or others

  • Investigate fraud, security incidents, or misuse of the Services

  • Establish, exercise, or defend legal claims

Business Transactions

If GroundFlow is involved in a merger, acquisition, financing, restructuring, sale of assets, or similar business transaction, information may be transferred as part of that transaction subject to applicable law and appropriate confidentiality protections.

5. Data Security

GroundFlow uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

These measures may include:

  • Encryption of information during transmission

  • Secure authentication

  • Access controls and role-based permissions

  • Secure cloud infrastructure

  • Logging and monitoring

  • Restricted administrative access

  • Software and infrastructure security practices

No electronic storage or transmission system can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

Users are responsible for protecting their login credentials and should notify GroundFlow or their organization if they believe their account has been compromised.

6. Data Retention

GroundFlow retains information for as long as reasonably necessary to provide the Services, fulfill contractual obligations, maintain legitimate business and operational records, comply with legal requirements, resolve disputes, and enforce agreements.

Because GroundFlow is used by businesses for workforce, safety, operational, billing, and compliance records, some information may need to be retained after a user's account is disabled or deleted.

Retention periods may also be determined by the organization that provides the user's GroundFlow account.

When information is no longer reasonably required, GroundFlow may delete or anonymize it in accordance with applicable requirements.

7. Account and Data Deletion

Users may request deletion of their GroundFlow account and associated personal information.

Where account deletion functionality is available within the GroundFlow application, users may initiate a deletion request through their account or application settings.

Users may also contact GroundFlow using the contact information provided below to request deletion or assistance with their personal information.

If your account is managed by your employer or another organization, GroundFlow may need to coordinate the request with that organization.

Deletion of an account does not necessarily require deletion of information that GroundFlow or the organization is legally or contractually required to retain. For example, certain payroll, employment, safety, billing, transaction, fraud-prevention, security, or compliance records may need to be retained.

Where information must be retained, access will be limited as appropriate and the information will be retained only for applicable purposes.

8. Your Privacy Choices

Depending on your relationship with GroundFlow, your location, and applicable law, you may have rights concerning your personal information, including the ability to request:

  • Access to personal information

  • Correction of inaccurate information

  • Deletion of personal information

  • Information regarding how personal information is used

  • A copy of certain personal information

  • Withdrawal of certain permissions or consent

Some requests may need to be made through the organization that provides your GroundFlow account.

We may need to verify your identity before completing a privacy request.

9. Device Permissions

Certain GroundFlow features may request permission to access device functionality such as:

  • Camera

  • Photo library or files

  • Location

  • Notifications

Permissions are requested when necessary for applicable functionality.

Users can generally manage these permissions through their device settings. Disabling a permission may prevent certain GroundFlow features from functioning properly.

10. Analytics and Application Performance

GroundFlow may use application monitoring, diagnostics, analytics, or crash-reporting services to understand application performance, identify errors, protect the Services, and improve GroundFlow.

These services may receive technical information such as device information, application version, crash logs, diagnostic information, and application interactions.

GroundFlow does not use third-party advertising networks to serve behavioral advertisements based on activity within the GroundFlow application.

11. Children's Privacy

GroundFlow is a business and workforce management application and is not intended for children under 13.

We do not knowingly collect personal information directly from children under 13 through the Services.

If we become aware that information has been collected from a child in circumstances where such collection is prohibited, we will take appropriate steps to delete the information.

12. International Processing

GroundFlow and its service providers may process information in the United States and other locations where our service providers operate.

Where required, we take reasonable steps designed to ensure that transfers and processing of personal information comply with applicable data protection requirements.

13. Third-Party Services and Links

GroundFlow may contain integrations with or links to third-party applications, websites, mapping providers, or other services.

This Privacy Policy does not govern independent services operated by third parties. Their privacy practices are governed by their respective policies.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to GroundFlow, our data practices, legal requirements, or other operational considerations.

When we make changes, we will update the “Last Updated” date at the beginning of this policy.

If a change materially affects how we use personal information, we may provide additional notice where appropriate or legally required.

15. Contact Us

Questions, concerns, or requests regarding this Privacy Policy or GroundFlow's privacy practices may be submitted to:

GroundFlow LLC
Email: [PRIVACY EMAIL ADDRESS]
Website: groundflow.io

For account or data deletion requests, contact us at the email address above or use the account deletion functionality available within GroundFlow.

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