Privacy Policy

ScribeLine is project management, logging, estimating, and invoicing software for construction and service crews. This policy explains what we collect, how we use it, and the choices you have. It applies to scribeline.app, our mobile apps, and the ScribeLine service (the “Service”).

What we collect

Account information — your name, email, and the organization you set up. Business data you enter — projects, work logs, expenses, receipts, photos, videos, voice memos, site-visit walkthroughs, estimates, invoices, and the client and crew details you record. This content is yours; we process it to run the Service for you. Tax forms — taxpayer ID numbers from W-9s and the withholding choices on W-4s are encrypted before they are stored. Payment information — subscriptions and payments are handled by our payment processor (Stripe); we do not store full card numbers. Technical data — basic device, log, and diagnostic information needed to operate and secure the Service.

The apps never ask for your location. Mileage is typed in.

How we use it

We use your information to provide and maintain the Service, sync your data across your devices, process payments and payroll figures you generate, respond to support requests, keep the Service secure, and meet legal obligations. We do not use your business data to build advertising profiles, and we do not train AI models on it.

AI features

Some features use an AI model to read what you capture and fill in the work for you. Two outside services run these models: xAI (the maker of Grok) and Google (Gemini). Each request goes to one of them; if it fails, the other may try once. Here is what they receive:

• Receipts — the receipt photo, or the first page of a receipt PDF. The model fills in the expense.
• Voice capture — the words you said, as text, with the names of your company’s jobs, clients, stations, expense categories and equipment, so it can file things in the right place. The model fills in the form.
• Site-visit walkthroughs — the photos, the words of the voice memos, typed notes, measurements and captions, with the job’s and client’s names. The model drafts the walkthrough report. Combining several walkthroughs into one report sends the text of their reports.
• Supplier quotes and estimates you bring in — images of their pages. The model reads off the line items for you to check.
• Charts from a prompt — what you typed and the names of the fields a chart can use. None of your records are sent.

Audio recordings and videos are never sent to them. A model never works out an amount; it copies what was written or said.

What they do with it. They read it and send back the answer. xAI’s API terms say it does not train its models on what we send, and it keeps requests for 30 days to look into misuse, then deletes them. On the paid Gemini service we use, Google’s terms say it does not use what we send to improve its products, and it logs requests for a limited time only to detect misuse.

We ask you first. Before anything of yours goes to these services, ScribeLine asks you, once. You can change your answer at any time in Settings. If you say no, nothing of yours is sent to them, and voice capture and receipt reading can still work on your phone.

On your phone. Voice capture and receipt reading can also run entirely on your phone, with a model you download to it. When they run on the phone, nothing is sent to an AI service. The download comes from Hugging Face, which sees only that your device asked for the file.

Speech to text. Your phone turns what you say into words. On iPhone this happens on the phone where it can, and otherwise through Apple’s speech service. On Android it uses the phone’s speech service, which is usually Google’s and may work over the internet.

Who else handles your data

We do not sell your data and we do not mine it for advertising. We share it only with the service providers who help us run ScribeLine, each for its own job, under agreements that limit their use to providing those services:

• Supabase hosts our database, sign-in and file storage, and runs our server code.
• PowerSync keeps your phones and the desk in sync.
• Vercel serves our website and the desk.
• Cloudflare sends our email, such as sign-in emails and the invoices and estimates you send.
• Stripe handles your subscription, your clients’ payments to you, setting your business up to be paid, and your bank feed if you link a bank account.
• Mapbox suggests addresses as you type and finds a job’s address on the map for its weather. Open-Meteo returns the forecast for that spot and receives only its map coordinates.
• Apple and Google (Firebase Cloud Messaging) deliver notifications to phones. Each notification’s text passes through them.
• xAI and Google (Gemini) run the AI features described above.
• Hugging Face serves downloads of the optional on-device models.
• Umami counts visits to our website, without cookies and without knowing who you are.

Some services receive your data only when your business connects them. QuickBooks (Intuit) receives your customers, invoices, payments, expenses and subcontractor costs. Gusto receives your crew’s hours for each closed pay period. If your business sets up the ScribeLine API or webhooks, the records it asks for go to the systems it names. Each of these services handles your data under its own privacy policy.

We may disclose information if required by law or to protect the rights and safety of our users and the Service.

Google parts of the Android app

The Android app uses Google’s Firebase Cloud Messaging to receive notifications, and Google’s ML Kit to scan documents and read the text on receipts. ML Kit does its reading on the phone; Google collects diagnostic information about it, such as the phone model and how the feature performed.

Measuring with AR on Android runs on Google Play Services for AR (ARCore), which is provided by Google and governed by the Google Privacy Policy.

Data isolation and security

Every organization’s data is isolated from every other organization at the database layer. Data is encrypted in transit, and the apps keep a local copy on your device so you can work offline. No method of storage or transmission is perfectly secure, but we work to protect your information using industry-standard safeguards.

Your choices and rights

You can access and update your information from within the app, choose in Settings whether the AI features may send your captures to xAI and Google, export your data, and request deletion of your account; what deletion removes and what the business keeps is set out under Data retention below. Depending on where you live, you may have additional rights over your personal information; contact us to exercise them.

Data retention

We keep your data for as long as your account is active and as needed to provide the Service. If you cancel your plan, your company’s data stays where it is, ready if you subscribe again. If you delete your account, we remove your login and your contact details; the records of the work (hours, expenses, invoices, payroll and the like) belong to the business and stay with it. When a company’s only owner deletes their account, a company that holds no records is deleted with it, and one that does is closed and its records are kept, with no set end date. Before you go, an admin can download a full copy of the company’s data, files included, from the app. Some records — billing and tax records in particular — are kept where we must retain them to meet legal or accounting obligations.

Children

ScribeLine is a business tool and is not directed to children. We do not knowingly collect personal information from anyone under 18.

Changes to this policy

We may update this policy as the Service evolves. When we make material changes we’ll update the date above and, where appropriate, notify you in the app.

Contact

Questions about privacy? Email us at support@scribeline.app.