Privacy Policy

1. Definition of Personal Information

“Personal Information” (or “Personal Data”) means any data that identifies, relates to, or could reasonably be linked to you, your device, or household. It excludes de-identified, aggregated, or publicly available data without personal identifiers.

2. Categories of Personal Information We Collect

Depending on the features you use, we collect or may collect the following categories of Personal Information through the Services:

Jobsite content may contain Personal Information about the recording user and other people who are present or discussed, including coworkers, subcontractors, clients or homeowners, and bystanders. Depending on what is captured, this may include voices, names, addresses, trade details, and other information spoken during a recording or shown in project content.

3. Sources of Personal Information

We obtain Personal Information from:

4. Purposes for Collecting Personal Information

We use Personal Information to:

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  Support Communication: Respond to inquiries, send updates, or provide project notifications. Categories: Identifiers, Commercial Data.
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  Manage Accounts/Subscriptions: Create profiles, process payments, maintain security. Categories: Identifiers, Account Details.
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  Deliver Services: Enable features like photo geotagging, report sharing, task assignment, and Rundown generation. Categories: All relevant to the requested features.
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  Process Rundowns: Transcribe jobsite audio, normalize transcript text and timestamps, associate deterministic photo markers, generate and store structured Rundowns, preserve edits and version history, and create temporary PDF downloads. Categories: Multimedia Data, Rundown Content and Processing Data, Professional Details, and Location Information, as applicable.
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  Record Estimate Decisions: Present estimates for customer review, capture electronic signatures and accept-or-decline decisions, document the resulting agreement between the customer and the contractor, deliver signed copies, and help prevent fraud. Categories: Identifiers, Estimate and Checklist Signature Data, Professional Details.
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  Record Checklist Work Acceptance: Present checklists that the sender has marked complete for external review, capture electronic signatures accepting the documented work as complete, create and deliver final signed checklist records, and help prevent fraud or resolve disputes. Categories: Identifiers, Estimate and Checklist Signature Data, Professional Details.
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  Security, Debugging, and Support: Protect the Services, investigate failures or misuse, diagnose and repair errors, and assist users with Rundown capture, transcription, generation, editing, and export. Categories: All relevant to the issue or support request.
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  Marketing/Advertising: Send promotions, target ads based on interests. Categories: Identifiers, Online Activity.
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  Business Operations: Analyze non-content usage and operational telemetry, manage business transactions, and meet compliance obligations. Categories: Identifiers, Account Details, Online Activity, and Commercial Data, as applicable.
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  Legal Protection: Respond to requests, prevent fraud, enforce terms. Categories: All.
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  Employment Processing: Handle applications or onboarding. Categories: Protected Characteristics, Professional Details.
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  Third-Party Integrations: Process and transmit data between the Services and connected third-party platforms at your direction, including cloud storage services. Categories: Identifiers, Multimedia Data, Professional Details, Location Information.

5. Use of Aggregated/De-Identified Data

We may aggregate or de-identify non-content usage and operational telemetry for analysis, service improvement, or sharing, and we will not attempt to re-identify it. We do not use Customer Content, including Rundown recordings, transcripts, photos, project context, or generated outputs, for general product improvement.

6. Disclosure of Personal Information

Depending on the Services and features you use, we disclose or may disclose Personal Information for business purposes (not sales) to:

We do not sell Personal Information but may share for targeted ads (opt-out available).

7. Data Security and Retention

We use reasonable security measures (e.g., encryption, access controls) to protect data. Retention varies by category (see Section 2) but is limited to what’s necessary for purposes or law.

7.1 Rundown Retention

• Raw audio: Jobsite audio used for Rundown is stored in private Project Lens storage. After a Rundown is successfully generated, its raw audio recording is scheduled for deletion 30 days later. If generation has not successfully completed, raw audio may be retained while needed to complete or retry processing, troubleshoot a failure, provide support, or process a deletion request.
• Transcripts and Rundowns: Normalized transcript text and timestamps, structured Rundowns, user edits, and version history are retained while the related Rundown, project, or account record is retained.
• Service-provider copies: Providers retain Rundown data under provider-specific schedules and exceptions described in Section 8.3.
• PDF downloads: Access to a temporary server-side Rundown PDF download artifact expires seven days after the export request is created, after which the artifact is queued for deletion. Copies already downloaded are controlled by the recipient. The underlying Rundown, transcript, and project photos follow their own retention periods.

7.2 Estimate and Checklist Signature Retention

• Signature evidence and signed records: For an accepted estimate, the drawn signature image, typed full legal name, selected estimate options, and record of consent to do business electronically are retained with the related estimate record. They are kept, together with the decision and any comment, for as long as that estimate, project, or account record is retained. For a declined estimate, only the decision, any comment, and the view and response technical details are retained. For a signed checklist, the sender-provided recipient name and email address, record of work acceptance, drawn signature image, typed full name, record of consent to do business electronically, signature timestamp, and final signed checklist record are retained with the related checklist share for as long as that share, checklist, project, or account record is retained. Signing permanently locks the checklist; ending access to an unsigned share does not by itself delete the retained share record.
• IP address and user agent: IP addresses and browser user agents recorded for estimate views and responses or when a checklist is signed are retained for up to 24 months after they are recorded, then deleted or de-identified, unless a longer period is required for fraud prevention, security investigation, dispute resolution, or legal compliance. Event and signature timestamps remain part of the related estimate or checklist-share record and follow its retention.
• Delivered copies and link access: Signed copies emailed to or downloaded by a signer or the Project Lens customer are controlled by the recipient. The estimate link stops displaying the signed record and personal details 90 days after a decision. A checklist link stops displaying the checklist when an unsigned share is ended. A signed checklist link remains available while the signed share and its related records are retained.

Deleting an individual user deactivates that person’s login access and active account memberships. Profile or attributable activity may be deleted or de-identified through the verified request process, while organization-owned project content may remain available to authorized account members. When Project Lens permanently deletes an account or project through its hard-deletion process, associated Rundown, estimate, and checklist-share records are removed and associated stored artifacts, including signature images and signed estimate or checklist records, are queued for deletion. Removing or archiving a project through the ordinary in-app workflow may retain its records. These actions remain subject to legal obligations, security and fraud prevention, dispute resolution, backup retention, and completion of deletion by service providers. Service-provider deletion timing may differ based on the applicable contract, account configuration, and law.

International Processing: We and our service providers may process Personal Information in the United States and other countries where we or our providers and their subprocessors operate. Those countries may have data-protection laws that differ from the laws where you live. Where Data Protection Laws require a transfer mechanism for our transfer to a service provider, we use contractual safeguards in the applicable provider agreement, including Standard Contractual Clauses and applicable United Kingdom or Swiss addenda where available.

Children’s Privacy: Services are not for those under 16; we don’t knowingly collect their data.

8. Third-Party Services and Integrations

The Services may link to, interface with, or enable connections to third-party websites, platforms, and services. Their respective privacy policies and terms govern your use of those services, and we are not responsible for their practices.

8.1 Mapping and Location Services

We use Google Maps Platform, including Places and Geocoding APIs, and may use other mapping and geocoding services to provide location-based features such as project address lookup, address suggestions, map display, and photo geotagging. When you use these features, limited location data (such as addresses or coordinates) may be shared with the mapping provider. Your use of Google Maps Platform features and content is subject to the Google Maps/Google Earth Additional Terms of Service and the Google Privacy Policy.

8.2 Cloud Storage Integrations

You may choose to connect a personal cloud storage account (such as Google Drive) to the Services. When enabled, photos, videos, and other project content you capture through the Services may be automatically transmitted to and stored in your connected cloud storage account. We access your cloud storage only to create and manage files on your behalf using a limited-access authorization scope (e.g., Google Drive’s “drive.file” scope), meaning we can only access files that the Services have created—not your other files. You may disconnect your cloud storage account at any time through your account settings, which will stop future syncing but will not delete files already transferred. Your use of cloud storage services is subject to the provider’s own terms and privacy policy.

8.3 Rundown Speech-to-Text and AI Processing

If Rundown is made available to your account and you choose to use it, third-party commercial API services transcribe jobsite audio and structure an editable report. When you use Rundown:

• Project Lens sends the raw jobsite audio recording to a commercial speech-to-text provider.
• Project Lens stores normalized transcript text and timestamps returned from transcription.
• Project Lens sends transcript text, deterministic photo-marker identifiers, and limited Rundown context, such as the report title and processing or correction metadata, to a commercial large language model provider to structure the Rundown.
• Project Lens does not send image, audio, or other media bytes to the large language model provider for Rundown processing.

Project Lens and these providers process Rundown content for transcription, report generation, feature operation, security, debugging, and support. The speech-to-text provider and its downstream subprocessors may process submitted audio, transcript text, timestamps, and request metadata as needed to provide transcription. Project Lens does not use Rundown content to train or improve artificial intelligence or machine-learning models. Our speech-to-text provider account is opted out of using Customer Data or de-identified data for model training, model improvement, or benchmarking, and our large language model provider’s commercial terms prohibit training on Customer Content. Rundown does not perform voice identification, voiceprint analysis, or speaker diarization. These providers and their subprocessors may process Personal Information in the United States and other countries. Our direct subprocessors and links to the providers’ current downstream-subprocessor information are in the Project Lens Data Processing Agreement.

8.4 Data Shared with Third-Party Services

For the services and customer-directed integrations described in Sections 8.1 and 8.2, we share only the data necessary to provide the requested functionality. We do not sell data obtained from third-party integrations. Once your data has been transmitted to a customer-directed third-party service, it is governed by that service’s privacy policy and data practices.

9. Estimate and Checklist Electronic Signatures

This section is for people who receive an estimate or a project checklist that its sender has marked complete through the Services. A checklist may be shared without requesting a signature for review, including with a homeowner, project contact, adjuster, or other recipient. If you receive an estimate, you can review it through the shared link and accept or decline it electronically, including by drawing an electronic signature when you accept. If you are a client or other authorized representative asked to sign a checklist, your signature records your acceptance of the work documented in that checklist as complete. You do not need a Project Lens account to review or respond to either document. Responding does not create an account, and it does not make you a party to the Project Lens Terms of Service.

9.1 Information We Collect

For estimates, the first time you open the estimate link—and again if the contractor sends you an updated version—we record the IP address, browser user agent, and time of that view. Every time you respond to an estimate, we collect:

• Your decision to accept or decline and any comment you choose to add.
• The IP address, browser user agent, and timestamp of your response.

If you accept and sign, we also collect:

• Your drawn signature image and typed full legal name.
• The estimate options you selected.
• Your record of consent to do business electronically.

Checklist signatures

If you sign a checklist that the sender has marked complete, we collect:

• The recipient name and email address that the sender provides for the checklist share.
• Your affirmation that you reviewed the checklist, accept the work identified in it as completed, and understand that your electronic signature creates the final signed checklist record.
• Your drawn signature image and typed full name.
• Your record of consent to do business electronically.
• The IP address, browser user agent, and timestamp of your signature.

9.2 Uses of This Information

For an estimate, we use this information to create and document the agreement between you and the contractor. For a signed checklist, we use it to document who accepted the work shown as complete in the checklist, which checklist was shown, and when it was signed. We use the information in both flows to create and deliver signed copies, help prevent fraud or resolve disputes, and keep a reliable signing record. Project Lens does not decide whether the checklist work is actually complete or guarantee that a signature will have a particular legal effect. While you sign, your browser processes your pen or finger strokes only to draw the signature line on the signing pad. Project Lens receives and stores the finished drawn image of your signature only. We do not receive, store, or analyze stroke measurements (such as pressure, speed, or timing), and we do not use signatures for biometric identification. Retention is described in Section 7.2.

9.3 Our Role and Your Requests

Project Lens processes estimate views and responses, checklist signatures, and related signature information on behalf of the business or organization using the Services. For an estimate, your agreement is with the contractor, not with Project Lens. A checklist signature records your acceptance of the work documented by the sender as complete. It applies only to the work identified in that checklist, not to other project work, and its ultimate legal effect depends on your relationship and agreement with the sender and applicable law. It does not make you a party to the Project Lens Terms, and the Project Lens signing flow does not by itself add a waiver, release, warranty disclaimer, or final-payment authorization. The Project Lens customer is responsible for the document’s contents, deciding whether to request a signature, and determining whether the recipient is authorized to accept the documented work. For questions or privacy requests about an estimate or checklist you reviewed or signed, contact the sender first. If you contact us instead (see Section 11), we will forward your request to the Project Lens customer where we can reasonably identify them, and we will assist that customer in responding.

9.4 Consent to Do Business Electronically

Before you sign, the signing page asks for your consent to do business electronically. Your consent covers only the estimate or checklist you are signing. You will be asked again before any future electronic signing.

• Paper alternative: You may decline to sign electronically and ask the sender to proceed on paper or by another non-electronic method. We do not charge for this, and the sender is responsible for disclosing any fee of their own before you sign.
• Paper copies: You may request a paper copy of your signed estimate or checklist from the sender at any time. We do not charge for paper copies, and the sender is responsible for disclosing any charge of their own.
• Withdrawing consent: Before you sign, you may withdraw your consent at no charge by choosing not to sign and contacting the sender to proceed non-electronically. Withdrawing does not affect the validity of any record you already signed.
• Contact detail updates: A signed copy may be delivered to the email address the sender has for you. For a checklist signature, the recipient address is frozen when the sender creates the signature request. Tell the sender if that email address changes.
• System requirements: An internet-connected device with a current web browser that can display the estimate or checklist, plus access to the relevant email address if a signed copy is emailed to you. You can download, save, or print your signed copy to keep it. Viewing a saved copy requires standard PDF software.

10. Your Privacy Options

• Update/Delete Account: Via settings or contact us.
• Opt-Outs: Marketing emails/texts (unsubscribe/STOP); ads (via NAI/DAA tools); cookies (browser settings).
• Push Notifications: Adjust in-app.

11. Contact Us

12. Additional Rights for California, Texas, Nebraska Residents

You have rights under CCPA/TDPSA/NDPA (e.g., access, deletion, opt-out of sharing). We verify deletion requests submitted through our webform within 24 hours, complete covered deletion from active Project Lens systems within 1-5 business days, and send an email confirmation. Provider-held copies and backups may complete later under their applicable schedules. We respond to other privacy-rights requests within the period required by applicable law. No discrimination for exercising rights. Appeals are available for Texas and Nebraska residents.

Shine the Light/Do Not Track: We comply; no DNT honoring currently.

13. Additional Rights for UK/Ireland Residents

Under GDPR: Legal bases include consent, contract, and legitimate interests (e.g., security, fraud prevention, service administration, and non-content analytics).

Rights: Access, rectification, erasure, restriction, portability, objection, withdraw consent.

International Processing: Personal Information may be processed in the United States and other countries as described in Section 7.

Complaints: To ICO (UK) or DPC (Ireland).

Contact us to exercise rights.