Legal

Privacy Policy

Effective Date: July 1, 2026 · Last Updated: July 1, 2026

PromptR ("we," "our," or "us") provides a field compliance management platform for employers and their field workers. This Privacy Policy explains how we collect, use, store, and share information when you use the PromptR mobile application and web administration portal (collectively, the "Services"). By using our Services, you agree to the collection and use of information as described in this policy.

Who We Serve

PromptR is a business-to-business (B2B) platform. The PromptR app is used by:

Employers (Owners and Managers) — businesses that subscribe to PromptR to manage field compliance for their crew.
Field Workers (Employees) — employees of those businesses who use the PromptR mobile app as part of their work duties.

If you are a field worker using PromptR, your employer has provided you access to this app. Your employer is the primary controller of your compliance data. Questions about how your employer uses your data should be directed to your employer.

Information We Collect

1. Account Information

When an account is created (by an employer or an invited employee), we collect:

First and last name
Email address
Employer / company affiliation
Role within the organization (e.g. Field Tech, Manager, Owner)

2. Location Data

The PromptR app collects precise GPS location data to support geofencing and compliance verification. Specifically:

Foreground location — collected while the app is open and in use.
Background location — collected periodically while the app is running in the background, in order to detect arrival at or departure from designated work locations (e.g. a shop or job site).

Location data is used to automatically detect when a worker arrives at or departs from a designated location, verify that compliance checkpoints are completed at the correct location, and log geofence entry and departure events for compliance records.

We do not sell location data. Location data is retained for 90 days for background pings and up to 2 years for compliance events, after which it is automatically deleted.

3. Photos and Camera

The PromptR app requests access to your device camera to capture proof photos as part of compliance checklist steps. Photos are uploaded to secure cloud storage and are used as proof of completed compliance checkpoints (e.g. equipment loaded, job site before/after), for automated AI-assisted verification of photo content, and as part of the employer's compliance record.

Photos are stored in secure cloud storage and are accessible to the employer's authorized managers and administrators.

4. Compliance Event Data

We log structured compliance records for every checkpoint action taken within the app, including:

Checklist step completions and skips
Skip reasons (if a step was skipped)
Timestamps (prompted-at, completed-at, or skipped-at)
Associated location at time of action
Workflow type (pre-departure, on-site, return-to-shop)
Trade and company identifiers

This data is the core product of PromptR and is retained for a minimum of 2 years. High-severity events (geofence breaches, escalations, failed photo verifications) are retained indefinitely.

5. Device and Technical Data

We automatically collect certain technical information when you use the Services, including device type and operating system, push notification token, app version, and error logs and crash reports.

6. Communication Data

If you contact us for support, we may retain records of that communication.

How We Use Your Information

We use the information we collect to:

Provide and operate the PromptR compliance platform
Detect geofence arrival and departure events and trigger compliance prompts
Record and report on compliance checkpoint completion and misses
Send push notifications for compliance prompts, escalation alerts, and job arrival detection
Analyze compliance trends and generate summary reports for employers
Improve and develop our Services
Ensure the security and integrity of our platform
Comply with legal obligations

How We Share Your Information

We do not sell your personal information.

With Your Employer

Field worker compliance data — including location events, checklist completions, skip reasons, and proof photos — is shared with the employer who has subscribed to PromptR and invited you to the platform. Your employer's owners and managers can view your compliance activity within their account.

With Service Providers

We use third-party service providers to help us operate the platform. These providers are contractually required to protect your data and may only use it to provide services on our behalf. Current categories of service providers include:

Cloud infrastructure and database hosting — Supabase, Render
Cloud storage — Supabase Storage (proof photos)
Push notification delivery — Expo, Google Firebase Cloud Messaging, Apple APNs
AI photo analysis — OpenAI (photos may be analyzed by AI to verify compliance)
Weather data — OpenWeatherMap (weather conditions are logged alongside compliance events for context)

For Legal Reasons

We may disclose information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect the rights, property, or safety of PromptR, our users, or others.

Business Transfers

If PromptR is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify affected users before any such transfer.

Data Retention

Data Type	Retention Period
Account information	Duration of account, plus 30 days after deletion
Location pings (background GPS)	90 days
Standard compliance events	2 years
High-severity events (breaches, escalations, failed photo verifications)	Indefinite
Proof photos	2 years
Push notification tokens	Until updated or account deleted

Data Security

We implement industry-standard security measures to protect your information, including:

Encrypted data transmission (HTTPS/TLS)
Encrypted storage via our cloud infrastructure provider
Access controls limiting data access to authorized personnel and the employing organization
Non-guessable, UUID-based paths for stored photos

No method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your information using commercially reasonable means.

Your Rights

Depending on your location, you may have the right to:

Access the personal information we hold about you
Correct inaccurate personal information
Request deletion of your personal information (subject to legal and contractual obligations)
Object to or restrict certain processing of your information
Data portability — receive a copy of your data in a structured format

Note for field workers: Because your compliance data is collected on behalf of your employer, some deletion and access requests may need to be coordinated with your employer, who is the data controller for your compliance records.

To exercise any of these rights, contact us at the address below.

Children's Privacy

PromptR is designed for use by adults in professional employment contexts. We do not knowingly collect personal information from anyone under the age of 18. If you believe we have inadvertently collected information from a minor, please contact us immediately.

Background Location Disclosure

PromptR collects location data in the background to detect when a worker arrives at or departs from a designated shop or job site location, even when the app is not actively in use. This enables the automatic triggering of compliance prompts without requiring the worker to manually open the app.

Background location is only collected when:

The worker has granted background location permission
The worker is assigned to a shop location within the PromptR system
The worker's shift has not been explicitly closed

Workers can revoke background location permission at any time in their device settings. Revoking this permission will disable automatic geofence detection; manual compliance steps may still be available within the app.

Third-Party Services

Our Services integrate with the following third-party platforms. We encourage you to review their privacy policies:

Google Firebase — push notification delivery
Apple Push Notification Service — push notification delivery (iOS)
Supabase — database and file storage
OpenAI — AI photo analysis
OpenWeatherMap — weather data

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. For material changes, we will notify affected users via email or an in-app notification. Continued use of the Services after changes are posted constitutes your acceptance of the updated policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

PromptR Technology, Inc.
Email: privacy@promptrtech.com
Website: www.promptrtech.com