Privacy Policy

GroundLog is a field compliance logging tool for environmental inspection professionals, operated by GroundLog LLC, a Pennsylvania limited liability company ("GroundLog", "we"). This policy explains what data we collect, why we collect it, how it is stored and used, and your rights as a user. We are committed to collecting only what is necessary to operate the app and never using your data for advertising or selling it to third parties.

---

1. Data we collect

When you create an account and use GroundLog, we collect the following:

• Account credentials — your email address and, if you use Google or Apple sign-in, the identity token from that provider. Passwords are never stored by GroundLog directly; they are managed by Firebase Authentication (Google).
• Daily log entries — field notes, inspection observations, crew records, timesheet entries, and compliance observations you enter in the app.
• Photos — photos you upload or capture in the app, including GPS coordinates and compass bearing embedded in photo metadata.
• Location data — GPS coordinates when you use the Field Map feature (GPS dot, photo pins, field markers). Location is used only within the app at your direction. It is not transmitted to GroundLog servers in the background.
• Field map data — field markers, KML layers, and drawn shapes you create or import.
• Project configuration — project name, organization, contractor name, and report settings you enter.
• Device and usage data — basic crash and error information collected to help diagnose app problems. This is tied to your account UID only, not your name or email.

2. How we use your data

Your data is used exclusively to operate GroundLog for you:

• To sync your logs, photos, and settings across your devices
• To generate daily inspection reports on your request
• To display your field data on the map and in the calendar
• To diagnose and fix errors in the app

We do not use your data for advertising, analytics profiling, or any purpose unrelated to operating the app for you.

3. AI report generation

When you tap "Generate Report," your field log content for that day is sent to the Anthropic Claude API to produce a polished inspection report. Anthropic does not retain your content after returning the response, per Anthropic's API data policy. Your content is not used to train AI models. You control when this feature is used — it only runs when you explicitly request it.

4. Third-party services

• Google Firebase — Authentication, Firestore database, and file storage. All user data is stored in your individual Firebase account namespace. Data is encrypted at rest and in transit. Firebase Privacy Policy
• Anthropic — Claude API for AI report generation (on request only). Anthropic Privacy Policy
• Mapbox — Map tiles and geocoding for the Field Map feature. Mapbox receives your map view location when the map is in use. Mapbox Privacy Policy
• Apple / Google — If you sign in with Apple or Google, their respective authentication services process your sign-in credential.
• Weather data — when you open the weather card, your project site coordinates are sent to public weather services (National Weather Service, Iowa Environmental Mesonet) to fetch forecasts and rainfall. No account data is sent.

No data is shared between GroundLog users. No data is sold or licensed to any third party.

5. Data retention and deletion

Your data is retained for as long as your account is active. You can delete your account at any time from within the app: Settings → Account → Data → Delete Account. Deletion removes your account and all associated data from our systems. If you need assistance, contact us at the address below.

Deleted photos and entries sit in an in-app trash for 30 days so you can undo a mistake, then are permanently removed. Encrypted daily backups are kept for 30 days for disaster recovery only and are not used for any other purpose.

6. Your rights

You have the right to access, correct, export, or delete your personal data at any time. Most of this is available directly within the app. For requests that cannot be completed in-app, contact us at support@groundlog.io and we will respond within 30 days.

7. Children

GroundLog is intended for professional use by adults. We do not knowingly collect data from anyone under 13. If you believe a minor has created an account, contact us and we will delete it promptly.

8. Security

All data is transmitted over HTTPS. Firebase encrypts data at rest. Access to your data is restricted to your authenticated account. In a shared project, other members can see only what you publish or submit to that project, according to their role; personal notes never leave your account. Removing a member ends their access going forward (links to files already shared may remain valid until they expire or are rotated). We do not store passwords.

9. Changes to this policy

Our Terms of Service govern use of the app.

If we make material changes to this policy, we will update the effective date above and notify you within the app. Continued use of GroundLog after a policy change constitutes acceptance of the updated terms.

---