SubSmart Mobile — Privacy Policy

Effective date: August 13, 2026

SubSmart LLC ("SubSmart", "we") provides the SubSmart Mobile application (the "App") as a companion to the SubSmart construction-management package running in your company's Salesforce environment. The App is provided to you through your employer or the company that engaged SubSmart; that company controls the work data you enter. This policy explains what the App does with your information.

The short version

• You sign in with your company's Salesforce account. We never see or store your password.
• Everything you create in the App — daily reports, tickets, forms, photos, messages — is stored in your company's Salesforce organization, which your company controls.
• We do not sell your personal information, and we do not "share" it as California law defines that term. No ads, no advertising trackers.
• The App records basic usage and performance measurements (which features are used and how fast they respond), stored in your company's Salesforce organization — not with any advertising or analytics company — and deleted after 90 days.

Information the App handles

Account information. The App signs you in through Salesforce's standard OAuth 2.0 flow. Your credentials are entered on Salesforce's own login page; the App receives only an access token, stored encrypted on your device. Your name, email, and language preference are read from your Salesforce user profile to personalize the App.

Work content you create. Daily report summaries, time & material tickets, signatures, form responses, tasks, time-off requests, and discussion messages are transmitted over TLS to your company's Salesforce organization.

Photos. The App accesses your camera or photo library only when you choose to take or attach a photo. Selected photos are uploaded to your company's Salesforce organization and, where your company has enabled it, mirrored to SubSmart's cloud storage (Amazon Web Services) scoped to your company. Photos you queue for upload are held temporarily on your device — protected as described under "How we protect your information" — and every local copy is removed after upload.

Voice dictation. If your company enables voice features, tapping the microphone records audio only while dictation is active. The recording is sent through SubSmart's infrastructure to OpenAI for transcription using zero-data-retention endpoints — the audio is not used to train models and is not retained by OpenAI. The resulting text is stored with your report, in your company's Salesforce organization.

Location (optional). When you take a jobsite photo, the App can tag the photo album with the location where it was taken, so reports show where work happened. This uses your device's location only at the moment of capture, only with your permission, and can be turned off at any time in the App's Settings ("Tag photos with location"). The tag is stored as visible, editable text on the photo album in your company's Salesforce organization. The App does not track your location in the background.

Crash diagnostics. If the App crashes or hits an error, a diagnostic report — the technical stack trace, the sequence of screens visited before the failure, and your device model and OS version — is sent to Sentry, a crash-reporting processor, so we can fix the problem. These reports contain no name, no account identity, and no IP address retention, and never include screenshots or the content of your reports, photos, or messages.

Usage and performance measurements. The App records which of its features are used and how they perform — for example that a daily report was submitted or updated, that a photo upload succeeded or failed, and how long those actions took. These measurements are linked to your Salesforce user identity, are stored as records in your company's Salesforce organization alongside your other work data (never with an advertising or analytics company), are used only to understand adoption and improve the App, and are automatically deleted after 90 days. Under Apple's App Privacy definitions this is "Product Interaction" and "Performance Data" linked to identity; under Google Play's Data safety definitions, "App interactions" and "App info and performance" — in both cases collected for analytics, with no advertising use and no sale or sharing.

What the App does NOT collect: background or continuous location, contacts, calendars, browsing history, advertising identifiers, or any data from other apps. The App contains no advertising and no third-party analytics or tracking SDKs — the crash reporting described above is the only third-party diagnostic processing, and the usage measurements described above stay inside your company's own Salesforce organization.

How we protect your information

All communication between the App and Salesforce, and between the App and SubSmart's infrastructure, uses TLS. On your device, the Salesforce access token is kept in the operating system's secure storage (Keychain on iOS, Keystore-backed storage on Android). The durable copy of each photo queued for upload is encrypted with AES-256, with two deliberate exceptions that favor never losing your jobsite documentation: the working preview shown in the upload tray remains a normal image file until its upload completes, and if encryption is ever unavailable on a device the App keeps the queued photo unencrypted rather than discard it. Every local copy — encrypted or not — is deleted once the photo is delivered. You can additionally require your device's screen lock (Face ID, fingerprint, or passcode) to open the App, in Settings. Signing out removes the access token from the device and asks what to do with any photos still waiting to upload — including deleting them from the device. Server-side, SubSmart's cloud workloads run in Amazon Web Services under per-company isolation.

Service providers

SubSmart uses a small number of processors, each for a specific job:

• Salesforce — your company's own organization; the system of record for everything you create.
• Amazon Web Services — SubSmart's photo and AI processing, isolated per company.
• Sentry — crash diagnostics, as described above.
• OpenAI — voice transcription only, zero-data-retention endpoints, only where your company has enabled voice features.

We do not use advertising networks, data brokers, or third-party analytics services.

Where your data lives, and who controls it

Your company's Salesforce organization is the system of record. Your company administers who can see what, and its own retention and deletion policies apply. SubSmart's own processing — photo and AI workloads — runs in Amazon Web Services regions in the United States, under per-company isolation. Access to your data within the App is governed by the same permissions your company configured in Salesforce.

For users outside the United States

SubSmart processes and stores data in the United States, so using the App from another country means your information is transferred to the US. For the work data you create, your company is the data controller and SubSmart acts as its processor, handling data only on your company's instructions — the safeguards governing that transfer are part of your company's agreement with SubSmart. Depending on where you live (for example the EU, UK, or Canada), you may have rights to access, correct, delete, restrict, or receive a copy of your personal data, to object to certain processing, and to complain to your local data-protection authority. Because your employer controls the work data, exercise these rights through your company's administrator; we support your company in fulfilling them, and you can always contact us directly at the address below.

Your choices

• Location tagging can be turned off in the App's Settings at any time, and the OS-level permission can be denied or revoked in your device settings.
• Push notifications can be turned off in your device's notification settings.
• Voice dictation only runs when you press and hold the microphone, and only exists if your company enabled it.
• App lock (require your device's screen lock to open the App) can be turned on in Settings.
• Access, correction, and deletion requests for work data should go to your company's Salesforce administrator — the data belongs to your company's organization, and we support your company in fulfilling such requests. For anything else, contact us directly (below).

Data retention and deletion

Content belongs to your company's Salesforce organization and follows its retention rules. Usage and performance measurements are automatically purged after 90 days by a scheduled job in your company's organization. Photos queued on your device are deleted from the device after upload, and you can delete any still-pending photos when signing out. To delete your account, contact your company's Salesforce administrator — deactivating your Salesforce user ends all App access. Signing out of the App removes the access token from your device.

Children

The App is a workplace tool intended for users 18 and older and is not directed at children.

Changes

We will update this page when the policy changes and revise the date above. If a change meaningfully reduces your privacy protections, we will notify your company's administrators before it takes effect.

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