Privacy Policy

Back To The Grind ("we", "us", "the operator") respects your privacy. This Privacy Policy explains what information we collect when you use our platform, how it is used, how it is stored, who it is shared with, how long we keep it, and the choices you have. It applies to the web application, its mobile builds, the public pages and kiosks the platform serves, and the integrations offered through it.

There are two kinds of personal information in the platform, and the difference matters:

• Your information — your account, your team's access, and how you use the platform. We handle that as described below.
• Your customers' and employees' information — records you keep in the platform about other people, including things the platform captures on your behalf (a kiosk visitor's spoken request, a recorded call, a supplier's email, an employee's hours and check-in location). For that information you are the controller and we are your processor: you decide what is collected and why, we process it to run the Service for you, and we do so under our Data Processing Agreement.

By creating an account or using the application, you consent to the data practices described here and you confirm you have the authority and the notices/consents required to put other people's information into the platform. If you do not agree, you should not use the application.

Account and team information: your name, email address, password credentials, plan and billing state, and the team members you invite with their roles and permissions. If you sign in with Google we receive the email address and basic profile details Google shares. Team members who sign in with the employee portal credentials you issue have a separate login tied to your account.

Business records you enter or import: customers, contacts, inquiries, estimates, invoices, work orders, change orders, materials, inventory, products, suppliers, purchase orders, equipment, safety and QC records, financial entries, budgets, documents, templates, drawings and notes. This can include personal information about your customers and suppliers (names, email addresses, phone numbers, addresses, job-site details) and about your employees (names, contact details, roles, pay rates, hours, time-off, payroll and tax-related records you choose to keep here).

Communications content: email you connect synchronize into the app (including bodies, headers, attachments and folders you choose to scan); text/SMS messages sent or received through a connected messaging number; social media direct messages and comments on your connected Facebook and Instagram accounts; and the AI-assisted drafts, replies, summaries and logs created from them.

Recordings, transcripts and captures: audio, video, screen and transcript content created by the features you enable — calls and meetings you record or upload for transcription, working sessions you record with the session recorder (screen, machine sound and microphone), and, where you have switched it on, the voice of a visitor recorded at your customer kiosk. Also the structured record of each kiosk interaction (a greeting, a question, a scan, a request, a staff call-out), which may include the first name and contact detail a visitor chooses to give so you can follow up.

Workforce and location information: hours logged, crew assignments, job check-ins, and — when a team member uses the location check-in feature — the device's location at the time of check-in, associated with the job and the worker.

Media and public content: photos and files you upload or the platform collects for you (progress photos, document images, and images gathered from your own website or connected social accounts), the public shop page content you publish, testimonials and review requests, and the ad material generated for your campaigns.

Payment information: subscription payments are processed by Stripe and payments from your customers are processed by Stripe or Square. We do not store full card numbers on our servers — the payment provider handles card data under its own PCI-compliant infrastructure. We retain subscription plan, billing period, payment status and identifiers, and the payment records that belong to your own invoices (amount, method label, transaction identifier, date).

Connected integration data: when you connect an integration (Google Gmail, Calendar, Drive or Sheets; Facebook or Instagram; Stripe; Square; a messaging provider) we handle the limited credentials and the data you authorize, scoped to your account only.

Usage, device and diagnostic data: basic product analytics (pages viewed, features used, actions taken, error events), device and browser type, timestamps, and approximate location derived from IP address. This is used to operate, secure and improve the Service. We do not use advertising cookies or third-party ad trackers in the application.

Support and feedback: the messages you send us through the in-app support and feedback tools, and any information you share when we investigate an issue for you.

• Provide, operate and maintain the application and the features you enable.
• Authenticate your account, keep your session secure, and enforce the isolation between accounts.
• Process subscription payments, manage billing, trials and plan limits.
• Run the AI assistants, document generation, extraction and the automated workflows you turn on — on your data and on your behalf.
• Sync connected integrations (email, calendar, social, storage, payments) when you authorize them.
• Send the messages your account is asked to send — estimates, invoices, receipts, reminders, review requests, campaigns, kiosk replies and staff call-outs — through the channel and on the settings you choose.
• Publish the public content you ask us to publish, and serve your public shop page and kiosk.
• Send service, security and account notifications, including trial, billing, and important-change notices.
• Detect, prevent and address technical issues, fraud, abuse, and misuse of the platform or its messaging features.
• Measure, troubleshoot and improve features, reliability and performance.
• Comply with legal obligations and respond to lawful requests.

We do not sell your personal information or your business data, we do not share your data with other customers, and we do not use your content to train our own AI models. Data you enter is isolated per account (see Data Storage & Security below).

AI features are optional and are enabled by you. When you use one, the content needed to answer your request — for example the records, document text, email body, or image in question, plus your instruction — is sent to a third-party AI model provider to generate the result. That is the only purpose it is sent for.

• We do not use your content to train AI models, and we do not permit it to be used for advertising.
• Requests are processed under the model provider's API terms. Providers process the content to return a result and retain it only as needed to operate and secure their service, as described in their own policies.
• AI features can be turned off individually, and anything that acts automatically can be set to ask you first (see the Terms & Conditions, section 5). Where you choose an automatic setting, an assistant may read and write your records or send messages without a further prompt.
• Where a feature adds information from the web (for example researching a supplier or a material price), your prompt — not your customer records — is used to perform that search.
• AI-assisted output can be wrong. It is your responsibility to review anything that reaches a customer, an employee, a supplier, a tax filing, or the public.
• AI transparency: the assistants are identified as AI in the app, and we keep any provenance marking a model provider attaches to generated media rather than stripping it. Where your own channels reach people in the EU, the duty to tell a person they are dealing with an AI — and to label AI-generated or manipulated content — is yours (EU AI Act, Article 50, in force since 2 August 2026). See section 5 of the Terms & Conditions.

The customer kiosk is an optional, owner-enabled feature that runs on a screen you place in your business. It serves your visitors on your behalf. This is what it does with information:

• Presence: with the camera enabled, the kiosk notices that someone is there by measuring movement. It does not identify faces, does not store images or video frames, and does not upload video. If you switch presence off, the kiosk waits for a touch or a spoken word instead.
• Microphone and speech: after a visitor touches the screen (which is what grants browser permission), the kiosk can listen for a spoken question using the browser's own speech recognition, so the visitor can ask something without typing.
• Spoken answers and announcements: replies, greetings and counter call-outs are spoken aloud in the voice of one of your assistants. Nothing personal beyond the name a visitor gives is announced over shop speakers.
• Recorded requests (off by default): if you enable the record-a-request action, a visitor — or a team member standing with them — can record what they need. The screen shows a plain-language consent line before recording starts, the recording is length-limited, it is stored privately in your account, it is transcribed, and it is turned into an inquiry and follow-up reminders for your team. You are responsible for the notice and lawful basis for this recording; keep the kiosk's privacy notice accurate and post anything else your jurisdiction requires.
• Kiosk interactions: each interaction is logged to your account (greeting, question and answer, scan, sale, staff call, pause) so you can see how the kiosk is serving people and follow up. Sales made at the kiosk become ordinary invoices in your account.

Kiosk visitors are your visitors, and the privacy notice shown at the kiosk is your notice: it is configurable by you, and we provide it to you to edit and publish truthfully.

The platform includes recording tools — a call recorder that transcribes a call or a pasted transcript, a meeting mode, and a session recorder that captures a screen, the sound coming out of the machine and the microphone. Recordings are saved as private files in your account: they are never public, and they are viewed only through short-lived, expiring links by the account that recorded them (and by any support access you authorize).

Recordings and transcripts are your records about the people in them. Recording laws vary and can require the consent of everyone captured, so you must inform the other participants and obtain any consent the law requires before recording. You control how long they are kept — they stay in your account until you delete them or delete your account.

Where the GDPR or similar law applies, we process your account and business data to perform our contract with you (providing the Service you subscribed to); on the basis of your consent for optional features you switch on (for example connecting Gmail, recording a call, using location check-in, or enabling kiosk voice capture); and on the basis of our legitimate interests in securing the Service, preventing abuse, supporting our customers, and improving reliability, balanced against your rights. We also process data to comply with legal obligations. Where PIPEDA (Canada) applies, we rely on your consent, which you may withdraw at any time, and on the exceptions the law allows. Withdrawing consent may mean we can no longer provide a feature that depends on it.

Automated decisions. We do not use solely automated processing to make decisions about you — we do not use it to refuse, price or cancel your subscription — and if that ever changed we would tell you, explain the principal factors behind the decision and give you a human review, which is what Quebec's Law 25 and federal privacy guidance require. Where your own account uses the AI features to make decisions about your customers or employees (pricing, scheduling, hiring, eligibility), those duties are yours as the controller — see the Terms & Conditions, section 5.

We share personal information only as needed to run the Service, and never to sell it. Specifically:

• Service providers (sub-processors): hosting, storage, database, authentication, email delivery, speech and media generation, AI model providers, payment processors and messaging providers — each processing only what is needed for the feature involved. The current list is maintained in section 7 of the Data Processing Agreement.
• The integrations you connect: when you connect Gmail, Google Calendar/Drive/Sheets, Meta (Facebook/Instagram), Stripe, Square or a messaging provider, data flows to and from that service on your authorization.
• Your own team members: people you invite can see the records their permissions allow, including customer and employee information.
• Public content: anything you publish (shop page, portfolio, posts, kiosk showcase, testimonials) is public by definition.
• Legal and safety: we may disclose information where we are legally required to, to respond to valid legal process, to enforce our terms, to investigate fraud or abuse, or to protect the rights, property or safety of anyone.
• Business transfer: if our business is sold, merged or reorganised, information may transfer as part of it, subject to this policy.
• Aggregated or de-identified: we may create statistics that do not identify you or your customers to understand how the Service is used.

When you sign in with Google or connect your Gmail account, Back To The Grind requests only the scopes needed to deliver the features you enable. The scopes we may request are:

• openid, email, profile — to authenticate your sign-in and identify your account.
• https://www.googleapis.com/auth/gmail.send — to send estimates, invoices, receipts, follow-ups and campaign emails to your customers on your behalf.
• https://www.googleapis.com/auth/gmail.readonly — to sync your inbox into the app, import supplier quotes and documents, detect customer replies to messages you sent, and (when you enable it) scan inbound email for business records.

How we use Gmail data:

• Display your inbox and threads inside the app's email module so you can read and reply without leaving the platform.
• Send messages to your customers using your own address as the sender.
• Parse supplier quotes, invoices and order confirmations you receive so pricing and records can be imported into your account.
• Match inbound customer replies to the messages you sent so drafts, alerts and reminders can be prepared for your review.
• Detect and route business email (new inquiries, payments, invoices) into the right records in your account, when that scanning is enabled.

Human reading of your messages: Back To The Grind staff do not read your email content. Message bodies are processed automatically by software to deliver the features above. A message is surfaced to a person only when you open it in the app, or when you report an issue and we inspect a specific message, on your authorization, to resolve it.

Sharing and transfer: Gmail data is never sold or shared with third parties for their own purposes. It is used solely to provide the features you enabled. It is not transferred outside the platform except to the providers that power features you turn on — the AI model providers used for drafting, classification and extraction, and email delivery — each processing it only for that purpose.

Limited Use compliance: our use of Google user data conforms to Google's Limited Use requirements. Data obtained through the Gmail API is used only to provide or improve user-facing features that are prominent in the app's interface, is not used for serving advertising, is not used to train generalized AI models, and is not disclosed to any third party except as described in this policy or as required by law.

You can disconnect Gmail at any time from your Account Connections settings, which revokes the app's access to your mailbox going forward. You can also delete previously synced messages and threads from within the app.

When you connect Facebook or Instagram, we read and send messages and comments through Meta's APIs on your authorization, and publish posts you schedule. Meta user data obtained this way is used only to provide the messaging and publishing features in this app, is not sold, and is not used for advertising by us. Our handling complies with the Meta Platform Terms and Developer Policies, and you remain responsible for your own compliance with them and for the content you publish.

If you connect a messaging number for text (SMS), messages sent and received through it are stored in your account and processed for the same purposes — drafting replies, logging the customer's request, and following up. Text messaging is regulated (in Canada by CASL and in the US by the TCPA and carrier rules) and you are responsible for consent, identification and opt-out handling for the messages your business sends.

Payment services (Stripe, Square) process payments and hold the card data; we receive confirmations and limited transaction details needed to keep your invoices and subscription accurate. Each connected service also has its own privacy policy, which applies to the data it holds.

Your data is stored on secure, access-controlled infrastructure operated for us by our platform and hosting providers. The platform enforces Row-Level Security and ownership-based isolation: each account is segregated, and a user can only reach records their account is entitled to. Access is transmitted over TLS, private files (recordings, uploaded documents, photos kept privately) are stored in private storage and served only through short-lived signed links, and connected integrations use per-user OAuth tokens that are scoped to the person who authorized them and are never shared across accounts.

Internally, access to production data is limited to what is needed to operate, secure and support the Service. We do not browse customer accounts; where support work requires looking at your data, it is done to resolve the issue you raised.

While reasonable technical and organizational measures are in place, no system is completely secure. You acknowledge the inherent risks of digital data storage, agree to protect your credentials (including strong, unique passwords and any two-factor authentication available to you), manage your team's access, and keep your own copies of critical records.

Our providers may process and store data in Canada, the United States and other countries where they operate. Where data is transferred from the EU/UK, we rely on the providers' appropriate safeguards (such as standard contractual clauses) for those transfers.

We retain your account and business data for as long as your account is active. Rolling hourly snapshots of your account data are retained for approximately 24 hours to enable point-in-time recovery, and full scheduled backups can be configured in your Backup & Recovery settings. You may export and download your data at any time.

• Recordings and transcripts you create (calls, meetings, sessions, kiosk captures) are kept in your account until you delete them or delete your account.
• Synced email, social and messaging content is kept in your account until you delete it or disconnect and clear it.
• If you cancel your subscription, your data is retained for a limited grace period to allow reactivation, after which it may be permanently deleted.
• If you delete your account, we delete your business data and the personal information it contains, other than what we must keep for legal, tax, security or dispute purposes, and residual copies in backups that are pruned on their normal cycle.
• Support conversations and billing records are kept as long as needed for support, accounting and legal purposes.

• Access & portability: view and download your data at any time using the export and backup tools in the app (JSON and spreadsheet formats).
• Correct: update your account and business information at any time in the app.
• Delete: delete individual records, or delete your whole account from your settings. You can also ask us to delete your account and data.
• Disconnect: revoke any connected integration from Account Connections at any time.
• Turn things off: disable AI assistants, proactive messaging, autonomous workflows, presence and voice features, location check-in, and marketing sends in your settings.
• Withdraw consent: where we rely on consent, you may withdraw it at any time; features that depend on it will stop working.
• Opt out of marketing: unsubscribe from any marketing email using the unsubscribe link it contains. Transactional messages (receipts, invoices, account and security notices) are not marketing.
• In Quebec (Law 25): you may ask whether a decision about you was made solely by automated processing, ask for the reasons and the principal factors behind it, and ask for the decision to be reviewed by a person; you may also ask for your information in a structured, commonly used technological format.
• Complain: if you are in Canada you may contact the Office of the Privacy Commissioner of Canada, and in Quebec the Commission d'accès à l'information; if you are in the EU/UK you may contact your local supervisory authority. We would appreciate the chance to resolve your concern first.

If you are in California or another state with a comprehensive privacy law, you have the rights those laws provide, including the right to know, delete, correct, and opt out of sale or sharing (we do not sell or share personal information as those laws define it, and we do not use it for cross-context behavioural advertising). Requests can be made through the app or by contacting us, and we will verify them before acting.

Requests about the personal information your account holds — a customer asking to see or delete what you keep about them, or an employee asking about their hours or location records — come to you, because that information is under your control. We will help you answer them: the app's export tools let you retrieve and delete the records, and you can contact us if you need help locating or removing something. If we receive such a request directly, we will refer it to you unless the law requires us to act ourselves, and we will tell you if we do.

If you are a Meta or Instagram user exercising a data deletion request relating to this app, you can remove the app's access from your Meta settings or contact us and we will delete the data associated with the connection.

If a breach of our security safeguards involves your personal information, and it is reasonable to believe the breach creates a real risk of significant harm to you, we will notify you and — as Canadian law requires — the Office of the Privacy Commissioner of Canada, and the Commission d'accès à l'information in Quebec where the breach could cause serious injury to a person in Quebec. We keep a record of every breach involving personal information, as the law requires, and our notice will tell you what happened, what information was involved, what it could mean for you, and what we have done and are doing about it. Personal information your account holds about other people is handled under the Data Processing Agreement, which sets out how we notify you and how we help you meet your own reporting duties.

The application uses browser local storage and session storage to maintain your authentication session, remember your theme, layout and preference settings, and improve performance. The public shop pages and kiosk screens use local storage for their own display preferences. We do not use advertising cookies, third-party ad trackers, or cross-site tracking in the application. You can clear stored data at any time through your browser settings, which will sign you out.

The Service is business software intended for adults: it is not directed to, and may not be used by, anyone under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will take steps to delete it.

We may update this Privacy Policy from time to time — for example when we add features that collect new kinds of information, change providers, or when the law changes. When we make a change that matters, we publish the updated version with a new version number and effective date, notify you in the app (and by email where appropriate), and ask you to accept the updated document during onboarding. We encourage you to review this page periodically.

For any questions, concerns or requests about this Privacy Policy or your personal data — including access, correction and deletion requests — contact us through the in-app Support page or at backtothegrind.dev@gmail.com.