This policy explains what Oversite Reports collects, why, who else touches it, and what you can do about it. Oversite Technologies operates the Service.
Your name, email address and password credentials, handled by our authentication provider Clerk. We never see your password. If you sign in with Google, we receive your name and email address from Google through Clerk.
Handled entirely by Stripe. We receive your subscription status, seat count, billing period and the last four digits of your card for display. We never receive or store your full card number.
Server logs of requests to our backend, including IP address, timestamp and the operation requested, kept for security and troubleshooting. The app also creates a random identifier for each device it's installed on; we use it, with your email address, to allow one free trial per person. We do not run advertising trackers or third-party analytics.
Much of what you record is about people who aren't our customers: your crew, a general contractor's superintendent who signs a ticket, a delivery driver on a receipt.
For that information you decide what is collected and why, and we process it on your behalf under your instructions. Please only record what you actually need, tell people what you're recording where the law requires it, and remove records you no longer need. If someone asks us directly to remove information you entered about them, we'll refer them to you and let you know.
Oversite Reports may process and store workplace safety and incident information submitted by authorized users, including injury-related information and attachments. Such records are stored to provide reporting, retention, synchronization and authorized company access. Access is limited according to account permissions and organizational roles.
In practice that means: these records sync to your account and are retained so your company keeps them — many employers are required to retain workplace injury records for five years after the year they cover, and a record that exists only on one phone is a record you can lose. They are not included in document links you share, and they are not sent to a general contractor's dashboard; attachments such as scene photographs carry the same restriction.
You remain responsible for deciding what to record, for handling it lawfully, and for telling the people concerned where the law requires. If you're subject to specific obligations for employee medical records, satisfy yourself that recording them here meets them before you do. You can export a complete copy of your records at any time, and nothing is deleted because a subscription lapsed.
| Purpose | What it covers |
|---|---|
| Running the Service | Storing your records, syncing them between your devices, generating PDFs, collecting signatures, sharing documents by link |
| Billing | Taking payment, sending invoices, managing your subscription |
| AI-assisted features | Only when you use them: turning a blank form you upload into a digital one, reading a crew list from a photo, reading the date, company, head count and worker names from paperwork you drop in, and translating what you read into the language you chose |
| Sharing with a general contractor | Sending documents you finish on a general contractor's job, and your crew list for that job, to that contractor's dashboard (see below) |
| Support | Answering you when you contact us, and diagnosing a problem you report |
| Security and legal | Preventing abuse, and complying with a valid legal obligation |
We do not process your data for advertising, profiling, resale, or AI model training.
We use a small number of providers to run the Service. Each receives only what it needs.
| Provider | What it does | What it sees |
|---|---|---|
| Netlify | Hosting and cloud storage | Your synced records, photos and published PDFs |
| Clerk | Login and accounts | Your name, email and credentials |
| Stripe | Payments | Your name, email and payment details |
| Anthropic | AI for form conversion, reading a crew list from a photo, reading the date, company, head count and worker names from paperwork you drop in, and translating the app's wording, a form's questions and a document being signed into a reader's chosen language | Only the specific document, image or text involved. Translations of wording (not your answers) are kept so the next reader doesn't wait |
| Amazon Web Services | Measuring a blank form's page at setup (positions of blanks, checkboxes and tables) and, where enabled, backup storage | Only the blank form page you upload to set a form up, and backup copies of your own records |
| Resend | Email: sending finished PDFs to the recipients you choose, and notifications | Recipient email addresses, the message and any attached PDF |
| Procore (in progress, not yet available) | When it's available, and only if a general contractor connects its Procore account: filing subcontractors' daily reports in that contractor's Procore Daily Log | The daily reports and that day's forms filed to the linked Procore project. Procore access tokens are stored encrypted, and used only by our server |
We don't sell your data, and we don't share it with anyone else except where you ask us to (sending a document to someone), or where a valid legal process requires it — in which case we'll tell you unless we're prohibited from doing so.
If you join a general contractor's job through its QR code or link, the documents you finish on that job are sent to that contractor's Oversite dashboard, where the people the contractor assigns to that project can see them. Your crew list for that job is shared the same way: names, trades and safety certificates (the kind, expiry date and a photo of the card), plus phone numbers and email addresses only if you switch that on. You can switch off sending documents, sharing the crew list, or sharing contact details for that job at any time in its project settings; switching off the crew list removes it from the contractor's side. Switching off documents stops new ones being sent; documents already delivered to a general contractor are the contractor's copy and stay on their dashboard, even if you later stop sharing, delete your own copy or close your account. Nothing about your other jobs is shared, and paperwork you attach to your own daily reports as internal is never sent to a general contractor or to Procore.
If a form isn't converting properly, the review screen offers to send it to us. Pressing that button sends us the page images you uploaded for that form, what the conversion made of them, what the app already knew was wrong with it, and whatever you write in the box. The screen says so before you press it, and nothing is sent unless you do.
We use it only to fix that conversion and to make the converter better. We keep it until the problem is dealt with and then no longer than we need it; ask us and we'll delete it sooner. Please send a blank form — that's what converts best anyway, and it means no one's personal information travels with it. If the copy you uploaded looks like it was already filled in, the app warns you before sending.
On servers in the United States. If you use the Service from outside the US, your information is transferred there.
| Data | Kept |
|---|---|
| Your documents and photos, while your account is open | Until you delete them |
| After your trial ends or you cancel a subscription | Kept indefinitely. You can still open your documents, download finished PDFs and export your projects — cancelling never deletes anything |
| After you ask us to delete your account | Removed from live systems within 30 days and from the independent backup within 90 days. Finalised documents that were placed in immutable preservation storage are the exception: those copies are retained for the preservation period (up to seven years from preservation) and cannot be removed earlier, by us or by anyone, because that is what makes them evidence; they are not accessible through the Service after your account is deleted |
| Documents you delete yourself | Moved to Deleted Documents, where you can restore them, together with their history, signatures and photos. Nothing you delete is destroyed by the app; permanent destruction is a separate administrative act on your request, is recorded, and does not reach copies already in immutable preservation |
| Workplace injury and incident records | Retained for the life of the account and exportable at any time — never removed automatically, including if a subscription lapses |
| Signing links | Expire 14 days after being sent, and are single-use |
| Server logs | 90 days |
| Billing records | 7 years, as tax law requires |
In the app: open Settings → My account and tap Delete this account. The company owner (or, for a general contractor's dashboard, the GC Admin who created it) types the company name to confirm. The account locks immediately for every login and device on it, any subscription is cancelled with no further charges, and a zip archive of everything in the account — every finished document's PDF, every photo, and the records — is emailed to you as a download link. After a 30-day hold the account is permanently erased, including the sign-in itself. During the hold you can ask us to restore it by replying to the confirmation email.
By email: write to support@oversitereports.com from your account address and ask us to delete it; we'll confirm and do the same.
Documents you already sent to a general contractor stay on that contractor's dashboard — they are the contractor's record, exactly as paper copies would be. Billing records we're legally required to keep are the exception to erasure.
You can ask us to give you a copy of your data, correct it, or delete it, and you can object to how we use it. Most of this you can do yourself in the app: every project exports a complete archive, and documents and crew records can be edited or removed directly. For anything else, email us and we'll respond within 30 days.
Depending on where you live you may have additional rights — for example under the California Consumer Privacy Act or, if you're in the UK or EU, under the UK GDPR or GDPR. We honour those rights regardless of where you are. We don't sell personal information or share it for cross-context behavioural advertising, so there is nothing to opt out of on that front.
Data travels over HTTPS and is stored encrypted at rest by our providers. Your cloud records are stored under your own account identifier and the server verifies your identity on every request. People you send a document link to can see only the finished PDFs you sent them, never your drafts, your crew records, or any restricted document such as an injury report — that restriction is enforced on our servers, not only in the app. Signing links are single-use, expire after 14 days, and show only the one document being signed.
No system is perfectly secure. If a breach affects your data we'll tell you promptly and explain what happened.
The Service is for people working in construction and is not directed at anyone under 18. We don't knowingly collect information from children. If you believe a child's information has been recorded, contact us and we'll remove it.
We may update this policy. For material changes we'll give at least 30 days' notice by email or in the app, and the date at the top always shows the current version.
Oversite Technologies
support@oversitereports.com
See also the Terms of Service.