1. Introduction
Techpool (“we,” “us,” or “our”) is the data controller for the information described here. This policy explains how we collect, use, and protect your information when you use the Techpool web platform and the Instant Capture mobile app (together, the “Service”). Section 10 covers what applies only to the mobile app.
2. Information We Collect
2.1 Account information
- Email address
- Password (transmitted securely and stored hashed, never in plaintext)
- Full name (display name)
2.2 Company and role
- Company ID, name, industry, and headquarters location
- Your role in the company (owner, admin, technician, or client)
- Company member ID and membership status
2.3 Field and service data
This is the data you create while doing the work. Depending on what you use, it includes:
- Photos, video, voice recordings, and text notes
- Before and after photos documenting job site conditions
- Clock in and out records
- Expenses: merchant, amount, currency, date, receipt images, and notes
- Reports, certificates, calibration records, and scheduling data
2.4 Location data
With your permission, we collect GPS coordinates and derive a physical address so field work can be tied to where it was performed. You can withdraw this permission at any time in your device or browser settings.
2.5 Device and usage data
- Device type and operating system version
- Network connectivity status
- App or browser version
3. How We Use Your Information
- Authenticate you and manage your account
- Store and sync your work between your device and our servers
- Tag captures with location so field work is documented accurately
- Associate work with the correct company and mission
- Process expenses, including reading receipts with optical character recognition
- Keep the Service working offline and sync when you are back online
- Maintain and improve performance and reliability
We use the data you submit to train and improve our AI models so the Service gets better at structuring field work. Aggregated and anonymized data that cannot identify you, your company, or your customers may also be used to develop and improve the Service.
4. Storage and Security
- All network communication uses HTTPS encryption.
- Media files are uploaded as encrypted transfers and stored on our servers.
- Authentication uses secure tokens with automatic refresh, held in your device or browser secure storage.
- Access to company data is limited to members of that company, according to their role.
5. Sharing and Disclosure
We do not sell your personal information. We share it only in these situations:
- With your company. Your work is shared with the company you belong to in the Service. That is the point of the product.
- Service providers. We use third parties to host our infrastructure and process data on our behalf, under confidentiality obligations.
- Legal requirements. If required by law, regulation, legal process, or a governmental request.
- Business transfers. In a merger, acquisition, or sale of assets, your information may transfer as part of that transaction.
6. Third-Party Services
We do not use third-party analytics, advertising, or tracking SDKs. The components we rely on handle things like network communication, storage, media recording, and geocoding. They process data on your device or communicate with our own servers, and they do not send data to advertising networks.
7. Data Retention
- While your account is active, your work and associated media are retained on our servers.
- When you sign out of the mobile app, local data on the device is deleted, including tokens, cached user data, and cached media.
- To delete your account and all associated data from our servers, contact us using Section 12.
8. Your Rights
Depending on where you live, including under the GDPR if you are in the EU or EEA, you may have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Delete your personal data
- Export your data in a portable format
- Withdraw consent for location collection at any time
- Object to certain processing of your data
To exercise any of these, contact us using Section 12. You also have the right to complain to your local data protection authority.
9. Children’s Privacy
The Service is not intended for anyone under 16. We do not knowingly collect personal information from children under 16. If we learn that we have, we will delete it.
10. Instant Capture (mobile app)
Everything above applies to the Instant Capture app. This section covers what is specific to it.
10.1 Device permissions
Each permission is requested at the point of use and can be revoked at any time in your device settings.
| Permission | Purpose |
|---|
| Camera | Capture photos and video of job sites |
| Microphone | Record voice notes describing field observations |
| Photo Library | Select existing images for captures |
| Location (GPS) | Tag captures with job site coordinates |
| Internet | Sync captures to the server and authenticate |
10.2 Data stored on your device
- Captures, media files, and metadata are stored locally so the app works without a connection.
- Media is kept in the app’s private storage area, and authentication tokens in encrypted secure storage.
- Local data is deleted when you sign out.
11. Changes to This Policy
We may update this policy from time to time. We will change the “Last updated” date above, and for significant changes we will give notice in the Service.
12. Contact Us
Questions about this policy or our data practices? Get in touch.