GridTally Privacy Policy

Effective date: August 13, 2026

GridTally is field operations software used by companies to manage crew timesheets, scheduling, and field activity. Your employer provides your account; GridTally is not a consumer service. This policy explains what the app collects and why.

What we collect

• Account information — your name, work email address, and role, entered by your company's administrator when your account is created.
• Location — on the native mobile app, GridTally uses background geolocation to record GPS breadcrumb points throughout an active, clocked-in shift, including while the app is running in the background or your phone is locked. Recording starts when you clock in and stops the moment you clock out; GridTally never records your location outside of an active shift. This is used only so your company can verify field attendance and job-site time, never for advertising.
• Field notes — the text of any field note you submit. Field note text is sent to Anthropic's Claude AI, which automatically generates a short summary, tags, and status flags (for example, a safety concern or a schedule delay) to help your administrators triage notes faster. See "How we use AI" below.
• Timesheet and work data — hours, projects, submissions, and related records you or your company enter.
• Photos and receipts — only those you choose to attach to submissions, such as field documentation or expense receipts. The app does not scan your photo library. Receipt images are stored as a link; anyone who has that exact link can view the image, so don't share a receipt link outside your company.

How we use AI

For companies that enable AI features, when you submit a field note, GridTally sends the note text to Anthropic (the maker of Claude) to generate tags, a short summary, and status flags automatically. Under Anthropic's API terms, this text is not used to train their models. Your company's administrators can view the note and the AI-generated tags, summary, and flags.

What we do not do

• We do not sell your data or share it with advertisers.
• We do not track you outside an active shift.
• We do not collect location when you are not associated with an active work shift.

Where data lives

Data is stored in Google Firebase (Firestore and Cloud Storage) in the United States, under access rules that limit each record to your company's own tenant. The app and website are served through Cloudflare, which also routes requests to the correct company. Transport is encrypted (HTTPS).

Third parties we use

GridTally relies on a number of service providers to operate: Google Firebase (database, file storage, and hosting), Cloudflare (web hosting and request routing), Google reCAPTCHA / Firebase App Check (abuse prevention — confirms requests come from the real app, not a bot or script), Stripe (billing and payment processing), Anthropic (AI processing of field-note text for companies that enable it — see "How we use AI" above), Resend (delivering email notifications such as invites, approvals, and weekly digests, which include your name, email address, and the notification content), OpenStreetMap (Nominatim converts GPS coordinates to a street address — your device sends coordinates to it directly — and OpenStreetMap's map tile servers display maps in the app), and Capgo (delivering updates to the native mobile app). Each provider only receives the data it needs to perform its function.

Retention

Timesheet, PTO, and expense records are retained as required by your employer and by labor recordkeeping law — 3 years by default, consistent with FLSA payroll recordkeeping, unless your company sets a longer period or places records under legal hold. GPS breadcrumb points are kept in the live app for approximately 90 days; after that window, each point is archived to secure cloud storage rather than deleted outright, and the archived copy is kept for our operational and legal recordkeeping. To request deletion of an account, have your company's administrator contact support@gridtally.com — we currently handle deletion requests manually rather than through a self-service tool.

Your choices

Location permission is requested by the app and can be revoked in your device settings; note that shift check-in requires it, so revoking it may prevent clocking in. Questions about your data should go first to your company's administrator, since they control the account.

Contact

GridTally is operated by Gorman Field Services LLC, Tampa, Florida. Contact: support@gridtally.com.