Privacy Policy
Last updated: August 19, 2026
ProBelt ("we," "us," or "our") provides a mobile application and web services for contractors and field-service businesses (the "Services"). This Privacy Policy explains what personal information we collect, why we collect it, where it is stored, who can access it, how long we keep it, and the rights you have over it. It is written to satisfy the EU/UK General Data Protection Regulation (GDPR) and the California Consumer Privacy Act as amended by the CPRA, and applies to all users of the Services.
1. Who We Are
ProBelt is the data controller for personal information processed through the Services. If you are a business using ProBelt for your crew and customers, we act as a processor for your customers' data under our Data Processing Agreement; this policy covers our handling of your and your users' information in that capacity as well.
Contact: support@probelt.app. A plain-language map of where data lives is published at probelt.app/data-map.html.
2. Information We Collect
- Account information: name, email address, phone number, and company details you provide at registration.
- Profile information: role (owner, office, field worker), crew assignments, persona preferences, and settings you configure.
- Business records: client and lead contact details, job and project details, estimates, invoices, expenses, timesheets, and notes you create in the app.
- Media: photos of job sites, receipts, and field notes you upload, including FieldNote media stored in access-controlled storage.
- Communications: phone calls, call transcriptions, voicemail, and SMS messages handled through the app's calling and messaging features, and support requests you send us.
- Location data: with your permission, GPS-based clock-in/out and geofence events for time tracking. Location is collected only from users who have enabled it.
- Device and usage data: device type, operating system, push-notification tokens, and product analytics events (feature usage, app performance).
- AI feature inputs: photos and text you submit to AI features (receipt scanning, photo analysis, field-note parsing, landscape design, assistant chat) are sent to our AI provider for processing, as described in Section 4.
3. How We Use Information and Our Legal Bases
We use personal information to provide, maintain, secure, and improve the Services. Where the GDPR applies, we rely on these legal bases:
- Performance of a contract (Art. 6(1)(b)): operating your account, storing your business records, delivering estimates/invoices, time tracking, calls and messaging, and the features you subscribe to.
- Legitimate interests (Art. 6(1)(f)): product analytics, fraud and abuse prevention, security monitoring, and service improvement, balanced against your rights.
- Consent (Art. 6(1)(a)): location collection where enabled, and any marketing communications.
- Legal obligation (Art. 6(1)(c)): tax, accounting, and other legal retention duties.
We do not sell or rent personal information, and we do not use your information for third-party advertising or to train third-party foundation models.
4. AI Features — What Is Sent to Our AI Provider
AI features (receipt and photo scanning, field-note parsing, landscape design, assistant chat) run through a server-side proxy: your authenticated request goes to our backend, which calls OpenAI's API (GPT-4o family models) on your behalf. API keys are held server-side only — never in the app. The content you submit (for example, a receipt photo) and necessary context are transmitted to OpenAI solely to generate your result. OpenAI's API terms state that inputs and outputs are not used to train OpenAI models. Results are returned to you and, where the feature logs usage, we keep only minimal usage metadata (for example, timestamps and feature type), not the full content you submitted.
Expense transaction categorization follows the same server-side proxy pattern: bank transaction descriptors (merchant names and amounts) are sent to TypeSafe's API to generate spending categories. TypeSafe's terms state that inputs are not used to train or fine-tune its models and are not disclosed to third parties beyond its service providers; deletion can be requested at privacy@typesafe.ai. We keep only minimal usage metadata, not the descriptors themselves.
5. Sharing and Subprocessors
We share personal information only with service providers ("subprocessors") who process it on our behalf under contract, and as required by law. Current subprocessors:
| Provider | Purpose | Data involved |
|---|---|---|
| Supabase (US) | Database, authentication, file storage, serverless functions | Nearly all app data; hosted in managed Postgres and object storage |
| OpenAI (US) | AI feature processing via our server-side proxy | Photos/text submitted to AI features; minimal metadata |
| TypeSafe (US) | AI transaction categorization via our server-side proxy | Bank transaction descriptors (merchant names, amounts); TypeSafe states inputs are not used to train its models |
| Twilio (US) | SMS and voice features | Phone numbers, message/call content and metadata |
| Mapbox (US) | Maps, geocoding | Addresses and coordinates you map |
| Apple (US) | TestFlight/beta distribution, App Store, in-app purchases | Device identifiers, crash logs, purchase records |
| RevenueCat (US) | Subscription management | Purchase and subscription entitlement data |
| Hostinger (US/EU) | Website hosting only | Web server logs; no app data |
| Google Fonts | Typography on this website | IP address in font requests |
We will update this list before adding or replacing subprocessors that materially affect personal data. We may also disclose information to comply with law, to protect rights and safety, or in connection with a merger or acquisition. We do not use a third-party CRM, ad networks, or data brokers.
6. International Data Transfers
Our primary infrastructure and subprocessors are located in the United States. If you access the Services from the EU/UK, your data will be transferred to the US. We rely on European Commission Standard Contractual Clauses (and the UK International Data Transfer Addendum where applicable) with our subprocessors, and equivalent safeguards under the EU–US Data Privacy Framework where available, to protect transfers.
7. Data Retention Policy
We keep personal information only as long as needed for the purposes above, then delete or anonymize it. Automated retention runs weekly and purges expired records. Current retention periods:
| Data category | Retention |
|---|---|
| Product analytics events (granular) | 90 days |
| Call logs and transcriptions; captured caller messages | 365 days |
| Aggregated daily metrics | 730 days |
| Aggregated weekly reports | 1,095 days (3 years) |
| Retention-system audit logs | 365 days |
| Business records (clients, leads, jobs, estimates, invoices, expenses, timesheets, photos, profiles, settings) | Kept while your account is active; deleted within 30 days after account deletion is confirmed |
| Records we must keep for tax/accounting law | As required by applicable law |
Deleting your account (in-app: More → Privacy & Security → Delete Account) removes your business records. Some data referenced above is deleted earlier by the automated purge; nothing is kept indefinitely without a legal reason.
8. How We Protect Data
- Encryption: TLS for data in transit; managed encrypted storage at rest.
- Tenant isolation: row-level security (RLS) policies enforce that only members of your business can read your business's rows.
- Private media: job photos and field media live in private buckets accessible only via short-lived signed URLs.
- Server-side secrets: all third-party API keys (including our AI provider) are held server-side; no keys ship in the app binary.
- Access control and least privilege: service access is scoped by role; support access to your data requires a request through your account.
- Rate limiting and monitoring: paid APIs are rate-limited per business; security events are monitored.
No method of transmission is 100% secure; we cannot guarantee absolute security despite these measures.
9. Your Rights and Choices
GDPR (EU/UK): you may access, correct, or delete your personal information; restrict or object to processing; port your data; and withdraw consent at any time (without affecting prior lawful processing). You may lodge a complaint with your supervisory authority.
California (CCPA/CPRA): you may know, access, correct, and delete personal information; you may opt out of any "sale" or "sharing" of personal information — we do not sell or share your personal information for cross-context behavioral advertising; and you may limit the use of sensitive personal information to service-providing purposes only. Exercising these rights will not be discriminated against.
How to exercise rights: use Export My Data and Delete Account in the app (More → Privacy & Security), or email support@probelt.app. We respond to verified requests within 30 days (GDPR) or 45 days (CCPA), and acknowledge deletion requests within 48 hours.
10. Children's Privacy
The Services are business tools and are not intended for anyone under 16. We do not knowingly collect personal information from children under 16. If you believe we have, contact us and we will delete it promptly.
11. Changes to This Policy
We may update this Privacy Policy. We will notify you of material changes via the app or email before they take effect, and update the "Last updated" date above.
12. Contact Us
Questions about this policy or your data: support@probelt.app. Related documents: Terms of Service · Data Processing Agreement · Data Map.