Privacy Policy

About this policy

Urban iQ Corp. ("Urban iQ," "we," or "us") operates Urban iQ Work Orders, a private work-management app for authorized office staff, workers, and subcontractors. This policy explains how we handle information through the app and its supporting services. It also applies to information about client and building contacts entered into the app, even when those people do not have an app account.

Urban iQ is responsible for its use of the app. QuickBooks and other independent services also have their own privacy terms. This policy does not replace an applicable employment notice, client agreement, subcontractor agreement, or legally required workplace notice.

Information we collect

Account and access information: names, business contact details, account identifiers, roles, crew or subcontractor membership, password-verification records, authorized-device information, sign-in events, and security records. The app stores password hashes rather than readable passwords.

Clients, buildings, and work: customer and building names, service and accounting addresses, contact names, email addresses, telephone numbers, access instructions, schedules, assignments, work-order descriptions, acceptance and status records, notes, reports, approvals, and activity history. Please avoid including unnecessary sensitive information in free-text fields.

Time and attendance: clock-in and clock-out records, breaks and job changes, work and travel hours, correction and review history, and location or photo evidence associated with supported attendance actions. Location evidence can include precise coordinates, accuracy, capture time, and information used to assess whether a reading was simulated or near the assigned site.

Photos, receipts, and costs: images selected or captured for work orders or attendance, materials receipts, expenses, amounts, and other information visible in those images. Follow site photography rules and avoid capturing unrelated people, private documents, or sensitive areas.

QuickBooks information: when an authorized administrator connects a company, the app can read company identifiers, customers and subcustomers, contact and accounting-address details, active status, and linked accounting identifiers. Authorized accounting features may also read items, estimates, invoices, totals, taxes, and balances. Access depends on the connected company, permissions, enabled features, and actions taken.

Service and device information: IP addresses and request metadata received by hosting services, device and app identifiers used for access or synchronization, timestamps, error information, and operational logs. Drafts and pending changes may be stored on an authorized device before they reach the server.

How information is used

We use this information to organize work, assign and coordinate crews, record attendance and completed work, review exceptions, communicate operational updates, maintain client and building records, prepare and reconcile billing, support users, protect accounts, resolve disputes, and meet applicable recordkeeping duties.

QuickBooks customer synchronization brings reviewed accounting identities into Urban iQ. It does not by itself create or send an invoice. Accounting billing and shipping addresses are not automatically treated as confirmed service locations. Separate workflows and administrator permissions govern billing actions.

Location, camera, and offline use

The app requests location while in use for supported time-clock actions. It uses event-based location capture, not continuous off-duty GPS tracking. The office can review recorded evidence and exceptions; a location flag is not a final determination of hours worked or attendance.

You can manage location and camera access in device settings. If permission is unavailable, a reading fails, or photography is prohibited, contact the office so that the work or attendance can be reviewed through an appropriate alternative. All time worked must still be reported.

Photos and local drafts can remain on a device or in an upload queue until synchronization or removal. Changing an assignment or account permission does not recall screenshots, exports, or copies already obtained by another person.

Who can receive information

Authorized Urban iQ personnel receive information according to their duties. Assigned workers, crew members, and subcontractor managers receive the operational information needed for their roles. Client representatives may receive relevant reports, photos, estimates, or invoices through an authorized business workflow. They do not receive unrestricted access to all staff or company records.

We use service providers to operate the app. These include DigitalOcean for hosting, Intuit for connected QuickBooks functions, Twilio for enabled operational text messages, and OpenAI for enabled, office-requested AI features. Apple and mobile carriers may process information needed to deliver their device or communications services. A provider is involved only where the corresponding service is used.

We may disclose relevant information when required by law, to respond to a valid legal request, to protect people or systems, or to investigate suspected misuse. If the app or business is transferred, relevant information may transfer subject to applicable law and appropriate safeguards.

We do not sell personal information collected through the app or share it for cross-context behavioral advertising. The app does not include advertising-network or cross-app advertising-tracking features.

Optional AI processing

When an administrator requests a translation, English summary, or invoice-description draft, selected work descriptions, report notes, material descriptions, and relevant context may be sent to OpenAI to produce and check the result. Names, addresses, or other personal information may be included if present in that submitted text. This is separate from ordinary QuickBooks customer synchronization.

AI output can be incomplete or incorrect. Authorized staff must review it against the original records before using it. An AI draft does not independently approve hours, close a work order, or authorize billing. Provider processing and retention are governed by the applicable provider arrangements; this policy does not promise zero provider retention.

Storage, security, and retention

The hosted app backend is operated in the United States. Connected providers may process information in other locations under their applicable arrangements. Authorized devices, company exports, and backup systems may contain additional copies.

The app uses access controls, authenticated connections, HTTPS for hosted connections, password hashing, and encrypted storage of QuickBooks authorization tokens. Security also depends on the deployment, device protection, staff practices, and provider controls. No system can guarantee absolute security.

We retain records while needed for work management, accounting, lawful recordkeeping, security, or dispute resolution. Attendance location and photo evidence has a configurable retention period in the active attendance system. Original time punches and correction history remain separate. Work-order photos, receipts, other records, device copies, and backups can follow different retention periods. Expiration from the active evidence system does not guarantee immediate deletion of every copy.

An administrator can stop future QuickBooks access by revoking the app connection in Intuit. Disconnection does not automatically erase previously imported records, business records, or backups. Contact Urban iQ to request review of retained information.

Your choices and requests

Contact Urban iQ to request access to or correction of your information, ask about retention, or request deletion or another privacy action available under applicable law. We may need to verify identity and authority, and some information may need to be retained for legal duties, other people's rights, or legitimate business purposes. Rights and exceptions vary by location and relationship to Urban iQ.

Workers can ask the office to review missing or incorrect punches and related evidence. Disabling notifications or device permissions does not remove the duty to report work accurately or limit any non-waivable employment rights.

The app is intended for authorized business use, not for children under 13. Do not create an account for a child or submit a child's information unless necessary for a lawful business purpose and reviewed by Urban iQ.

Changes and contact

We will publish the current policy and its effective date. Material changes will be communicated through an appropriate office or app notice, with additional consent where legally required.

Contact Urban iQ Corp. at support@urbaniqcorp.com for app support, privacy questions, and requests concerning your information. Workers may also contact the office administrator who provided their account.