Privacy Policy
Groundskeeping is a work-tracking app for grounds and facilities crews. It is made and run by Robert Spencer, a sole proprietor in Provo, Utah. This page explains what the app collects, how it is used, and who it is shared with.
What we collect
- Names of crew members and the manager, as the site's manager enters them.
- Work records: what was marked done, where and when, problems reported, photos taken for a report, Today's list, schedules, time off, and notes.
- Contact details a person gives the manager so they can be told about work: an email address and, for text messages, a mobile phone number.
- Text messages the manager forwards to the app's number, such as a crew member saying they will be out, so the app can put that on the crew calendar.
- Problems people text to the app's number, and any photos sent with them: from crew members, and from people outside the crew who look after the site and whom the manager added with their agreement. The text, the photo and the sender's name and role are kept with the report for the crew to see.
- Basic technical information needed to run the app, such as a device's notification registration and error reports.
How we use it
- To show the crew's work, schedule and calendar to the people on that site.
- To send notices about work: push notifications, email and, for people who agreed to it, text messages.
- To read a forwarded text and suggest a calendar entry, which the manager checks before anything is saved.
- To read a texted problem, sum it up in a few words and suggest where it is, so the manager or a lead can put it on the map.
- To keep the app working and fix problems.
We do not sell personal information, and we do not use it for advertising.
Text messages (SMS)
A crew member receives work texts only after agreeing to it in person with their manager, who then adds their number in the app. Someone outside the crew is added to report problems by text only after agreeing to it in the same way, and receives only a confirming text and a short reply to each report. The first text confirms it. Message frequency varies. Message and data rates may apply. Reply STOP at any time to stop texts, or HELP for help.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties. Mobile numbers are used only to send the work messages described here.
Who helps us run the app
The app uses a few service providers, each only to do its job for the app and under its own privacy terms: Google Firebase (storing data, sign-in and push notifications), Cloudflare (hosting the app), Twilio (sending and receiving text messages), Resend (sending email), Stripe (taking payment from the organization that pays for the app), and Anthropic (the AI features: reading a forwarded or texted message so the app can suggest a calendar entry or sum up a problem, answering questions about the crew's library, and translating the app). Anthropic does not use this information to train its models. A manager can turn every AI feature off for a site under Manager settings > Site. We share information with them only as needed to provide the app, and never for their marketing.
Who can see what
Information belongs to the site it was entered on. People on that site see the crew's work and calendar. Email addresses and phone numbers are stored where no phone in the app can read them back; only the app's server uses them to send notices. Reasons for time off and thanks between crew members are shown only to the people they concern and the manager.
Reasons for time off, and the words of a texted time-off request, are kept in a separate record that only the manager and the person who asked can open; the shared calendar shows only who is off and when. Thanks sent without a name keep no name anywhere. The manager sees a person's thanks only if that person allows it. What the crew shares with another crew or organization from its library is cleaned first: names, phone numbers, email addresses and exact locations are taken out, and the organization's manager decides what may be shared at all.
Schools and universities
Where the crew includes student employees, their work records may be education records under FERPA. The app uses them only to provide the service to the school, acts under the school's direction as a school official with a legitimate educational interest, and does not disclose them to anyone else except the service providers above, as needed to run the app. A school can ask for a copy of its data or for its deletion at any time.
Security
Data is encrypted in transit and at rest. Each site is kept apart from every other, and the rules that decide who can read what are enforced on the server, not only in the app. Manager actions need the manager's PIN, and the work done on a site is kept in its history. To report a security problem, write to rems.byustudies@gmail.com; you will have an answer within three working days.
How long we keep it
Work records are kept for as long as the site uses the app, so the crew can see its history. Time off is removed about two months after it ends. A manager can remove people, phones and contact details at any time, and can ask us to delete a site's data.
Your choices
- Reply STOP to any text to stop texts; ask your manager to add your number again if you want them back.
- Ask your manager to change or remove your contact details, or contact us directly.
Children
The app is for work crews and is not meant for children under 13.
Contact
Questions or requests about your information: rems.byustudies@gmail.com.
If this policy changes, the date below changes with it.