Privacy Policy

Sheldon Systems LLC ("we", "our") operates PaveHub, software paving contractors use to run their business. This Privacy Policy covers two things: (a) data about you as a PaveHub account holder, and (b) data a subscribing company enters about its own employees and customers — where that company is in charge of the data and we only hold it for them.

Data we collect

• Account info you provide (name, role, PIN, phone, email, emergency contact, certifications, and tax info you submit — including date of birth, the last four digits of your Social Security number, filing status, and number of dependents).
• Job-related entries you create (clock-in/out times, production reports, damage reports, receipts, photos). Photos may contain embedded EXIF metadata, including the date/time and the location where the photo was captured.
• Device data inherent to using the app: IP address, device/browser type, and precise location (latitude, longitude, and an accuracy reading) at the moments described under "Location data" below.
• Notification device tokens (via Firebase Cloud Messaging) stored when you enable push or phone alerts, so we can deliver them. You can turn these alerts off at any time.

How we use it

• Operate the app (login, scheduling, payroll calculation, reporting).
• Communicate with you about jobs (SMS for crew reminders and customer notifications you authorize).
• Improve the app and detect abuse.

Usage analytics

We record first-party, event-level analytics about how the app is used (for example: login, clock in/out, and estimate created). These events are tied to your user ID, name, and role, along with the date they occurred, and are used by the account owner to understand crew activity and operate the business. We do not share this analytics data with third-party analytics or advertising providers.

Location data

We collect precise location, not a rough area. The app asks your phone for the most accurate GPS fix it can give and records three things: latitude, longitude, and an accuracy reading in meters. We use it in these ways:

• Clock in: when you clock in, we capture your precise location at that moment and compare it to the job's location, so an off-site punch gets flagged. We also save which job you were nearest and how far away you were. Clocking out does not capture location.
• Photos and the Evidence Log: when you take a photo, use Instant Measure, or stamp an entry into the Evidence Log, we record your precise location together with the date and time and write it permanently into the Evidence Log.
• Address lookup: to turn coordinates into a street address, we send those coordinates to OpenStreetMap Nominatim. To turn an address you type into map coordinates we send it to the US Census Bureau geocoder, and to OpenStreetMap Nominatim if Census can't find it. To show aerial imagery of a property we send its coordinates to USGS, and to Nearmap or Esri when the company has those enabled.

Saying no to location still lets you work. If you deny location permission you can still clock in — the punch saves and is simply marked as having no location. Photos still save, just without coordinates.

We never collect your location in the background. The app only asks your phone for a location at the moments listed above, while you are using it. There is no background location tracking and no ongoing location watch — the app does not follow your phone between those moments, and it collects nothing when it is closed.

Photos & retention

Photos saved to the Evidence Log are retained indefinitely as business, insurance, and warranty records, unless you request their deletion. Other data is retained for as long as needed to operate the app and as required by law.

Who can see it

• Your employer (the account owner) is the data controller and can see the data tied to their account. Sheldon Systems LLC (PaveHub) operates the platform as a processor on the account owner's behalf, and only handles account data to provide the service to that account owner.
• Service providers process data on our behalf under their own terms. Here is every one of them and what it receives:
  • Google Firebase — hosting, database, file storage, and login. Receives essentially all app data, including photos and documents.
  • Netlify — hosts the website and our server functions. Receives every request the app makes, including your IP address and whatever data that request carries.
  • Sentry — automatic crash and error reporting. Receives error and crash reports from the app, including the error itself, the screen you were on, browser/device details, and the company code stored on the device. Sentry loads on every app open, including before you log in.
  • Twilio — text messages and phone calls. Receives phone numbers and message text; for calls to a company phone number handled by the app, also the caller's number, a speech-to-text transcript of what the caller said, and any voicemail recording.
  • Resend — email. Receives email addresses and message content.
  • Firebase Cloud Messaging — push notification delivery. Receives your notification device token and the notification text.
  • Anthropic (Claude) — the app's AI features. See "AI features" below for exactly what is sent.
  • Plaid — only if the account owner connects a bank account. Handles the bank login (we never see those credentials) and sends us bank and credit-card transactions — date, amount, merchant, and description — which the app files as expenses.
  • US Census Bureau geocoder — receives full street addresses to look up their map coordinates.
  • OpenStreetMap Nominatim — receives addresses and GPS coordinates for the same kind of lookup.
  • Nearmap — receives the coordinates of a customer property to return aerial imagery of it.
  • USGS (The National Map) — receives the coordinates of a customer property to return public-domain aerial imagery, and, only for a company that adds its own ArcGIS key, Esri (ArcGIS World Imagery) does the same. Both are requested straight from your browser, so they also see your IP address.
  • Stripe (web) or Apple In-App Purchase (iOS) — subscription payments. We never receive or store full card numbers.
• We do not sell your data, and we do not use it for third-party advertising.

AI features

Several features send data to Anthropic (Claude) to do their work. Here is all of it:

• Daily briefings and the in-app "Ask AI" box: the app builds a question out of your own business data — jobs, crew, schedule, leads, estimates, invoices, and money figures, which can include customer names and addresses — and sends it to Anthropic to write the answer.
• Receipt scanning: the receipt photo itself is sent to Anthropic to read off the vendor, amount, date, and category.
• Incoming phone calls: the speech-to-text transcript of what the caller said is sent to Anthropic to pull out their name, the type of work, the address, and the size, so the call lands as a lead with a draft estimate.
• The AI Loop assistant: when the owner runs the step-by-step assistant, the account data relevant to the step it's working on is sent with each step.

Anthropic processes this for us and returns a result. Per Anthropic's commercial API terms, data sent through their API is not used to train their models. We do not use any of it for advertising.

Phone calls & voicemail

If you call a company phone number that this app answers, the call is handled by Twilio. What you say after the greeting is converted to text, and that transcript is sent to Anthropic as described above so we can build a lead and a draft estimate from your call. Your phone number, the transcript, and the estimate we generate are saved to the company's account. If the automated quote flow is turned off, you're asked to leave a message instead and that voicemail is recorded and available to the company. After the call, we automatically text the number you called from to confirm we received your request, and we text the business owner an alert. Reply STOP to those texts to opt out.

Job applicants

If you apply for a job through the careers page of a company that uses PaveHub, we collect and store your name, phone number, the role you applied for, your years of experience, where you currently work (we keep that confidential from your current employer, but it is stored on your application in our system), anything you write in the message box, the page address you applied from, and the referring web address your browser sent.

Once you're in that company's hiring pipeline, its hiring manager also records notes and, on your applicant record, answers to three screening questions: whether you have reliable transportation, whether you can pass a drug test, and whether you are legally authorized to work in the United States. Interview and trial scores are stored too. This information is used only to evaluate you for employment, and it is kept in the company's account under the same protections as employee data. To get a copy of your application or have it deleted, contact that company, or email support@sheldonsystems.net.

Text Messaging / SMS

When you give us your mobile number and opt in, we use it only to send you messages about your service with the contractor you're working with (job updates, reminders, invoices, estimate follow-ups, and review requests). No mobile information — including your phone number and SMS opt-in — will be shared with or sold to third parties or affiliates for their marketing or promotional purposes. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help at any time.

Full messaging terms: SMS/Text Messaging Terms.

Customer & prospect data

We collect customer and prospect information — name, phone, email, service address, and job details — either entered by the contractor's own staff or submitted through that contractor's "Request an Estimate" form. Customer names and addresses may be included in what we send to Anthropic for the AI features described above; this data is not used to train models or for advertising.

Customer contact details may also be shared with Twilio (to send SMS) and Resend (to send email).

Data about your employees and customers

An account owner (the business that subscribes to the app) can enter data into PaveHub about other people:

• Employees: name, phone, and role, and optionally date of birth, the last four digits of a Social Security number, filing status and dependents, emergency contact, and certifications.
• Customers: name, phone, email, service address, and job/invoice history.

This includes historical records an account owner imports in bulk from a prior system. For all of this data, the account owner's company is the data controller and PaveHub (operated by Sheldon Systems LLC) acts only as its processor, handling the data on the company's instructions to provide the service. If you are an employee or customer of a company that uses PaveHub, please direct any request to access or delete your information to that company (the account owner). PaveHub will assist the account owner in responding to such requests.

Your rights & account deletion

You can request a copy of your data, or deletion of your account, at any time by emailing support@sheldonsystems.net or contacting your employer (the account owner). You can also delete your account yourself, right in the app: owners go to Settings → Delete Account; crew members go to Profile → Delete my account. We will process deletion requests within 30 days. Data tied to legal recordkeeping (timesheets, payroll, insurance documentation) is retained as required by law.

Children

This app is for workplace use by adults (18+). We do not knowingly collect data from minors.

Changes

If we materially change this policy we'll update the "Last updated" date above and surface a notice in the app.

Contact

For privacy questions, contact Sheldon Systems LLC (PaveHub) at support@sheldonsystems.net.