Privacy Policy

01Who we are

"Apex Field Reports," "we," "us," and "our" mean the operator of apexfieldreports.com and the field-inspection software platform served from that domain and its tenant subdomains.

02What we collect

We collect the following categories of information:

• Account information. Name, company name, email address, phone number (optional), workspace subdomain, and hashed password. Provided by you at signup.
• Billing information. Payment method details (handled by our payment processor; we do not store full card numbers), billing address, subscription plan, invoice history.
• Workspace content. The inspection records, findings, photos, and finalized PDFs your team creates inside your Apex Field Reports workspace.
• Usage telemetry. Logs of API requests, error reports, performance metrics, and aggregate usage counts. We use these to operate the platform and improve reliability.
• Marketing-site analytics. Pages visited, referrer, approximate location (from IP address), and device type, collected via Google Analytics on the public marketing site only. Not collected from inside authenticated workspaces.

03How we use it

We use the information described above to:

• Provide and operate the Apex Field Reports platform.
• Provision your workspace and authenticate your users.
• Bill your subscription and process payments.
• Send transactional email (verification, billing, security).
• Respond to your support requests.
• Detect, investigate, and prevent fraud and abuse.
• Improve the reliability, performance, and security of the platform.
• Produce aggregated and de-identified industry statistics and benchmarks for analytics products — see Section 8 below.

04Workspace data isolation

Every Apex Field Reports workspace runs in its own dedicated database. Your inspections, photos, finalized PDFs, and user accounts are scoped to your workspace and are never co-mingled with another customer's data. Workspace administrators control which team members can access which modules within their own workspace.

05Third parties we use to deliver the service

We use a small number of vetted third-party providers to operate the platform. Categories include cloud hosting, object storage, email delivery, payment processing, error monitoring, and (where you opt in) AI inference. We do not sell or share your workspace content, personal information, or customer/property records with third parties in any identifiable form, except as necessary to deliver the service you've requested. Aggregated and de-identified statistics — which do not identify you, your workspace, your users, or any property — are governed separately by Section 8.

06AI-assisted features (opt-in)

Apex Field Reports offers AI-assisted features (per-visit report enhancement and cross-visit patterns analysis) on Pro and Business plans. When a workspace user explicitly invokes one of these features, the relevant inspection data is sent to our configured AI provider for processing. The provider's processing is subject to their data-handling terms. We do not use your workspace content to train our own or any third party's models.

07How long we keep data

We retain workspace content for the life of your subscription. If you cancel, we retain your data for thirty (30) days from cancellation to allow export, then permanently delete it. Usage telemetry and billing records are retained for as long as required for legal, accounting, and audit purposes.

08Aggregated and de-identified data

We may create aggregated and de-identified statistics derived from inspection records across the platform — for example, average roof age by region, typical findings for a given module, or industry-wide trend curves over time. We may use these statistics internally to improve the product, and we may publish, license, or sell them as analytics or benchmark products. Buyers of these products do not receive your workspace content, your users' personal information, or any data that identifies a specific property, owner, or inspector.

When we produce these statistics we:

• Remove direct identifiers (names, emails, phone numbers, addresses, exact coordinates, photos, and free-text notes).
• Aggregate to a level coarse enough that no individual property, owner, user, or workspace can be reasonably re-identified.
• Never include the contents of your inspection findings, photos, or finalized PDFs as such — only the structured fields needed to produce the aggregate.

If you are a homeowner or property occupant whose property has been inspected on this platform, the inspector who performed the inspection is the controller of the records that describe your property. You may request that we exclude data derived from your property from future aggregated products by emailing the address in Section 13; this does not affect aggregates already published or licensed before your request.

09Security

We protect your data with industry-standard administrative, technical, and physical safeguards: encrypted connections in transit, encrypted storage at rest, isolated per-tenant databases, multi-factor authentication for platform staff, principle-of-least-privilege access controls, and routine security review. No system is absolutely secure; we will notify affected customers of any breach in accordance with applicable law.

10Your rights

Depending on where you live, you may have rights to access, correct, export, or delete the personal information we hold about you, and to object to or restrict certain processing. To exercise any of these rights, contact us at the address below. We will respond within the timeframe required by applicable law.

11Children's data

Apex Field Reports is a business-to-business platform not intended for children. We do not knowingly collect personal information from anyone under the age of 16.

12Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Effective" date at the top of this page and, if the changes are material, notify customers by email.

13Contact

Questions about this policy or our data-handling practices? Email us at [email protected].