Privacy Policy

Smart Alek is software that service businesses use to run their work. It is a product of JM Business Investments LLC, a Wyoming limited liability company ("we" or "us"). This policy covers the Smart Alek phone apps, the web app and our website. It says what we collect, why, who else handles it, how long it stays and what you can do about it.

The short version

• We do not sell personal information, and we do not use it for advertising.
• There are no ad trackers or analytics tools in the apps or on the website.
• Location is shared only if a company turns GPS on, the person agrees, and they have started their day. History stays with the company's records until the company or the person's account is removed.
• Alek, our AI assistant, runs on Anthropic's models. Anthropic does not train on this data by default.
• Alek can be wrong. People confirm what he reads, and he cannot send, pay or change anything on his own.

Who this covers

Companies and their owners have accounts and decide what goes in.

Crew members and office staff are invited by a company. That company can see their work records, pay figures, tax forms and, if they agree, their location during the work day.

Customers of those companies, such as homeowners, tenants and property managers, usually never have an account. Their details reach us because a company put them in, or because they used a link the company sent them.

Subcontractors may receive a quote request through a link without having an account.

Website visitors just read the website.

For records a company puts in, that company decides what is collected and why, and we handle them on its behalf. If you are a customer of a company that uses Smart Alek, or you work for one, that company is the one responsible for your information, and you should contact it first. For account, billing and website information, we are responsible.

What we collect

• Account details: name, email, phone, company name, role, language and password. The password is stored only as a hash.
• Customer records: names, addresses, phone numbers, emails, notes and property details that a company enters.
• Imported contact cards: if a company connects QuickBooks, Stripe or Square, we read its customer contact cards right away so we can offer to bring them in. That means name, email, phone, address and any parent customer. We never read invoices or payments in this step. The cards are held as import records. Nothing becomes a customer until an owner confirms. After that we read for changes about every six hours, and we keep the card as last seen so we can compare it. That includes the card of a customer the owner chose to leave out, so they stay left out. The other copies of the cards go when an import is canceled, and after it finishes on the schedule below. We keep the import's counts.
• Customer approvals: when a customer accepts an estimate through a link, we record the name they typed, the time and their IP address.
• Job records: schedules, arrival windows, notes, checklists, measurements, reports, estimates, invoices, bills and a log of email sent. Door and gate codes are stored so they can be shown to the owner and to people assigned to that property today.
• Photos and video, with notes and markup, and the time and place they were taken when the phone allows it. They can show people's homes and belongings.
• Location and time on the clock: see the next section.
• Fuel receipts: the photo, station, date, gallons, price, total and fuel type. A receipt photo can show anything printed on it, including part of a card number.
• Parts runs: the list of parts, quantities, the store chosen, and when the run started and ended.
• Pay and tax information a company asks its people to provide: pay rates, days or hours worked, adjustments, and W-9, W-4 and I-9 forms. Those forms hold Social Security numbers or other tax ids, dates of birth, identity document numbers, the signed name, the time and an IP address.
• Bank data, if a company links a bank: account names, the last four digits, balances and transactions. We never see the bank password or a full account or routing number.
• Connections: encrypted tokens for a company's payment system and bank.
• Subscription billing: plan, status and billing contact. Card details are entered on Stripe's own pages. We never see or store a card number.
• Alek: what people type to him, what he answers, the drafts he makes and how much he is used.
• Contractor network: a company's listing, its insurance certificate and W-9 if it lists, requests, quotes, awards, blocks and reports.
• Device and usage: device type, app version, push token, IP address and basic server logs.
• Website: the website sets no cookies and runs no analytics. Its fonts are served from our own site. The host that serves it keeps standard request logs, such as IP address and page requested. The web app uses one sign-in cookie and small browser settings, and it does not use them for tracking.

How location works

GPS is off for every company until an owner turns it on. Even then, nothing is shared unless the person has read the wording in the app and agreed. We store their answer and the version of the wording they saw.

Sharing runs only between Start day and End day. The phone may ask for location access "all the time" so sharing keeps working with the phone in a pocket, and a marker stays on screen the whole time it is on. It records position, accuracy, speed and time. If a day is left open, it is closed automatically after a limit the company sets, 14 hours by default.

The owner and the office can see where people are. Other crew members cannot, and customers never can. The company can also export this history. A person who says no just shows as not sharing. After agreeing, a person can stop sharing by ending their day, or at any time by turning off location access for the app in their phone's settings.

Location history has no age limit. It stays with the company's records for as long as the company has its account. It goes when the company is removed, when the company takes the person off the team, or, for a person's own history, when they delete their account.

Separately, the phone can stamp a photo or video with where it was taken, if the person allows location for the app. That stamp stays with the photo. It happens whether or not the company uses GPS. Photos sent through the contractor network have this hidden data removed first.

How Alek and AI work

Alek runs on models from Anthropic. These are the things sent to Anthropic, and only when the feature is used:

• Chat: what the person asks, which screen they are on, basic company details, and the records his tools read to answer. His tools see only what that person's role allows. For an owner, that can include customer names and addresses, job notes, invoice amounts and pay figures.
• Drafts: a proposal drafted from a report sends the report text, the property address, the job title and the names in the price book. He also writes draft emails, invoices and report summaries.
• Reminders: a plain sentence written by our own rules, for him to reword.
• Fuel receipts: a resized copy of the receipt photo, one at a time. He is told never to return a card number, and we remove number patterns from what comes back.
• Parts lists: when someone asks, up to four recent job photos, plus the job title, description and photo notes.
• Translation: job text a company wrote, sent to a smaller Anthropic model to put it into Spanish for a person who uses the app in Spanish.

Stored door and gate codes and tax ids are not sent to him. A code someone typed into a job note is just a note, so keep them in the access fields. His own answer about where someone is names the job they are at, never a street position.

Anthropic says it does not use inputs or outputs from its commercial API to train its models by default, and that it deletes them within 30 days, with longer retention in limited cases such as usage policy enforcement or legal requirements.

Alek can be wrong. A receipt he reads counts for nothing until a person confirms it. A parts list he suggests stays unconfirmed until a person says yes. A draft goes nowhere until a person approves it. He has no tool that sends, pays, orders or changes a record. Nothing he does makes a decision about a person with legal effect.

Who else handles it

Each provider gets only what it needs to do its job.

Some things leave through your own phone rather than through us. Navigate opens the address in Apple Maps, Google Maps or Waze. Invites and quote links sent by text open your phone's own messaging app. The app stores handle downloads under their own policies.

Contractor network. A company chooses what it shares, with the company it chooses. Until a job is awarded, a sub sees only the trade, the area, the scope, the timing and the photos and measurements the sender approved. Customer names, addresses and contact details are withheld, and access codes and money are removed. On award, the winner gets the customer's name and address, never their phone or email. Photos are re-encoded to strip hidden data first, and video is not offered.

We may disclose information if the law requires it, to protect people or the service, or in a sale of the business, with notice.

How long we keep it

Removal covers our own systems, including files, and disconnects the company's payment system and bank link. Stripe and the other services above keep what they hold under their own policies, and Stripe keeps subscription billing records.

Your choices

Your own details. You can see and correct your account details in the app. A person can delete their own Alek conversations, and can delete their own account from Settings in the app or on the web. It takes effect right away.

Location. Choose "Not now" when asked, end your day, or turn off location access for the app in your phone's settings.

A company's data. An owner can export the company's records and files at any time, in every stage of a plan, including after it ends. Passwords, sign-in tokens, tax ids and access codes are left out of the export.

Deleting. An owner can delete the company from Settings, in the app or on the web. Anyone who cannot sign in can write to us. See our account deletion page.

Access and other requests. To ask for access to, a copy of, a correction to or deletion of your information, write to [SUPPORT EMAIL]. If the information sits in a company's records, we may send you to that company or ask it to act, because the record is theirs. We may need to confirm who you are.

State privacy rights. Depending on where you live, including California and other states with privacy laws, you may have the right to know what we hold, to get a copy, to correct or delete it, and to opt out of the sale of personal information or targeted advertising. We do neither of those. You can use an authorized agent, you can appeal a decision by writing to us again, and we will not treat you worse for asking.

Security

Connections use encryption in transit. Passwords are hashed. Provider tokens, tax ids, other sensitive tax form answers, signed tax form PDFs and W-9 files are encrypted before they are stored, using AES-256-GCM. Tax ids are shown masked on screen. The signed form itself shows the full number, and only the person and those at their company who handle tax forms can open it. Each company's data is kept apart in the database, with checks in the database itself. Access is limited to what each role needs. No system is perfectly secure. If a breach affects you, we will tell you as the law requires.

Children

Smart Alek is for businesses and is not meant for anyone under 18. We do not knowingly collect information from children. If you believe a child has given us information, write to us and we will remove it. A company's job photos may incidentally show people, so please do not photograph children.

Where it is handled

Smart Alek is built for businesses in the United States. Your information may be handled in the United States by us and by the providers above.

Changes

We will post changes here and give notice of material ones.

Contact

JM Business Investments LLC, 30 N Gould St Ste R, Sheridan, WY 82801, [SUPPORT EMAIL]