Privacy Policy
Construction Check In
Effective date: October 6, 2026
This policy explains what information Samana Holdings LLC ("we", "us"), the California company that makes Construction Check In, collects through the Construction Check In mobile apps, our websites at constructioncheckin.com (including invite links and any sign-in we offer in a browser) and our support, what we do with it, and what choices you have. Together these are the "Service".
1. The short version
- Construction Check In is a tool for work. Your company's admins and managers see what you record in it: your hours, the job site you clocked in at, your daily reports, your photos and your receipts.
- We record your phone's location at two moments: when you clock in and when you clock out. Not in between, and never in the background.
- Receipt photos are read by an AI model run by OpenAI. Under OpenAI's terms it does not use them to train its models.
- We do not sell personal information. We show no ads. The app has no advertising or analytics trackers in it.
- Work records belong to the company you made them for. To see, correct or delete them, ask the company. You can delete your own account in the app at any time: your sign-in is deleted, and the company keeps the records of your work under your name.
- Questions: mike@samanaholdings.com.
2. Who is responsible for what
The Service holds two kinds of information, and different people are responsible for each.
Work records are what gets recorded in a company's account: shifts and the locations recorded with them, lunch breaks, daily reports, photos, comments, receipts, job sites, and each person's role in the company. They belong to that company (the "Customer"). The company decides who is in its account and what happens to its records. We hold and process them for the company, as its service provider.
Account information is what makes your account yours: your name, email address, password, language, notification choices, the phones you are signed in on, and any conversation you have with our support. We are responsible for it.
If you use the Service because the company you work for asked you to, this policy tells you what we do. What your company does with its records is up to your company and the law that applies to it. Ask the company about its own policies.
3. What we collect
| Information | What it is | Where it comes from |
|---|---|---|
| Account | Your name, email address, password (stored only in a scrambled form that we cannot read), language, the company you belong to, your role (admin, manager or employee), whether you are waiting, active or switched off in that company, and the date you signed up. If a company removed you or turned down your request to join, we keep a note of that so its open invite link does not let you straight back in. | You, when you sign up. Your role and standing are set by the company's admins. |
| Company set-up | Company name, time zone, overtime and lunch rules, working days, reminder times, which alerts the crew may get, the invite link and code, and job sites (name, address, map location and size). | The company's admins and managers. |
| Time records | The moment you clock in and out, the start and end of lunch, the job site, and the day. From these the Service works out hours and overtime. | You, by tapping in the app. |
| Location | See "Location" below. | Your phone, at clock-in and clock-out. |
| Daily reports | Your notes, the photos you attach, the job sites, the date, comments on the report, and whether a manager flagged it. | You, and the staff who comment. |
| Receipts | The photo, the store, the total, the date, the category, a note, the items, and the job site. | You, and the AI reading of the photo that you check before saving (Section 6). |
| Photos | Only the photos you take in the app or pick from your library for a report, a receipt or a support message. The app makes each photo smaller before it uploads it. A photo shows whatever was in front of the camera, which can include people, vehicles and documents. A receipt can show the last digits of a payment card or a loyalty number. | You. |
| Notifications | If you allow notifications, a token that lets us reach your phone. Your choices about which alerts you get and on which days. The alerts themselves, which are also kept in your in-app inbox and can name co-workers, amounts, stores and the first words of a comment. | Your phone and you. |
| Support | What you write to our support, any screenshots you attach, the topic, your app version, your phone's model and system version, and your company and role at the time. | You and your phone. |
| Sign-in and device records | Each time you sign in we keep the time, the IP address, and the description of the app and system that your phone sends. We keep the time your app last contacted us, to within a few minutes. Our hosting provider's logs record the requests your app makes (the address asked for, the time and the result) and the IP address they came from. | Your phone. |
| Billing, once paid plans are offered | The plan, the billing contact, and payment status and history. Card details go to our payment processor, and we do not receive full card numbers. For a plan bought through the App Store or Google Play, the store tells us the status of the subscription, not your payment details. | The person who buys, the payment processor, and the store. |
Location
- When. When you open the clock-in or clock-out screen, the app asks your phone for one location reading and shows it on a map. The reading is sent to us only when you tap to clock in or clock out. If you leave the screen without tapping, nothing is sent.
- Permission. The app asks for location "while using the app" only. It never asks for "always" access, and it does not read your location in the background or between clock-in and clock-out. It does not record a route.
- What is stored. The latitude and longitude at clock-in and, if your phone gave one, at clock-out, kept with that shift. We use them to match the shift to a job site: a clock-in counts as at a site when it falls inside the circle the company drew for it.
- Who sees it. On the effective date of this policy, the app shows your company's admins and managers the job site your clock-in matched, or that it matched none. It does not show them the coordinates. The coordinates are part of your company's records all the same: the company may ask us for them, and we may show them to its admins and managers in the app in future.
- If you turn location off. You cannot clock in in the app without a location reading. You can still clock out, and no location is saved when you do. The rest of the app works.
- The map. The map on those screens is drawn by Apple Maps on an iPhone and by Google Maps on Android, which receive the area of the map being shown.
- Admins and managers setting up a job site. If you tap to use your current location, the app takes one reading to place the pin. To turn an address into a map point, or a map point into an address, the app uses your phone's built-in service from Apple or Google.
- We do not use location for advertising or for anything other than the clock and job-site features.
Our website and invite links
Our website and legal pages are plain pages. On the effective date of this policy they set no cookies and load no analytics or advertising trackers. Like any website, the company that hosts them receives your IP address and browser details in its logs. The page behind an invite link reads the kind of device your browser reports, to show the right app store, and sets no cookies. On Android, if you install the app from an invite link, Google Play passes the invite to the app once so that you land in the right company. Where we offer sign-in in a browser, we set the cookies needed to keep you signed in and to protect the forms you send. They are used for nothing else.
What we do not collect
We do not collect your location in the background, your contacts, audio or video recordings, health information, fingerprints or face scans, advertising identifiers, Social Security or other government ID numbers, or bank account numbers. We do not run face recognition on photos. The app contains no third-party advertising or analytics software.
4. How we use it
We use the information above to:
- run the Service: sign you in, record time, match shifts to job sites, add up hours and overtime, store and show reports, photos and receipts, and read receipts;
- show a company's records to that company's admins and managers, and your own records to you;
- send alerts and reminders, and the emails the Service depends on: a password reset code, a new company's invite link, "you asked to join", "you are in", and our support's answers;
- answer support requests;
- keep the Service secure: limit sign-in attempts, stop abuse and misuse, and block accounts that break our Terms;
- run and improve the Service, including by counting how it is used and what it costs us to run;
- bill for paid plans; and
- comply with the law and enforce our Terms.
We do not use the information for advertising, we do not build profiles of people, and we do not make decisions about workers. Any decision about a worker's hours, pay or job is made by their company.
5. Who can see it
People in your company
- Admins and managers see the name, email address, role and standing of everyone in the company, who is on the clock now and since when, each person's shifts (times and job site), hours and overtime, every daily report with its notes, photos and comments, every receipt with its photo, and requests to join. Their phones can be alerted when crew clock in or out, send a report, log a receipt (with the amount and store) or ask to join.
- Crew see only their own hours, reports and receipts, the comments staff make on their own reports, and the company's active job sites (name, address, map location, and how many people are on the clock there, as a number without names). They do not see other crew members' records.
- A company's timesheets go on listing people who have left it.
- Your conversations with our support are not shown to your company, its admins included.
Our own staff
Our staff can see accounts (name, email address, role, standing, company, when the app was last used, and when and on what kind of device it is signed in), a record of activity (who clocked in and when and at which job site, and that a report or receipt was logged), and support conversations with their screenshots. They can sign an account out, block or unblock sign-in, set a new password for someone who is locked out, let someone into a company, change a role, remove someone from a company, and delete an account. Each of those actions is recorded. We look at the contents of reports, receipts and photos only when that is needed to give support that the company or you asked for, to fix a fault, to protect security, or to meet a legal duty.
Companies that work for us
These providers handle information for us so that the Service can run. We require providers that handle personal information for us to protect it at least as well as this policy does.
| Provider | What it does for us | What it receives |
|---|---|---|
| Railway | Runs our servers and database and stores photos. (Railway states that its photo storage runs on Tigris Data's infrastructure.) | Everything stored in the Service. |
| OpenAI | Reads receipt photos (Section 6). | The receipt photo and the current date. |
| Resend | Sends our emails. | Your email address, your name, and the content of the email. |
| Expo | Passes notifications to Apple and Google for delivery, and delivers app updates. | Your phone's notification token and the text of each notification. When the app checks for an update: your phone's system type, a random identifier, and your IP address. |
| A payment processor, once plans are sold on the web | Takes card payments. | The buyer's payment and billing details. |
| Our website host | Serves our website and legal pages. | The IP address and browser details of visitors. |
Apple and Google also handle information when you use the Service, under their own privacy policies: they deliver notifications to your phone, draw the maps, look up job-site addresses, distribute the app, and take payment for plans bought in their stores. On Android the map is Google Maps, which comes under the Google Privacy Policy.
Other cases
We may also disclose information:
- to the company whose records they are;
- when the law, a court order or a subpoena requires it. Time records are often asked for in disputes between workers and companies, and where the law allows we will tell the company concerned;
- to protect the rights, safety or security of people, of our customers or of the Service;
- to a buyer or successor if our business or its assets are sold or merged, under this policy; and
- when you ask us to.
We do not sell personal information, and we do not share it for cross-context behavioral advertising. We have not done either in the past 12 months. We give no personal information to advertisers or data brokers.
6. Receipt reading by AI
- What is sent. When you scan a receipt, we send OpenAI the photo and today's date. We do not send your name, your email address, your company, your location, your hours or your reports. The photo shows whatever is printed or written on the receipt.
- What comes back. The model returns the store, the amounts, the date, a category and the items. We check the sums and show you the result. You confirm or correct it before it is saved, and nothing becomes a receipt until you save it. You can also type a receipt in by hand and not scan it.
- What OpenAI does with it. Under the terms OpenAI publishes for its API on the effective date of this policy: it does not use what we send to train its models; it may keep what we send and what it returns for up to 30 days to watch for abuse, and longer if the law requires; and it checks images for illegal content and may keep one that it flags. We ask OpenAI not to store the request beyond that.
- No decisions about people. We do not use AI to make decisions about anyone, and the AI does not see time records or locations.
7. How long we keep it, and deletion
We have no fixed time limits. Information stays until one of the following happens, or until we no longer need it for the purpose it was collected for.
| Information | How long it is kept |
|---|---|
| Your account (name, email address, password, language, notification choices, notification tokens, sign-ins) | Until you delete your account. A sign-in on a phone ends after about 180 days without use. A password reset code works for 15 minutes. |
| Work records in a company's account | For as long as the company's account is open, unless deleted sooner. The person who logged a receipt, or the company's staff, can delete it, and its photo goes with it. |
| When a company removes you | Your account stays yours, and you can join another company. The records of your work stay with the company. |
| When you delete your account | Your sign-in (your email address and password), your language and notification choices, your notification tokens, your in-app inbox and your conversations with our support are deleted and cannot be recovered. The records of your work stay with the company you made them for: your shifts with their times, job sites and recorded locations, your lunch breaks, your daily reports with their photos and comments, and the receipts you logged with their photos. They stay under your name, because the law requires employers to keep time records that name the worker (in California, for at least three years). The company keeps them for as long as it keeps its account. To get a copy of them, or to ask for them to be erased, ask the company. |
| When a company's account closes | Its job sites, time records, reports, receipts and the photos attached to them are deleted for everyone and cannot be recovered. Its people keep their own accounts. A company's account closes when its only admin deletes their own account, or when the account ends under our Terms. |
| Support conversations | Until you delete your account. Copies of what you wrote that reached our support inbox by email are kept for as long as we need them to run support. |
| Photos uploaded but never attached to a saved report, receipt or support message (for example a receipt you scanned and did not save) | They are not tied to a record and may stay in our storage until we clear it. |
| Record of actions by our staff | When our staff act on an account, we keep what was done, when, and the name and email address of the account as they were then. This record is kept after the account is deleted, for security and to settle disputes. |
| Scanning records | For each scan we keep the time and how much processing it used. After the account or the company is deleted, these stay without a name or company attached. |
| Logs and backups | Our providers keep server logs for their own retention periods. Deleted information can remain in backup copies for a limited time before it is overwritten. |
| What OpenAI holds | Up to 30 days, as Section 6 says. |
We may keep information longer where the law requires it, or where we need it to resolve a dispute or enforce our Terms.
8. Security
We protect information with measures that include: encrypted connections between the app and our servers; passwords stored only in a scrambled form; sign-in kept in your phone's secure storage; each company's records kept apart from every other company's, and shown inside a company according to role; limits on sign-in and password-reset attempts; photos kept in private storage and shown through links that expire within a day; and a record of every action our staff take on an account. Our hosting providers state that they encrypt stored information.
No system is completely secure, and we cannot promise that information will never be accessed, lost or misused. Keep your password to yourself and lock your phone.
If we learn of a security breach that affects your personal information, we will notify you, your company and the authorities as the law requires. For work records, we notify the company, which decides with us how the people affected are told.
9. Your choices and rights
In the app you can: change your name and language; choose which alerts you get and on which days; delete receipts you logged; clear your inbox; and delete your account (Settings, then Delete account; you will be asked for your password). Section 7 says what is deleted and what stays with your company. You control location, camera, photo and notification access in your phone's settings. To change the email address on your account, write to us.
Account information. You can ask us for a copy of the account information we hold about you, or ask us to correct or delete it, by writing to mike@samanaholdings.com from the email address on your account. We confirm that a request comes from the account's owner before acting on it. We answer within the time the law of your state sets, and in any case we aim to answer within 45 days. If we turn a request down, we will say why, and you can reply to ask us to look again.
Work records. If your request is about records in a company's account, the company decides. We will point you to the company, we may pass your request to it, and we act on its instructions. If you cannot reach the company, write to us and we will tell you what we can do.
No penalty. We will not treat you differently for making a request. Your company must not retaliate against you for making one either.
10. California and other state privacy laws
Whether these laws apply to us. Most state privacy laws apply to a company only above a certain size. On the effective date of this policy we are below those sizes. For California, we do not have annual revenue above the law's threshold (more than $26 million), we do not handle the personal information of 100,000 or more California residents or households in a year, and we do not sell or share personal information. We have written this policy to give the information California's law asks for anyway, and we handle requests as Section 9 says wherever you live. When we handle work records for a company that one of these laws does cover, we act as that company's service provider, and that company is responsible for answering you.
What we have collected in the past 12 months, in the categories California's law uses:
| Category | Examples from the Service | Disclosed for a business purpose to |
|---|---|---|
| Identifiers | Name, email address, IP address, account number, notification token | Our providers; your company |
| Customer records | Name; billing contact once plans are sold | Our providers |
| Commercial information | Plan and payment history once plans are sold; receipts logged for a company | Our providers; your company |
| Internet or network activity | Sign-in records, when the app was last used, server logs | Our providers |
| Geolocation | Location at clock-in and clock-out | Our providers; your company (Section 3) |
| Visual information | Photos | Our providers; your company |
| Professional or employment information | Company, role, time records, daily reports | Our providers; your company |
| Sensitive personal information | Precise location; your account sign-in together with its password | Our providers |
Sources and purposes. The sources are in Section 3 and the purposes in Section 4. We use sensitive personal information only to provide the Service, which is a use the law allows without a right to limit it. We do not use it to infer characteristics about anyone.
Sale and sharing. We do not sell personal information or share it for cross-context behavioral advertising, and we have no actual knowledge of selling or sharing the personal information of anyone under 16. Because we do neither, there is nothing to opt out of, and our website and app do not respond differently to browser opt-out signals such as Global Privacy Control or "Do Not Track". We do not let advertising or analytics companies collect information about your activity over time and across other websites or apps through the Service. We do not disclose personal information to other companies for their own direct marketing.
How long we keep each category is in Section 7.
Your rights where these laws apply. Depending on your state, you may have the right to know what personal information a business has collected about you and to get a copy, to have it corrected, to have it deleted, to opt out of sale, sharing and targeted advertising, to limit the use of sensitive personal information, and not to be discriminated or retaliated against for using these rights. You can make a request as Section 9 says. You may use an authorized agent, and we will ask the agent for proof of your written permission and may ask you to confirm it. If we deny a request, you can appeal by replying to our decision, and if you are still not satisfied you can contact your state's attorney general.
11. Children
The Service is for adults at work. It is not directed to children, and no one under 18 may use it. We do not knowingly collect personal information from anyone under 18. If you believe a minor has an account, write to mike@samanaholdings.com and we will delete it.
12. Outside the United States
The Service is offered in the United States, for use in the United States. Information is stored and processed in the United States, and may also be processed in other countries where we or our providers operate. We do not offer the Service to people in the European Economic Area, the United Kingdom or Switzerland. If you use it from outside the United States, your information is sent to and handled in the United States, where privacy laws may differ from those where you live.
13. Changes to this policy
We may change this policy. We will post the new version with a new effective date. If a change is material, we will tell you in the app or by email to the address on your account at least 30 days before it takes effect.
14. Contact
Samana Holdings LLC
5316 Lewis Road, Agoura Hills, California 91301
Email: mike@samanaholdings.com
If you received an email from us and never signed up, someone may have typed your address by mistake. Write to us and we will remove it.