1. Information We Collect
We collect account identifiers (name, email address, phone number, and sign-in credentials, including two-factor settings), profile details, billing records, support interactions, device push tokens, and the organization data your team enters to operate the service: work requests, work orders, assets, inventory, purchasing records, forms, the contact details of your own customers and vendors on estimates, invoices, and purchase orders, and the photos, documents, and signatures you upload.
2. How We Use Data
We use data to provide the service, secure accounts, process billing, send the notifications and emails you ask for, support users, fix errors, improve features, and comply with legal obligations.
3. Lawful Basis and Consent
We process data under contract necessity, legitimate interests, legal obligations, and consent where required.
4. Sharing and Subprocessors
We share data only with the service providers needed to run OnSync, under contractual safeguards. We do not sell personal information and do not share it for advertising. These providers currently process data for us:
- Supabase: Database, sign-in, and file storage, hosted in the United States (Ohio). Receives: All account and organization data, including sign-in credentials, work records, and the photos, documents, and signatures you upload.
- DigitalOcean: Application hosting, in the United States (New York). Receives: All data the web app and API process while handling your requests.
- Stripe: Subscription billing, and invoice card payments for organizations that turn them on. Receives: Billing contact name and email, organization name, the bundles and seats you buy, and payment card details, which Stripe collects directly. For invoice payments, the invoice number, amount, and customer email, and the business details Stripe collects directly when an organization connects its own Stripe account. We do not store card numbers.
- Sentry: Error and performance monitoring for the web app and the iPhone app. Receives: Error reports and a sample of performance traces, with technical details such as stack traces, request paths, and browser or device information. Reports are configured not to include cookies, authorization headers, or default personal information.
- Google Firebase: Push notification delivery (Firebase Cloud Messaging). Receives: Device push tokens and the content of the notifications we send, such as a work order title.
- Apple: iPhone notifications and Live Activities (Apple Push Notification service). Receives: Device push tokens and the content of the notification or Live Activity update.
- OpenAI: Work order document OCR. Receives: Images of printed work order documents that a user scans, to read the text on them. Only when a user scans a work order document.
- Anthropic: Equipment nameplate OCR, form photo extraction, and AI customer help answers. Receives: Photos of equipment nameplates that a user scans, to read details such as the manufacturer, model, serial number, and ratings. Photos of paper forms that an admin uploads, to draft a digital form template. When an organization turns on AI customer help: the questions its customers type on the organization's help page, the organization's published help articles, and, for a customer signed in to the organization's customer portal, that customer's own appointment, estimate, invoice and request details needed to answer the question. Only when a user scans a nameplate, an admin builds a form template from photos, or a customer asks a question on the help page of an organization that has turned on AI customer help.
- Intuit: QuickBooks Online accounting sync (in preview, not yet generally available). Receives: The QuickBooks connection, plus the accounting records we sync: customers, items, invoices, and payments for work orders, and vendors and bills for purchase orders. Only when an organization admin connects QuickBooks.
- Fastmail: Email hosting and transactional email delivery. Receives: Recipient email addresses and message content for account confirmations, invitations, notifications, requests for quotes sent to vendors, and scheduled reports.
For document and photo features, OpenAI and Anthropic receive only the image needed for the feature being used, with instructions to extract text or fields from it. If your organization turns on AI customer help, Anthropic also receives the questions customers type on the organization's help page, the organization's published help articles, and, for a signed-in customer, only that customer's own records needed to answer. Help conversations are kept for the period the organization sets and then deleted. If your organization does not use these features, no content is sent to them.
Integrations your organization chooses to connect, such as QuickBooks Online or your own permit system, receive the data needed for that integration. We may also disclose data when the law requires it.
5. Invoice Payments
An organization can let its customers pay invoices by card. The organization connects its own Stripe account, and its customers pay on a Stripe-hosted page on that account. Stripe collects the card details directly; we never see or store card numbers. We receive the payment's amount, status, and any refund so the invoice shows as paid, and we send Stripe the invoice number, amount, and the customer's email address. Stripe's own privacy policy covers the data Stripe collects from the organization and its customers.
6. QuickBooks Data
The QuickBooks Online integration is enabled for organizations as we roll it out. When an organization admin connects QuickBooks Online, Intuit gives us access to that QuickBooks company, limited to the accounting scope. We store the connection credentials encrypted, read the chart of accounts, tax codes, and the records needed to match your data, and, when an admin starts a sync, write the customers, items, vendors, invoices, payments, refunds, write-offs, estimates, purchase orders, bills, and expenses that your team chooses to sync. We also receive webhooks from Intuit about payments and invoice voids in your QuickBooks company. We use QuickBooks data only to provide that sync, never for advertising, and we do not sell it. You can revoke access at any time from your Intuit account, after which we can no longer read or write your QuickBooks company. Disconnecting QuickBooks in the app also revokes the grant at Intuit.
7. Agent and API Access
Organization admins can create API tokens that let an AI agent or other software reach OnSync through our API and MCP server. Each token acts as the user it is issued to, is limited to the bundles and the read or read-and-write access chosen when it is created, and can be revoked at any time. We store only a hash of the token, and we show the token once, when it is created. Data that a token retrieves goes to the agent or tool your organization connects, and that tool's provider handles it under your organization's own agreement with them, not this policy.
8. iPhone App
The OnSync iPhone app uses the camera and photo library only when you take or attach a photo or scan a document, nameplate, or code. Sign-in credentials are kept in the iOS Keychain on your device, and the home screen widget keeps a summary of your work on the device. The app sends crash reports to Sentry and push tokens to Apple and Google Firebase as described above. It does not track you across other companies' apps or websites, does not use your location, and does not use the advertising identifier.
9. Retention
We retain data while accounts are active. When an organization is closed, its members keep read-only access and the account owner can still export its records, and we delete or anonymize the organization's data within one year of closure. Records we must keep longer by law, such as billing and tax records, are kept only for as long as the law requires. Deletion requests are handled subject to those mandatory retention requirements. We keep backups of the service for disaster recovery for a limited period, so deleted data can remain in those backups until they expire; we do not use backups to restore individual records on request.
10. Security
We use administrative, technical, and organizational safeguards designed to protect data against unauthorized access, disclosure, alteration, and destruction. Each organization's data is kept separate from every other organization's. No system is completely secure, and we cannot guarantee that data will never be accessed, lost, or altered without authorization. If a breach of security safeguards involving your personal information creates a real risk of significant harm, we will notify you and the Privacy Commissioner of Canada as the law requires.
11. International Transfers
Data may be processed in the United States and other jurisdictions where our providers operate. We apply transfer safeguards required by applicable law.
12. Your Rights
Depending on your location, you may request access, correction, deletion, portability, or restriction of your personal data. Send requests to [email protected]. If your organization manages your account, we may refer your request to your organization's administrator.
13. Cookies and Browser Storage
We use browser storage for sign-in sessions, security, and preferences such as your theme. We do not use advertising cookies or third-party analytics trackers.
14. Children
OnSync is not directed to children under 13, and we do not knowingly collect personal data from children.
15. Policy Updates
We may revise this policy. Updates are posted with an updated version date, and we ask account holders to review and accept material changes. Continued use after updates means acknowledgment of the revised policy.
16. Contact
Gacnt Software Inc. is responsible for the personal information it handles under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws. Our Privacy Officer is accountable for our compliance with this policy and can be reached at [email protected].
Privacy requests: [email protected]