Privacy Policy - EasyEstimate Field Assistant Mobile App

Introduction

EasyEstimate Ltd (“we,” “our,” or “us”) operates the EasyEstimate Field Assistant mobile application (the “App”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application.

Please read this privacy policy carefully. By using the App, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this privacy policy, please do not access the App.

Information We Collect

1. Personal Information

When you use our App, we may collect the following personal information:

Account Information:

• Email address
• Full name
• Password (encrypted and securely stored)
• Company/organization name
• Phone number (if provided)

Authentication Information:

• Login credentials
• Multi-factor authentication codes (if enabled)
• Session tokens
• Device identifiers

2. Job and Project Data

Job Information:

• Job names, numbers, and descriptions
• Client names and contact information
• Job addresses and site locations
• Job statuses and progress updates
• Notes and comments on jobs
• Invoice and payment information
• Material orders and purchase orders

Photos and Media:

• Photos taken or uploaded through the App
• Image metadata (timestamp, device information)
• Photos are associated with specific jobs

3. Location Information

We may collect location information when you use the App:

• Precise Location: When you take photos at job sites (if you grant permission)
• General Location: Approximate location based on IP address
• Location data is used to tag photos and provide location-based services

You can control location permissions through your device settings. Disabling location services may limit some features of the App.

4. Device Information

We automatically collect certain device information:

• Device type and model
• Operating system and version
• Unique device identifiers
• Mobile network information
• App version
• Language and timezone settings

5. Usage Information

We collect information about how you interact with the App:

• Features used
• Screens viewed
• Actions taken
• Time spent in the App
• Error logs and crash reports
• Performance data

6. Camera and Photo Library Access

The App requires access to:

• Camera: To take photos of job sites
• Photo Library: To select and upload existing photos
• Photo Storage: To save photos taken within the App

Photos are only accessed when you explicitly use the photo upload feature and are not accessed without your permission.

How We Use Your Information

We use the information we collect for the following purposes:

1. Provide and Maintain the App

• Create and manage your account
• Sync data between the mobile app and web platform
• Display job information, photos, and materials
• Process material orders and purchase orders
• Update job statuses in real-time

2. Improve and Optimize the App

• Analyze usage patterns and trends
• Identify and fix bugs and technical issues
• Develop new features and improvements
• Optimize app performance

3. Communication

• Send account-related notifications
• Provide customer support
• Send important updates about the App
• Respond to your inquiries

4. Security and Fraud Prevention

• Protect against unauthorized access
• Detect and prevent fraudulent activity
• Enforce our Terms of Service
• Comply with legal obligations

5. Legal Compliance

• Comply with applicable laws and regulations
• Respond to legal requests and prevent harm
• Protect our rights and property

How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

1. Within Your Organization

• Data is shared with other users in your EasyEstimate account
• Job information, photos, and materials are visible to authorized team members
• Sharing is based on your organization’s user permissions

2. Service Providers

We work with third-party service providers who help us operate the App:

Hosting and Infrastructure:

• Amazon Web Services (AWS) - Data storage and hosting
• Servers located in the United Kingdom/European Union

Analytics and Monitoring:

• Expo Application Services - Build and deployment services
• Sentry (optional) - Error tracking and crash reporting

Authentication:

• Our backend servers handle authentication and user management

These service providers are contractually obligated to protect your information and use it only for the services they provide to us.

3. Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders or legal processes
• Requests from government authorities
• Protection of our legal rights
• Prevention of fraud or security threats

4. Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information is transferred and becomes subject to a different privacy policy.

Data Security

We take the security of your information seriously and implement appropriate technical and organizational measures:

Security Measures:

• Encryption in Transit: All data transmitted between the App and our servers uses HTTPS/TLS encryption
• Encryption at Rest: Sensitive data is encrypted on your device using hardware-backed secure storage (Keystore on Android, Keychain on iOS)
• Secure Authentication: JWT tokens with short expiration times (15 minutes) and automatic refresh
• Multi-Factor Authentication: Optional MFA for additional account security
• Regular Security Updates: We regularly update our systems and dependencies
• Access Controls: Strict access controls limit who can access your data

Your Responsibility:

• Keep your password secure and confidential
• Enable device lock/biometric authentication
• Keep your device operating system updated
• Report suspicious activity immediately

No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Data Retention

We retain your information for as long as necessary to provide the App and fulfill the purposes described in this Privacy Policy:

• Account Data: Retained while your account is active
• Job Data: Retained according to your organization’s data retention policies
• Photos: Retained until you or your organization deletes them
• Usage Data: Typically retained for 12-24 months for analytics
• Backup Data: May be retained for up to 90 days in backups

When you delete data, we will remove it from active systems within 30 days. Backup copies may persist for up to 90 days.

Your Rights and Choices

Depending on your location, you may have the following rights:

1. Access and Portability

• Request a copy of your personal information
• Export your job data, photos, and materials
• Contact us at [email protected] to request data export

2. Correction and Update

• Update your account information through the App or web platform
• Correct inaccurate information
• Update your profile details

3. Deletion

• Request deletion of your account and associated data
• Delete individual photos, jobs, or materials through the App
• Contact us at [email protected] to request account deletion

Note: Account deletion requests must be made by your organization’s administrator. Some data may be retained for legal or legitimate business purposes (e.g., billing records).

4. Restrict Processing

• Opt out of optional data collection
• Disable location services
• Disable analytics (where applicable)

5. Withdraw Consent

• Revoke camera or photo library permissions through device settings
• Disable location services
• Log out to stop data collection

6. Object to Processing

• Contact us to object to certain data processing activities
• Note that objecting may limit your ability to use the App

7. Complaints

• Right to lodge a complaint with a data protection authority
• UK: Information Commissioner’s Office (ICO) - https://ico.org.uk
• EU: Your local data protection authority

Children’s Privacy

The App is not intended for children under the age of 16. We do not knowingly collect personal information from children under 16.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at [email protected]. We will delete such information from our systems.

International Data Transfers

Our servers are located in the United Kingdom and European Union. If you access the App from outside these regions, your information may be transferred to, stored, and processed in the UK/EU.

By using the App, you consent to the transfer of your information to countries that may have different data protection laws than your country of residence.

We ensure appropriate safeguards are in place for international transfers, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions by the European Commission
• Other lawful transfer mechanisms

Cookies and Tracking Technologies

The mobile App does not use cookies. However, we use similar technologies:

• Local Storage: Store user preferences and cached data on your device
• Session Tokens: Authenticate your session with our servers
• Device Identifiers: Identify your device for security purposes
• Analytics Tools: Track app usage and performance (anonymized where possible)

You can clear local storage by logging out or uninstalling the App.

Third-Party Links and Services

The App may contain links to third-party websites or services (e.g., supplier websites, material vendor sites). We are not responsible for the privacy practices of these third parties.

We encourage you to review the privacy policies of any third-party services you access through the App.

Push Notifications

We may send push notifications to:

• Notify you of job status updates
• Alert you of new messages or comments
• Inform you of important app updates

You can disable push notifications through your device settings at any time.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be effective when posted to this page.

We will notify you of significant changes by:

• Posting a notice in the App
• Sending an email to your registered email address
• Updating the “Last Updated” date at the top of this policy

Your continued use of the App after changes are posted constitutes acceptance of the updated Privacy Policy.

Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA) or UK, we process your personal information under the following legal bases:

• Contract: Processing necessary to provide the App and our services
• Consent: Where you have given explicit consent (e.g., location data)
• Legitimate Interests: For analytics, security, and improvement of our services
• Legal Obligation: To comply with applicable laws and regulations

California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of sale of personal information (we do not sell your information)
• Right to deletion of personal information
• Right to non-discrimination for exercising your rights

To exercise these rights, contact us at [email protected].

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

EasyEstimate Ltd Email: [email protected] Phone: 0203 468 5008 Website: https://easyestimate.co.uk

Data Protection Officer: Email: [email protected]

We will respond to your inquiry within 30 days.

Summary of Key Points

What information do we collect?

• Account information (email, name, password)
• Job data (jobs, clients, materials, orders)
• Photos taken or uploaded through the App
• Device and usage information
• Location data (if you grant permission)

How do we use your information?

• Provide and maintain the App
• Sync data with the web platform
• Display job information and photos
• Process material orders
• Improve app performance and features

Do we share your information?

• Within your organization (authorized team members)
• With service providers (AWS, Expo)
• Only when required by law
• We do NOT sell your information

How do we protect your information?

• Encryption in transit (HTTPS/TLS)
• Encryption at rest (secure device storage)
• Secure authentication with MFA option
• Regular security updates

What are your rights?

• Access your information
• Correct or update your information
• Request deletion of your account
• Export your data
• Withdraw consent
• Lodge a complaint with authorities

How to contact us?

Email: [email protected] Phone: 0203 468 5008

Last Updated: November 24, 2025 Effective Date: November 24, 2025

This privacy policy is provided for informational purposes and should be reviewed by legal counsel before publication.