Privacy Policy

Who we are

ACT Systems LLC operates ACT Systems. This policy explains how we handle information for our website, account access, workspaces, connected work and billing. Companies using ACT control the records they provide and the people they authorize. We process workspace records to provide the service under their instructions, subject to people's rights and applicable law.

Account information and legal acceptance

We collect your name, email address and a hashed password to create and secure your account. A signup request also includes your company name and work email so we can send an account creation link. Invitations and signup links expire after seven days.

When you create an account, we record your acceptance of the Terms and Conditions and this Privacy Policy, their versions and content fingerprints, the server time, the signup path and, when available, the request's IP address, browser user agent and request identifier. These records establish which documents you accepted. We do not treat an existing account as having accepted a new version without that person's action.

Workspace and connected-work information

ACT stores the records your company and authorized people provide, such as customers, site addresses, work items, asset information, checklists, photos, files, comments and training information. Record contents may include personal information. Access follows workspace roles and the specific sharing permissions in ACT.

For connected work, the sharing company controls its customers, sites and work items. The connected company controls its own membership and crew. Its authorized dispatchers and assigned crew can see the work shared with them and the evidence and messages belonging to their share. Submitting work makes that evidence available to the sharing company for review. Connecting does not give access to unrelated customers, internal conversations or another company's other work.

We record activity and audit events to operate the service, investigate problems and show authorized users who acted, what changed and the outcome. Events can contain actor and workspace names, record identifiers, timestamps, IP addresses and browser information. We do not include passwords, access tokens or file contents in audit events. Support access is described below.

Time tracking and location

Time tracking is off until a workspace owner or administrator turns it on. When it is on and you start, pause, resume or stop a timer, ACT records the time, your device's time zone and your device's location at that moment. Your browser asks for permission first. If you decline or no location is available, ACT records the time and notes that the location was blocked or unavailable. ACT does not track your location between timer actions or in the background.

When someone adds or corrects time, asks for a change to it, or approves or rejects a requested change, ACT records that person's location at that moment in the same way, as part of the change history. Approving a work item's or a week's time does not record a location.

You can see your own recorded locations. People whose workspace role can view all time, which includes owners and administrators by default, and the managers of the project the time belongs to can see exact locations too. A work item's manager sees a description of where actions happened rather than exact positions. Time exports do not include locations. Time and location records belong to your company's workspace, which decides how they are used, as described in the Terms and Conditions.

Support access

Authorized ACT Systems LLC staff may open a support session in a company's workspace without asking first, to resolve problems, answer questions and operate the service. Only staff named as ACT platform administrators can open one. Each session records the staff member and a reason, and ends automatically within four hours, or sooner if that person stops being an administrator.

During a session, staff can view and change the workspace's records, including personal information they contain, but cannot change its billing. The workspace's audit log records who opened each session, the reason, when it started and ended, each page viewed and each change made, under the staff member's name. Workspace owners and people whose role can view the audit log can read these events while the workspace's plan includes the audit log.

Waitlist, contact and email

We use waitlist company names and work emails to manage interest, confirm requests and send invitations. We use contact form names, emails, optional company names and messages to answer enquiries. Cloudflare delivers contact messages to our team inbox; their contents are held in email rather than the website database.

We keep email delivery metadata, such as recipient addresses, subjects, delivery status and when your mail server accepted an email, to diagnose problems and to show the sender whether an invitation arrived. ACT sends service emails about access, security, invitations, work and billing. These actions do not subscribe you to an unrelated marketing newsletter.

ACT emails include a small image. When your email app loads it, we record that the email was opened, when, and how many times. Some email apps load images automatically, so this shows a likely open rather than proof that you read it. You can prevent it by turning off images in your email app. When you open the link in an invitation email, we record when it was opened. The person or company that invited you and authorized ACT administrators can see these steps for emails sent to you.

Billing and service providers

Stripe handles payments on its pages. We do not store full card or bank details. We retain billing contacts, customer and subscription references, plan and module settings, seat counts, billing periods and payment status to manage subscriptions.

We use Neon for account and database services, Vercel for hosting and file storage, Cloudflare for email and Stripe for payments. They process the information needed to provide these services. Authorized ACT administrators can manage access requests and workspace plans; workspace content requires authorized access. ACT does not sell workspace records or use them for advertising.

Cookies and technical information

Authentication uses cookies. Your browser may remember appearance, navigation and other application preferences. The website does not add advertising trackers. Service providers may process technical request logs.

Public form rate limits use a keyed hash of the network address supplied by the hosting platform and a request count. Those records are removed after their two-hour window as later requests are processed.

Retention and your choices

We retain account and workspace information while needed to provide the service and handle authorized records, security, legal obligations and disputes. Signup and waitlist requests are kept while managing access unless you request removal. Billing records are retained as required for tax and accounting. Contact correspondence is retained for the enquiry and relevant follow-up.

Deleting an account removes access and personal profile information as described in the application. Work records and necessary audit and legal acceptance evidence may remain for company recordkeeping, security, legal obligations and disputes. Ending a company connection stops further sharing and access to open work; submitted evidence can remain available for authorized read-only recordkeeping under the Connected Work Terms. Ask for a copy before records are deleted; contact us if the required copy is not available through the application.

Contact contact@actsystems.app from the address you used to ask about your information, correct details, request a copy or seek removal. We may verify your identity and coordinate with the company controlling workspace records. Some records must be retained for other people's rights or legal obligations. Acceptance of this policy does not waive rights provided by applicable law.

Updates

We may update this policy as our service or practices change. The version and effective date identify the policy presented at signup. We will provide notice of material changes where required.